AI Receptionist vs. Human Receptionist vs. Answering Service: 2025 Cost Analysis

For many businesses, every missed call can mean missed revenue.

But in the age of AI, there are different technologies and solutions to make sure, you never miss a call again. You can hire a skilled human receptionist to take your calls during business hours. You could implement an AI receptionist. Or you could set up an Answering Service.

But with so many options available, how do you know which investment makes the most sense for your business?

Let's dive into the cost and benefit comparison.

TLDR

AI receptionists cost between $50-$300 per month, while human receptionists run $30,000-$45,000 annually in salary alone, plus an additional 20-30% for benefits. Traditional answering services typically charge $0.75-$1.95 per minute with monthly minimums of $50-$200. For most contractors, an AI receptionist offers the best value, providing 24/7 coverage, appointment booking capabilities, and significant cost savings compared to traditional alternatives.

Cost Breakdwon of a Human Receptionist

When calculating the cost of hiring a human receptionist for your business, the salary is just the beginning. As of November 2025, the average receptionist salary in the United States is $41,606 per year, which breaks down to about $20 per hour.

But here's what that really costs you:

Direct costs

• Base Salary: $36,590 average annual salary according to the Bureau of Labor Statistics
• Payroll Taxes & Benefits: Add another 20-30% on top of base salary for payroll taxes, health insurance, retirement contributions, and other benefits
• Total Direct Cost: $45,000-$50,000 annually

Hidden Costs you haven't considered

• Recruitment and training expenses
• Office space and equipment (desk, computer, phone system)
• Paid time off and sick days
• Potential overtime during busy seasons
• Coverage needed during lunch breaks and vacations
• Risk of turnover and rehiring costs

When you add it all up, a single human receptionist can easily cost your business well over $50,000 annually. And that's before considering the limitations of having just one person handling your calls during business hours only.

How much does an AI Receptionist cost?

The AI phone answering AI answering service for home servicesAI answering service for home serviceslandscape has evolved dramatically. Every business model, but especially home service businesses benefit from the powerful capabilities at a fraction of traditional costs.

AI Receptionist Pricing Tiers

AI receptionists typically cost between $50 and $300 per month, with pricing depending on features and call volume:

• Basic Plans ($50-$100/month): Simple call answering, message taking, basic FAQs
• Professional Plans ($100-$200/month): Appointment scheduling, CRM integration, call transfers
• Enterprise Plans ($200-$300+/month): Custom integrations, advanced routing, multi-location support

What makes AI Different

Unlike human receptionists who work set hours, an AI voice agent for home services and other businesses provides:

• 24/7/365 availability without overtime costs
• Instant scalability for high call volumes
• No sick days, vacation time, or breaks
• Consistent service quality on every call
• Integration with ServiceTitan and other field service software

For contractors handling emergency calls, the ability to book appointments at 2 AM without paying overtime rates is a game-changer.

Traditional Answering Service Costs explained

Traditional answering services have been the go-to solution for many contractors, but understanding their pricing can be complicated.

Common Pricing Models

Per-minute rates typically range from $0.65 to $1.19, meaning a 500-minute plan might cost between $600 and $700 per month.

Here's how different models break down:

• Per-Minute Billing: $0.75-$1.95 per minute with monthly minimums of $50-$200
• Per-Call Pricing: Ranges from $1.39 to $2.69 per call
• Monthly Packages: Small business plans (100 minutes) cost $150-$250 monthly

Watch Out for Hidden Fees

Traditional answering services often come with unexpected costs:

• Setup and onboarding fees
• Holiday and after-hours surcharges
• Charges for call transfers
• Additional fees for bilingual support
• Contract cancellation penalties

These add-ons can quickly inflate your monthly bill beyond the advertised rates, making budgeting difficult for growing contractors.

AI Receptionist vs. Human Receptionist vs. Answering Service Cost Comparison

Let's compare the actual costs for a typical HVAC company receiving 500 minutes of calls monthly:

Human Receptionist

• Monthly Cost: $4,166 (based on $50,000 annual total cost)
• Coverage: 40 hours/week
• After-Hours: No coverage (missed revenue)
• Scalability: Requires hiring additional staff

Traditional Answering Service

• Monthly Cost: $600-$700 for 500 minutes
• Coverage: 24/7 available
• Quality: Variable depending on operator
• Features: Basic message taking

AI Receptionist

• Monthly Cost: $100-$200
• Coverage: 24/7/365
• Quality: Consistent on every call
• Features: Full appointment booking, CRM integration, automated appointment scheduling for contractors

The numbers speak for themselves. An automated phone system delivers the most value, especially for home service businesses that need reliable, round-the-clock coverage.

Hidden Value: What the Numbers don't show

Beyond the raw cost comparison, consider these factors that impact your bottom line:

Revenue Recovery

62% of calls to small businesses go unanswered. For a plumbing company where the average job value is $250, missing just 10 calls weekly means $2,500 in lost monthly revenue. Even a premium AI booking system pays for itself by capturing just one additional job.

Customer Experience Benefits

Modern virtual receptionist solutions provide:

• Instant response times (no hold music)
• Accurate information every time
• Seamless appointment booking
• Professional service at all hours

Operational Efficiency

While human receptionists handle one call at a time, call automation can manage unlimited simultaneous calls during peak times or emergencies - crucial during extreme weather events when HVAC companies get flooded with service requests.

Industry-Specific Considerations for Contractors

Different trades have unique needs that affect the cost-benefit analysis:

HVAC Companies

Peak season demands and emergency calls make 24/7 coverage essential. The benefits of AI answering services for plumbers apply equally to HVAC contractors who face similar after-hours emergency needs.

Roofing Contractors

Storm damage creates sudden call spikes that would overwhelm a single receptionist but are easily handled by AI systems for roofing.

Plumbing Services

Emergency calls at all hours make round-the-clock availability non-negotiable, making AI the most practical solution.

Choose the right Technology or Solution for your Business

When evaluating your options, consider these key factors:

Business Size and Growth

• Startups: AI offers professional presence without high overhead
• Growing Companies: Scalability without proportional cost increases
• Established Businesses: Consistency across multiple locations

Call Volume Patterns

• Predictable volume: Monthly packages work well
• Seasonal spikes: AI handles fluctuations seamlessly
• Emergency services: 24/7 coverage is essential

Budget Constraints

For most contractors, investing in an automated phone systems for contractors provides the best return on investment: professional service at a fraction of traditional costs.

AI Receptionist vs. Human Receptionist vs. Answering Service - The Conclusion 

The data is clear: AI receptionists deliver unmatched value.

With monthly costs 90% lower than human receptionists and 70% less than traditional answering services, while providing superior availability and features, the choice becomes obvious.

Businesses of any kind, including smart contractors are already making the switch. Sameday's Voice AI has helped thousands of HVAC, plumbing, and home service companies capture more leads, book more jobs, and grow their revenue, all while reducing operational costs.

So stop losing money on missed calls. Sameday's AI receptionist books over 92% of jobs, answers every call 24/7, and integrates seamlessly with ServiceTitan and other tools you already use.

See exactly how much you could save while never missing another opportunity. Book a demo with Sameday today and discover why thousands of contractors trust our AI to grow their business.