Warm transfers

We transfer calls just like an in-house receptionist.

Choose when, how, and to whom callers should be transferred. Decide in the moment whether to accept or decline the call.
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Learn how Smith.ai can help your business. We’ll address your questions about Smith.ai phone receptionists, live chat, or both.

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We only forward the calls you want

24/7 receptionists live-transfer callers

A friendly, professional receptionist answers your calls and gathers relevant information from leads and clients. Then, they follow your instructions about whether to transfer a call to you.

First, we check if you're available

Warm hand-offs ensure transfer success

With your qualified caller on hold, the receptionist calls you to check that you’re available for the transfer. Your callers will never hit voicemail because you were away from your desk.

We send calls to the right number

Unlimited transfer lines for every business size

Our plans include one and five transfer destinations at no extra charge (depending on the plan). If you need more, you can add them for $15/line. There’s no limit, so we can route all your calls.

We work with your tools

Transfer request alerts via SMS, Slack & Microsoft Teams

Don’t want to be bothered with a phone call when a caller qualifies for a transfer? Request transfers by text message, Slack, or Microsoft Teams, and you can notify us whether you’re available.

We send calls to the right number

Our plans include one and five transfer destinations at no extra charge (depending on the plan). If you need more, you can add them for $15/line. There’s no limit, so we can route all your calls.

integrations

We play well with your software

Calls, chats, appointments, and payments are automatically logged in your systems. Here is a selection of our many integration partners.

Trusted by businesses &
the agencies that support them

Everything You Need to Know When Considering How a Warm Transfer Answering Service Can Help Your Business

The best virtual receptionist and chat services do much more than pick up phone calls, answer chats, and take messages for you and your staff. At Smith.ai, we provide professional live agents who are capable of a wide range of services from call handling, to appointment booking, to lead intake, to website chat, and more. Whether you need live staff on duty 24/7, during daytime hours, for overflow support only, or just for after-hours (nights and weekends), here are the answers to the most common questions we receive about our warm transfer services, specifically.

How can a great warm transfer service help my business grow?

An answering service, like Smith.ai, can offer your business warm phone transfers. In doing so, answering services can take over call handling and transfer only the most important calls directly to your staff, who’ll have the option to answer, schedule times when they’re available to answer, or schedule call-backs when they’re not. This frees your staff from regular call handling duties to focus on their specific job duties without having to worry about interrupting work to pick up the phone. Your calls will be screened so that your team will be able to talk to callers who are real leads or clients and never have to waste their time weeding out spam calls or telemarketers. You’ll have context for every call that’s transferred so that your team can prepare ahead of time and avoid stumbling through calls. With warm transfer services, your business can exude professionalism at all times and grow more successful by the hour.

By enabling warm transfers through an answering service, your business can:

  • Minimize distractions & protect team’s time: With spam and telemarketing calls being filtered out and regular client calls being answered and screened, your team will be able to focus on more important tasks and avoid constant interruptions.
  • Reduce call handling times: Warm transfers allow phone calls to be picked up immediately so callers won’t hang up, go unanswered, or be stuck waiting on hold. Workers can also be able to dedicate specific periods of time to answer filtered calls, which leads to quicker response times. 
  • Increase call resolution: Through giving your team context for each call, you reduce the risk of misinterpretations or misunderstandings and your team members can more appropriately and clearly address clients’ questions.
  • Boost client satisfaction & business reputation: With warm phone transfers, your client will be immediately answered, displaying the illusion of a larger business. With callers feeling valued, your business will exude professionalism and your company’s reputation will be stronger than ever.
  • Enhance lead conversions: By transferring only real clients and potential prospects directly to your team, your team can convert leads at a faster rate without the hassle of screening calls themselves.

A great warm transfer can make all the difference for your business. It's important for businesses to have control over their day to day tasks and not be constantly interrupted by random phone calls. Smith.ai can provide a professional buffer and frontline so that your business has the option of answering or not, saving you time. We are your phone call guardians and can deliver exceptional service so that even if you aren't able to answer, callers can still have a great experience with your business and not your voicemail box, thanks to Smith.ai’s answering service.

Warm transfers are invaluable to your business’s success. Without having to deal with call interruptions, you can improve your team’s responsiveness and productivity and put your business well ahead of your competitors. Whether your business needs lead screening assistance, customer service support, or just help off-setting call handling pressure on your team, a warm transfer service can transform your business into the best version of itself.

Why should my business hire an outsourced answering service for warm transfers instead of a call center or in-house staff?

As far as warm transfers are concerned, call centers and in-house staff can’t perform as well as an answering service. While they may be able to answer calls more frequently and consistently than employees with other duties, call centers and in-house receptionists tend to deliver sub-par quality on the calls they answer.

Transferring phone calls isn’t rocket science, yet still call centers and in-house staff often fail to perform warm transfers in a manner that prioritizes your teams’ time and your callers’ satisfaction. Call centers and in-house staff are often not equipped to answer common questions callers have and come with excessive background noise as well as basic call handling, leaving callers understandably annoyed. 

Answering services like Smith.ai offer thoughtful accommodations, like scheduled call-backs to adhere to your team’s schedule. By paying attention to the details, Smith.ai’s answering service can relieve your busy team of call handling pressures, provide your callers with outstanding customer service, and help your business thrive. Hiring a call center or an in-house staff rather than outsourcing warm transfers to an answering service may risk your reputation, your productivity, and your customer satisfaction. 

If you’re a small business, this rings especially true for you. Over 80% of consumers prefer to talk to a real person over the phone yet call center agents and in-house staff can sound rehearsed, impersonal, and unsettling. This can destroy any initial impression a caller may have and erode any trust they may have in your business, which is critical to establish in the initial conversation with a caller. 

It’s well known that call centers customarily:

  • Engage in poor phone etiquette 
  • Leave callers on hold or transfer calls to wrong departments
  • Fail to check your teams’ availability before transferring calls
  • Have trouble screening and qualifying leads
  • Fail to set adequate expectations for callers being transferred

With over 82% of customers wanting their issues resolved quickly, call centers fall short of providing satisfactory service to callers. Phone calls answered by call center agents take anywhere from 5 to 15 minutes, whereas calls answered by an answering service usually only take anywhere from 1 to 2 minutes. And with only 44% of callers reporting call centers to be helpful compared to nearly 76% of callers reporting non-call centers, like answering service, to be helpful, it’s clear to see that hiring a call center will result in longer call times and unsatisfactory customer service.

In-house staff also regularly:

  • Come unequipped to address customer service concerns
  • Have limited phone coverage availability
  • Cost companies more than they bring in
  • Are unable to prepare leads with appropriate information
  • Have little to no ability to perform warm transfers quickly and efficiently

Even with a full-time in-house receptionist, over 62% of calls go to voicemail or are left unanswered. Despite being their sole purpose, in-house staff still fail to answer phone calls, which can cost your business potential customers, as up to 50% of sales go to businesses that answer first. With many in-house staff having limited customer service knowledge, current clients are lost as well since over 71% of clients will end a business relationship due to poor phone etiquette. Hiring an in-house staff to answer calls is arguably counterintuitive to your business’s success. 

All of these common issues with call centers and in-house staff can lead to clients hanging up the phone and potential prospects taking their business elsewhere, resulting in your company losing leads, customer loyalty, money, and time. By hiring an answering service, such as Smith.ai, instead, your team can avoid losing out on clients by having a knowledgeable and friendly representative available at all times to answer clients’ questions, screen leads, and send the most important calls directly to your staff whenever they’re ready for them.

If that isn’t enough, the Bureau of Labor Statistics found that on average, answering services cost only about 20% of what an in-house staff or call center costs despite offering more features and better quality services. 

As a matter of fact, Smith.ai’s virtual receptionists can:

  • Make sure your team is available to take calls before transferring them
  • Schedule times that your staff is available to accept transfers
  • Send transfers to your team via text message, Slack, or Microsoft Teams
  • Foster warm transfers with personal and friendly customer service
  • Prepare callers with information that allows for a smoother transition

Outsourcing warm transfers to an answering service like Smith.ai instead of a call center or in-house staff can save your business from overextended budgets, embarrassing client interactions, missed lead-capturing opportunities, and frustrating workplace complications. Rather than risk your revenue and client relationships on inexperienced or ineffective call center agents or in-house staff, trust Smith.ai’s reliable service to nurture callers, capture leads, and take the pressure off of your busy staff. 

Don’t just take our word for it. Check out some of our clients’ reviews to see why so many businesses trust Smith.ai to handle their warm phone transfers.

How do I estimate the cost of a warm-transfer answering service for my business?

Cost is an important factor when deciding whether your business should sign up for an answering service or not. Many answering services often hide their true prices to trick you into signing up. Luckily, Smith.ai’s pricing is always clearly advertised upfront so that determining the cost for warm transfers can be simple and painless.

When signing up for Smith.ai, there are:

No set-up fees

No cancellation fees

Free spam blocking

No extra charge for warm transfers

No hidden fees/pricing

You shouldn’t have to go bankrupt to receive high-quality services that can set your business apart from the others. With Smith.ai, you’ll never be charged with random, unrecognizable fees or stuck paying for something you didn’t sign up for. You can rest easy knowing what you see is always going to be exactly what you get.

Even better – Smith.ai’s warm transfers, among other features, are incredibly affordable. Monthly plans start at as little at $140/month or, if you prefer, you can create a customized plan that fits your business needs. No matter which plan you choose, you’ll never have to spend more than you should, since Smith.ai’s virtual receptionist pricing follows a per-call rather than per-minute pricing model. That way, you don’t have to pay for someone to sit around while your phone isn’t ringing as you would with an in-house staff member. You only ever pay for the plan you sign up for – nothing more. 

To save you even more money, Smith.ai offers 15% off when you pay upfront annually. You’ll be able save money and receive the exact same services as you normally would on a monthly payment plan. It’s a win-win. 

If your business might benefit from bundling call-handling with live website or text message answering, Smith.ai also offers a 5% bundled discount for receptionist and chat services. This’ll put money back in your pocket and give your business the opportunity to take advantage of unique services other answering services don’t offer, granting your business a leg up in your industry.

Whatever your business can afford, investing in an answering service that offers warm transfers will be well worth it. While other businesses may be stuck spending massive amounts of time and money on front desk support or call centers, you’ll be able to save both by utilizing an inexpensive and flexible service that provides you with warm phone transfers how and when you want it. Customers will run to your business for your reliable customer service, quick answering, and well-prepared staff.

To see if Smith.ai is the right fit for your business, sign up for a 14-day/20-call free trial – no credit card required.

What common business problems indicate that I need warm phone transfers?

Keeping a business up and running is no simple task. That’s why it’s easy to see how quickly businesses can run into problems they struggle to resolve themselves. Common problems that indicate your business may benefit from a warm transfer are:

  • My team struggles to keep up with phone calls and remain productive

Business calls don’t just come in when your team is ready and available. For teams that already have enough on their plate, the amount of phone calls that need to be properly answered can be overwhelming to say the least. With over 20% of calls being spam, it can be even more difficult to determine which callers are real clients or leads. Answering calls consistently and correctly is crucial for your business’s success, but team members might have to neglect more important work to do so, leaving your staff with a growing list of tasks they can’t seem to get done. 

  • I can’t afford to hire front desk support

Front desk support, whether it’s in-house receptionists or call centers, can cost tens of thousands of dollars and with slimmer budgets set in place, business can often be left desperate for phone answering assistance. Paying more than you can afford for services you need can put your business in a dangerous position and trying out free services, such as Google Voice, can be just as detrimental to a business as having nothing at all. Without call handling support in some way, shape, or form, your business can lose out on leads and dismantle client relationships.

  • My staff has difficulty finding and capturing leads

Staff members may not have the time or expertise to convert leads consistently. When a representative fumbles over your business’s mission, struggles to portray confidence in your company’s services, or forgets to mention their contact information, clients may lose interest quickly and feel less secure about entering into a relationship with your business, costing you not only your revenue, but your reputation as well.

  • Clients are frustrated with our slow response times

The only way a business can succeed is when clients are happy so when clients inevitably have questions about their services or concerns about their products, businesses need to be prepared to answer them. Businesses regularly struggle to find the time to answer clients’ questions in a quick and efficient manner. Whether staff members have limited availability and either can’t get to the phone in time or leave clients on hold, clients can get irritated and hang up, going to the next company they find in their search results. 

If your business is facing one or any of these challenges, an answering service that provides warm call transfers can help you convert more leads and deliver excellent services to clients who call. An answering service, such as Smith.ai, can take the pressure off of your team and allow your business more flexibility in time and in budget without compromising your client relationships. Smith.ai’s virtual receptionists can assist your callers by getting them the answers they need quickly with no hassle and help your team answer calls when and how they prefer. Smith.ai’s answering service offers the fastest, easiest, and most affordable way to resolve your business’s issues and leave your callers with a smile on their face.

What are the ways warm call transfers can help small, medium, and large businesses?

Businesses of every size can benefit from outsourcing call handling and enabling warm phone transfers, whether it helps to take the load off of a small, family owned business or to increase efficiency in a large corporation. For example:

  • For small businesses, warm transfers mean a professional “big company” phone presence and not having to pick up every call

Small businesses are often up to the necks in tasks that need to be done. They don’t need to spend more of their restricted time screening and qualifying leads or their narrow budget on hiring front desk support. Warm transfers give small businesses the opportunity to learn the context of a call prior to answering, saving them the effort of answering and decoding each and every call. This allows small businesses to maximize their productivity without sacrificing their much-needed time, money, or outreach towards current and potential clients. No more wasted days dedicated to determining whether a caller is interested in your services or not.

  • For medium businesses, warm transfers mean scheduled call-backs and calls answered anywhere, anytime

With an endless amount of projects that need to be done, calls that come in to medium sized businesses are often left unanswered or mishandled, resulting in missed leads and frustrated clients. Balancing daily tasks with call handling is difficult for any company, let alone a company with limited staff, availability, and resources. Outsourcing call handling and permitting warm phone transfers enables medium sized businesses to place the responsibility of customer service and lead screening into the hands of a trustworthy agent so that their team can get back to running daily operations without worrying about neglecting callers.

  • For large businesses, warm transfers mean personalized customer interactions and no spam or telemarketing call interruptions

Many larger businesses have staff that are far too busy to answer calls themselves. It can be tedious for sizable staff to focus on the smaller details, like providing personalized one-on-one customer service, when there are such vast operations to run. It’s also very costly to hire in-house staff and, for companies at the enterprise level, scaling at lower cost is a core objective. Warm transfers can make it easier for large businesses to function at a high volume without neglecting the details that can separate a good company from a great one. By allowing answering services like Smith.ai to answer calls and send only important callers and qualified leads directly to available team members, larger businesses no longer have to choose between interrupting work to answer calls or neglecting callers.

Having a well-informed team of virtual receptionists who are trained in customer service and who can represent your company when you’re either busy or closed can transform your business’s efficiency for the better, no matter what size your business is. Whether you want to improve your company’s customer service or increase your business’s lead conversion rate, an answering service that delivers warm phone transfers can help accomplish your company’s goals and get your team focused on their work again.

Smith.ai offers worldwide receptionist services, 24/7.

Here are a selection of the top cities we serve.

Smith.ai offers worldwide receptionist services, 24/7.

Here are a selection of the top cities we serve.

"Smith.ai is a plug-and-play intake process and a built-in sales machine."
Gyi Tsakalakis
AttorneySync
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