May 9, 2025
Find out how virtual receptionists save Canadian businesses 60-70% vs in-house staff while improving call answer rates to 98%.
What is a Virtual Receptionist? 2025 SMB Guide
A virtual receptionist is a real person who answers calls for your business—but they don’t work in your office. Instead, they work remotely and handle calls, book appointments, take messages, and give information to your callers. They act like a receptionist at the front desk, just not in person.
For small businesses in Canada, a virtual receptionist can save time, lower costs, and make your business look more professional.
How It Works
1. Call Forwarding
You set your phone to send calls to the virtual receptionist when:
You’re busy or don’t answer
It’s after business hours
You want all calls answered by them
2. Friendly Greeting
They answer with your custom greeting, like:
“Hi, thank you for calling Maple Tree Law. How can I help you today?”
3. Call Handling
They follow your instructions. They can:
Transfer calls to your team
Take messages
Schedule appointments
Answer common questions
Take orders or screen sales calls
4. Sending You Information
They send call details to you by:
Email
Text (for urgent calls)
Updates in your calendar or software
Why It Helps Canadian Businesses
Lower Costs
A full-time receptionist in Canada can cost over $40,000 a year.
A virtual receptionist costs much less and you only pay for what you use.
Bilingual Support
Many services speak both English and French.
Time Zone Coverage
No matter where you are in Canada, they can cover your hours.
Weather-Proof
Snowstorms or bad weather won’t stop your calls from being answered.
Virtual Receptionist vs Other Options
Feature | Voicemail | In-Office Receptionist | Virtual Receptionist |
|---|---|---|---|
Human Answering | ❌ | ✅ | ✅ |
24/7 Coverage | ✅ | ❌ | ✅ (often) |
Cost | Low | High | Medium |
Call Conversion Rate | Low | High | High |
Customization | Very Low | High | Medium to High |
Flexibility & Scaling | Low | Low | High |
Conclusion
A virtual receptionist makes sure you never miss a call. You get the benefits of a professional front desk—without the full-time cost. For Canadian businesses in 2025, this is a smart, modern way to grow.
Olivia Assist offers Canadian virtual receptionist services that help you save time, look more professional, and catch more business opportunities.
Want to see how it could help your business? Contact us today for a free consultation.