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Intact Media

Service: AI receptionist

An AI receptionist that answers, books and follows up.

Get a free process audit How it works
Empty front desk in morning light, a headset resting beside a phone with a small light on as a call is handled

AI receptionist

Why it matters

Most AI receptionist products sold in New Zealand are a voice bot and a dashboard. That is useful, but a message you have to read and act on is still a job for you at 9 pm. We set up the receptionist as part of a connected system, so the call creates a contact, the booking lands in your calendar, the customer gets a confirmation text and the follow-up runs on its own.

You decide what it can and can't do. It can book a quote visit but not promise a price. It can take a message for a builder but put a burst pipe straight through to your mobile. Every rule is written with you and tested before customers hear it.

What you get

  • Answers every call

    After hours, on weekends, at lunch and when two calls come in at once.

  • Books real appointments

    Checks live availability in Google or Outlook calendars and books the right slot and staff member.

  • Routes the urgent ones

    Emergencies, VIPs or keywords you choose are transferred live or sent to you by text instantly.

  • Captures the details

    Name, number, suburb, job type and notes, written into your CRM with a call summary.

  • Texts a confirmation

    Callers get a booking confirmation and reminder by SMS, so fewer no-shows.

  • Honest and compliant

    Introduces itself as an AI assistant, explains recording and follows NZ privacy rules.

How it works

From first questionnaire to live, in 5 steps.

You approve every script, message and rule before it goes live.

  1. 01

    Map your calls

    We list the reasons people ring you, what a good outcome looks like for each, and what should come straight to you.

  2. 02

    Write the script and rules

    Greeting, questions, booking rules, pricing language and hand-off rules, in your tone and NZ English.

  3. 03

    Connect the system

    Call forwarding from your existing number, your calendar, the CRM pipeline and SMS confirmations.

  4. 04

    Test calls with you

    You ring it, try to trip it up and read every transcript. We tune it until you are happy.

  5. 05

    Go live and improve

    We review transcripts in the first weeks and keep refining answers as new questions come up.

What can an AI receptionist handle, and what should it not?

It is very good at the repeatable calls: booking, rescheduling, opening hours, service areas, "do you do this kind of job", and taking a clear message. It can also qualify a lead with a few questions, such as the suburb, the type of work and how soon they need it.

It should not diagnose a fault, give legal or medical advice, quote a firm price for custom work or handle a distressed caller. For those we set clear rules: take the details and get a person to call back, or transfer the call live.

How is this different from an answering service?

A traditional answering service uses people who take a message and email it to you. It works, but it is usually charged per call or per minute, the operator rarely knows your business in depth, and the message still needs you to act on it.

An AI receptionist answers instantly, any time, and can complete the booking itself. It is usually a lower monthly cost, and it never has a bad day. The trade-off is that it needs good setup and testing, which is exactly the part we do. We compare the options in AI receptionist vs answering service vs hiring.

Can I keep my business number?

Yes, in most cases. Your existing mobile or landline forwards to the receptionist when you don't pick up, or after a set number of rings. Callers dial the same number they always have. Some businesses prefer the AI to answer first after hours only; that is a simple setting.

What does it cost?

Public NZ AI receptionist plans start at roughly $75 to $300 a month for the software alone (we checked public price pages in October 2026). A connected setup adds a one-off build fee, then a monthly fee that covers the software, call minutes, SMS and our support. We give you a fixed quote in NZD after the free process audit. Read how much an AI receptionist costs in NZ for a full breakdown.

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FAQ

AI receptionist: common questions

Ask us something else
Do I have to tell callers they are talking to an AI?

We recommend it, and we set it up that way. The Fair Trading Act prohibits misleading conduct, and being upfront builds trust. In practice callers care far more about getting a quick, useful answer than who gives it.

Will it sound like a Kiwi?

We choose a voice and wording that sounds natural to NZ callers, and the script uses NZ place names and phrasing. It can greet with "Kia ora" if that suits your brand. Accents and voices are improving fast, and we test them with you before launch.

What happens with urgent calls?

You decide what counts as urgent. Matching calls can be transferred to you live, or the AI takes the details and texts you a summary within seconds so you can call back.

Are calls recorded?

Only if you want them to be. If recording is on, the receptionist tells the caller at the start. Recordings and transcripts are stored in your account, and your privacy statement should explain this. See our guide to the rules.

How long does setup take?

Typically three to six weeks from the process audit to go-live, depending on how many call types, calendars and integrations are involved. Simple after-hours setups can be quicker.

Can it book into my job management software?

It books into Google and Outlook calendars directly and into the CRM we set up. Job management tools such as ServiceM8, Tradify or Cliniko can often be connected through their own integrations or an automation layer. We confirm what is possible for your tools during the process audit, and we will not promise a connection we have not tested.

Find out where your leads are slipping through.

Answer a few quick questions, one at a time, about how calls, messages, quotes and bookings move through your business. You get an automatic summary of where automation could help, as a starting point. No obligation, no hard sell.

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