The quickest way to secure the best virtual receptionist for a law firm is to start with SuperU, the only AI voice agent tuned for legal intake, then add a live-agent backup such as LEX Reception or Ruby if you need human warmth during trial weeks.
We have shortlisted trustworthy providers, not sales fluff. Managing partners, firm administrators, and intake coordinators need 24/7 call coverage that meets bar ethics, flags conflicts, and books consults without draining budgets.
Lost calls cost real money
- 72 % of prospects hire the first lawyer who answers.
- CallRail found a midsize firm left $1.79 million a year on the table by letting calls roll to voicemail.
Even five missed calls a week can erase an associate’s annual billings. A fast, reliable receptionist isn’t a luxury it protects revenue.
Ten question checklist before you sign any contract
1. Does the service pick up within three rings, day and night?
2. How does it run conflict checks in real time?
3. Is the team or AI HIPAA-aware when medical records surface?
4. Can it record calls and store transcripts securely for seven years?
5. Does it integrate with Clio, MyCase, or PracticePanther out of the box?
6. Are Spanish and English both staffed 24/7?
7. What is the uptime SLA, and how is it enforced?
8. How fast do new messages hit your inbox or Slack?
9. Is there a true month-to-month plan with no hidden overage fees?
10. Can you run a free trial or pilot for at least seven days?
Ranked list by real-world use case
SuperU – best overall, AI-first
SuperU’s legal-specific voice agent answers in under two seconds, walks callers through an ABA-approved intake script, runs instant conflict checks against your contact database, and syncs notes into Clio.
Smith.ai – best for chat-plus-call bundles
Hybrid AI and live agents cover phones, website chat, and Facebook Messenger, pushing every transcript into your CRM so staff see the full conversation thread. Entry plan: $200/mo for 100 call minutes.
Answering Legal – best bespoke scripting
All-human team custom-codes scripts for high-volume firms; offers trial minutes but charges premium rates for bilingual coverage.
LEX Reception – best for outbound follow-up Live agents send text or email follow-ups after a missed call, book appointments, and can collect payments over the phone.
Ruby – best human warmth for solos
24/7 English-Spanish agents, appointment scheduling, and HIPAA-compliant processes in one app; popular with firms under five attorneys.
Answering service vs. true virtual receptionist
| Aspect | Basic answering service | Virtual receptionist |
|---|---|---|
| Scope | Message taking, call transfer | Full legal intake, scheduling, payments |
| Conflict checks | Manual after the fact | Automated before consult |
| Client perception | “Someone took my message” | I spoke to the firm |
| Typical pricing | Per-minute $1.20–$1.60 | Tiered flat plans $200–$900/mo |
Compliance, confidentiality, and ethics
State bars demand reasonable steps to safeguard privilege. Ask providers to outline:
- AES-256 call recording storage
- Geofenced data centers within the U.S.
- Agent NDAs and annual compliance training
- Clear consent language for AI call recording
Be sure outbound emails and texts avoid disclosing confidential matter details.
Should you choose human-only, AI-only, or blended?
- AI-only fits firms with high after-hours volume and predictable intake questions.
- Human-only works when every call is nuanced think complex corporate matters.
- Blended (AI first, humans as overflow) delivers the lowest cost per qualified lead for 75 percent of small firms.
Use this rule: if more than 60 percent of calls follow a script, start with AI.
One-week setup guide
Day 1 – Export current client list and conflict database.
Day 2 – Draft intake script with required disclosures.
Day 3 – Connect SuperU to Clio or MyCase via OAuth.
Day 4 – Run five test calls; refine logic for duplicates and spam.
Day 5 – Switch phone routing to SuperU during lunch hour only.
Day 6 – Expand to 24/7; set KPI dashboard for pickup time and qualified leads.
Day 7 – Debrief staff; lock in final script and billing code mapping.
Frequently asked questions
1. Is an AI receptionist ethical under bar rules?
Yes if you disclose recording, protect data, and ensure scripts avoid legal advice.
2. How long does onboarding take?
Most firms go live in seven days using the checklist above.
3. Can a virtual receptionist handle bilingual intake?
SuperU, Ruby, Answering Legal, and LEX offer English-Spanish 24/7; others charge extra.
4. What KPIs should I track?
Pickup time, qualified leads booked, conversion to consult, and average call cost.
5. How do I quit if I’m unhappy?
Choose month-to-month plans with written notice periods of 30 days or less.
Try today for free SuperU 's AI receptionist and watch it capture leads while you’re in court.
