- Overview of Alliance Live Receptionists and Ruby Receptionist Services
- Feature and Benefit Comparison
- Why Alliance Virtual Offices is the Superior Choice
There’s a growing need for reliable, professional live receptionist services.
Why?
Because the appetite for remote work is growing – fast.
Flexible working has grown up to tenfold since 2019, and it’s likely to continue its upward trajectory.
Seeking out flexible work environments is the third reason why people search for new jobs, behind better pay and career opportunities.
When your workplace is anywhere, a centralized workplace becomes obsolete – along with the traditional front desk reception.
That said, professional receptionist services remain highly valued.
That’s why remote services such as Alliance Live Receptionists and Ruby receptionist services are in demand.
Live receptionist services provide many familiar front desk services. But the main difference is that they can be accessed from anywhere.
This is great news for organizations seeking a more flexible workplace strategy – particularly if those companies are shifting to a distributed or remote work model.
However, not all live receptionist services are created equal – this goes for the services on offer, the scalability, the pricing plans, and more.
While some providers offer a comprehensive suite of administrative and business support solutions with a price tag to match, others offer a leaner and more targeted approach, often focusing solely on phone-based communications.
It’s crucial to select the right service for your business needs. Doing so will ensure you get the services you really need, rather than wasting money on those you don’t.
In this virtual receptionist comparison article, we’ll line up two well-established live receptionist providers – Ruby and Alliance Live Receptionists – and see how their services compare.
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Overview of Alliance Live Receptionists and Ruby Receptionist Services
Alliance Live Receptionists: Main Features
Alliance Live Receptionists provide a full-time call handling and appointment scheduling service.
The company serves over 1,000 clients with its professional call handling and cost-effective phone-based communications.
The receptionists aim to become an extension of the client’s team, providing the professionalism and support they need at a fraction of the cost of a permanent employee.
The Alliance Live Receptionist service is ideally positioned for any sized business or independent professional that has or expects to have substantial call volume.
The key features of the Alliance Live Receptionist service are as follows:
- Live call answering: Alliance’s team of receptionists answer and screen calls on behalf of clients up to six days per week. The service operates from Monday – Friday, 8am-9pm, and Saturdays, 9am-7pm (Eastern).
- Screening: Receptionists screen calls to identify the caller. Depending on the client’s requirements, the receptionist may ask for the purpose of the call and request additional information, such as contact details.
- Spam filter: Calls are filtered as necessary, preventing spam calls and robocalls from reaching the client.
- Customized greetings: Calls are answered in the client’s company name with a customized greeting. Receptionists can respond to basic customer inquiries and FAQs.
- Call control: Clients have control over the call handling and routing process and can choose from a variety of options, including:
- Screen the call and warm transfer to the relevant person or department, announcing the caller.
- Transfer to voicemail – clients can receive messages via email or text.
- Take a message – send by email or text.
- Book an appointment or call-back.
- Intake information using a custom form.
- Lead capture and intake: Receptionists use a designated intake process or create a customized form to gather information about prospective customers.
- Appointment scheduling: Receptionists schedule meetings and appointments using the client’s preferred calendar system – such as Microsoft 365, Google Calendar, Calendly, and so on. Or, Alliance can provide an online calendar app free of charge for appointment management and online bookings.
- Call-backs: When a client isn’t available to take a call, receptionists can schedule a call-back at an available time and date using the client’s preferred calendar system.
- Business phone number: Alliance Live Receptionist plans include a Virtual Phone. This includes a business phone number with either a local or toll-free area code and a VoIP phone system.
- App and portal: Clients can call and text from their business number using the app.
- Virtual Phone: In addition to a number, Alliance’s Virtual Phone plan provides unlimited local and long-distance minutes, voicemail, email delivery of voicemail, dial-by-name directory, auto attendant service, custom recordings, and hold music options, among other features.
- Helpful support: Alliance’s Client Success team provides help and support, including setting up the Live Receptionist service, using the Virtual Phone, and more.
The Alliance Live Receptionist service is designed to be flexible and cost-effective.
That’s why many of these key features can be customized to enable entrepreneurs to create tailor-made business communication solutions that match their business needs.
For example, there are a variety of ways to capture leads.
Some businesses ask for the caller’s contact details and a brief description of their inquiry presented in a message. They may also request a call-back scheduled into their calendar.
Others prefer an online client intake form, which can be customized with specific questions. This enables the receptionist to collect relevant information and pass it on to the client.
It typically includes details such as contact information, specific needs or preferences, and any other information required to effectively provide a service or address a request.
The purpose of a client intake form is to streamline the communication process, gather necessary data, and ensure that the organization has all the information it needs to take the next step.
This is just one example of how the Alliance Live Receptionist service can be customized to suit a business’s needs.
Other examples of customization include:
Ruby Receptionist Services: Main Features
Ruby provides multichannel customer communication, virtual receptionists, and managed live chat services.
Ruby holds a strong position in the virtual receptionist market, particularly for small and medium-sized businesses (SMBs) in the US.
The company currently serves more than 14,000 clients across its range of phone-based and online services.
Their offering is comprehensive and technology-driven, and the brand holds a strong position in the virtual receptionist service provider market.
The key virtual receptionist features displayed by the Ruby receptionist service are as follows:
- Live call answering: Ruby receptionists answer and screen calls on behalf of clients. The service is available on a 24-hour basis as full-time, part-time, or backup support.
- Outbound calls: Ruby can make outbound calls on the client’s behalf.
- Screening: Receptionists screen calls to identify the caller. Depending on the client’s requirements, the receptionist may ask for the purpose of the call and request additional information, such as contact details.
- Spam filter: Calls are filtered as necessary, ensuring spam calls and robocalls are prevented from reaching the client.
- Customized greetings: Calls are answered in the client’s company name with a customized greeting. Receptionists can respond to basic customer inquiries and FAQs.
- Call control: Clients have control over the call handling and routing process and can choose from a variety of options, including:
- Screen the call and warm transfer to the relevant person or department, announcing the caller.
- Transfer to voicemail – clients can receive messages via email or text.
- Take a message – send by email or text.
- Book an appointment or call-back.
- Intake information using a custom form.
- Lead capture and intake: Receptionists use web forms to gather information about prospective customers.
- Appointment scheduling: Receptionists schedule meetings and appointments using the client’s preferred calendar system.
- Call-backs: When a client isn’t available to take a call, receptionists can schedule a call-back at an available time and date using the client’s preferred calendar system.
- Business phone number: Ruby provides local and toll-free business numbers.
- App and portal: Clients can call and text from their business number using the app.
- Compliant services: Ruby offers HIPAA-compliant and PCI-compliant call handling services.
- Helpful support: Ruby’s Customer Success team provides help and support, including setting up the service, and more.
Criteria for Comparison
Alliance Live Receptionist and Ruby receptionist offer many similar professional call handling services, including live answering, appointment scheduling, and business phone numbers.
Alliance currently does not provide a virtual receptionist live chat service. Therefore, for the purpose of the next section – Comparative Analysis – we will focus exclusively on live receptionist call handling services.
As part of this comparison, we will include pricing, customization, and business support features.
Comparative Analysis – Service Features:
| Feature | Alliance Live Receptionists | Ruby |
| Live call answering | ✅ | ✅ |
| Call screening | ✅ | ✅ |
| Call filtering | ✅ | ✅ |
| Customized greetings | ✅ | ✅ |
| Call routing options | ✅ | ✅ |
| 24 hour answering | ❌ Monday – Friday 8am-9pm Saturdays 9am-7pm (Eastern) | ✅ |
| Appointment scheduling using client’s preferred calendar | ✅ | ✅ |
| Appointment scheduling app | ✅ | ❌ |
| Client intake and lead capture | ✅ | ✅ |
| Outbound call receptionist service | ❌ | ✅ |
| Business phone number | ✅ | ✅ |
| Virtual Phone system | ✅ | ❌ |
| App and portal for outbound calls and customization | ✅ | ✅ |
| Compliant services | ❌ | ✅ HIPAA and PCI compliant |
| Bilingual service | ❌ English only | ✅ English or Spanish |
| Support team | ✅ | ✅ |
Plans and Pricing
Correct as of February 2024
| Live Answering Minutes Number of minutes per month | Alliance Live Receptionists Price per month | Ruby Price per month |
| 50 | $125 | $235 |
| 100 | $175 | $375 |
| 200 | $260 | $680 |
| 300 | $375 | — |
| 500 | $550 | $1,640 |
Comparing the list of key features with pricing, both companies provide live call answering by professional receptionists with customized greetings, appointment scheduling, client intake, a business phone number, an app, and a support team.
Compared to Ruby, currently Alliance does not provide 24-hour answering, HIPAA compliant call answering, or bilingual receptionist services.
Ruby does offer these services. However, unlike Alliance, the Ruby receptionist service does not offer a Virtual Phone system or an appointment scheduling app.
While both companies include a business phone number, Alliance goes further by providing a full Virtual Phone with every Live Receptionist plan.
Alliance’s Virtual Phone plan provides 50+ features, including:
- Inclusive local and long-distance calling minutes
- Customizable caller menus (IVR)
- Dial-by-name directory
- Voicemail by text
- Branded greetings
- Unlimited extensions
- Auto-attendant
See the full list of Virtual Phone features here.
For companies seeking a professional live receptionist call answering service, it’s clear that Alliance Live Receptionists provides a more cost-efficient option.
By choosing Alliance over Ruby, clients will save between $100 to $1,090 per month, depending on their choice of plan.
Adding Value
Based on the features comparison, there are various ways both companies add value.
For example, the Ruby receptionist service provides 24-hour call answering, which could be ideal for companies operating across multiple time zones – especially as they offer Spanish-speaking receptionist services.
Alliance Live Receptionists offer extended call answering outside of traditional business hours.
The company provides call answering from 8am-9pm Monday – Friday, and on Saturdays from 9am-7pm (Eastern). Again, this is ideal for companies operating across multiple locations – especially as Alliance offers a global network of Virtual Offices, which can be added to any Live Receptionist plan.
For companies operating remotely with a Virtual Office, and especially those that frequently work in multiple locations, Alliance’s Virtual Phone plan (included in its Live Receptionist service) enables entrepreneurs to make and receive calls from anywhere with a powerful VoIP phone system.
These services complement each other, equipping modern entrepreneurs with a flexible solution that enables them to protect their home address and personal phone number, while solidifying their professional presence.
Ultimately, utilizing the Alliance Live Receptionist service alongside a Virtual Office enables modern businesses to establish a professional presence and grow from anywhere.
Flexibility and Scalability
Flexibility is a crucial component of the live receptionist services provided by Alliance and Ruby.
Alliance declares flexibility as a core part of its brand promise:
“We empower remote companies and home-based professionals to thrive and excel. We enable entrepreneurs and remote companies to operate flexibly, save money, and achieve sustainable growth.”
Ruby also states flexibility as a core component in its service delivery:
“No two organizations are the same. That’s why we offer flexible solutions built to help small businesses of all sizes and specialities. From part-time backup to full-service support, Ruby has what you need to reach your goals.”
In both cases, the live receptionist service promises to help entrepreneurs and businesses achieve flexibility, save money, and grow.
Here are some ways a professional live receptionist service helps businesses do that:
Flexibility:
- Extended coverage: Remote receptionists operate beyond traditional office hours, catering to global clientele and diverse time zones to create a seamless customer experience.
- Location independence: Companies can maintain a professional customer experience from anywhere, without the need to maintain a physical workplace or front desk.
- Scalability: Live Receptionist services adjust to companies’ changing needs. Remote teams can scale up reception support during peak seasons or special events, or scale down during quieter periods, optimizing costs.
Cost savings:
- Reduce overhead: No need for dedicated office space, receptionist salaries, equipment, or benefits. A remote receptionist service is a fraction of the cost of a full-time receptionist, promising significant cost efficiency.
- Increased productivity: Entrepreneurs and team members are free to focus on core tasks without call interruptions, maximizing their output and efficiency.
- Improved customer satisfaction: Timely call response and professional handling lead to higher customer satisfaction, potentially reducing churn and increasing repeat business.
Sustainable growth:
- Professionalism: Live receptionists provide a friendly, professional service, setting a positive impression and building trust and credibility with clients, prospects, investors, and partners.
- Improved lead conversion: Leads are effectively screened and captured, maximizing conversion rates and sales opportunities.
- Enhanced brand reputation: Responsive and efficient call handling fosters positive customer experiences, contributing to positive brand perception and referrals.
This high level of flexibility enables businesses to scale without being impeded by the high cost and risk associated with employment contracts or office lease commitments.
While especially beneficial for startups and small businesses, the flexibility and scalability of a live receptionist service is just as beneficial for larger companies, enabling them to operate flexibly, conserve capital, and achieve long-term, sustainable growth.
Why Alliance Virtual Offices is the Superior Choice
Alliance’s receptionist service benefits are clear. But don’t just take our word for it:
“To me, the Live Receptionist is valuable because it separates work calls from personal calls. I don’t want my cell phone blowing up all the time. I’m not a huge company, I don’t have 500 employees – I have one. But the Live Receptionist is really an extension of my company. The system really, really works well.” – Rob Kubiak, Global eTelligence LLC
Read more case studies here.
Whichever service you consider, whether it’s Alliance Live Receptionists, Ruby, or another provider, we urge you to check out customer reviews to help you make an informed decision.
Read reviews on sites such as Consumer Affairs, Trustpilot, and others.
If you have questions or concerns, contact the company before you buy.
It’s important to satisfy yourself that the company is handling your own questions in a satisfactory manner. After all, this is a great way to ‘try out’ the service before trusting them with your valuable clients.
Comprehensive Solution
The Alliance Live Receptionist service offers a comprehensive call handling service to help businesses of any size capture more calls, win more opportunities, and accelerate growth.
What’s more, a key differentiator between Alliance and its competitors is that Alliance offers additional services, including professional business addresses, flexible workspaces, and business phone solutions to help businesses of any size save money and achieve sustainable growth.
These services include:
Professional Virtual Office:
Grow your remote business with a prestigious company address through one of Alliance’s 1,200+ virtual offices. An Alliance Virtual Office combines the convenience of working from home with the assurance of having your own office.
Utilize your business address for official documentation, such as business registration and licensing, and protect your home by adding your address to all your marketing materials and public documents.
Professional workspace is behind every address, meaning you can meet, work, and grow on your terms by booking on-demand, flexible workspace by the hour or by the day, anytime you need.
Productive Meeting Space:
Meet clients, contractors, or colleagues in a professional workspace that’s designed for productivity.
Book a fully equipped conference room by the hour or by the day in one of our 1,200+ global locations. Every center provides a professional business environment with helpful onsite staff, high-quality amenities, business-grade Internet, and much more.
Business Number and Virtual Phone:
Alliance’s Virtual Phone (included with every Live Receptionist plan) enables entrepreneurs to separate personal calls from business calls with a dedicated business number, a powerful cloud-based phone system, and unlimited extensions.
Flexible Coworking Spaces:
Escape the monotony of working from home by gaining full-time access to a professionally managed coworking center.
Equipped with everything you need to work productively, Alliance’s network of coworking centers provide a shared workspace with a supportive community of likeminded professionals, so you can work productively while building your business network.
What’s the Catch?
Despite the growing popularity and utilization of live receptionist services, there are some common concerns and misconceptions:
- Lack of personalization: Some worry that live receptionists won’t have the same understanding of the company and its unique needs as an in-house receptionist.
- Receptionists work in small teams and get to know each business, their industry, and even their most frequent callers. In addition, live receptionists utilize specialized technology. Every time a call is received, the receptionist sees detailed information on their screen that informs them how to answer the call – such as branded greetings and company information, enabling receptionists to provide a personalized service.
- Cost-effectiveness: While the service comes at a fraction of the cost of hiring full-time staff, some fear hidden fees or unexpected costs.
- Unlike some companies, Alliance does not charge a setup fee. We charge a set monthly fee based on the number of live answering minutes, and you can check in with our team at any time to keep track of your allowance. When shopping around and comparing live receptionist plans and prices, we recommend asking about the pricing structure, including the initial setup fee (if any), the cost per minute for overage, and how to keep track of your monthly minutes.
- Control over call handling: Some business owners worry about how their calls will be handled and whether valuable clients will be repeatedly sent to voicemail.
- This is a valid concern – after all, you want to be sure your clients are getting personalized service, not an automated response. The good news is, Alliance Live Receptionists ensure you have full control over the call handling process and how each call is handled. We encourage you to work with us to customize the way your calls are handled – from the initial greeting, to the information our receptionists provide, to call routing protocols, and more. What’s more, we encourage feedback to help us continually improve your Live Receptionist service. The more feedback we receive, the better the experience for you and your callers!
Conclusion
Which one is best?
During this virtual receptionist comparison, we have explored the key features of two professional live receptionist services and how they can help your business succeed.
Both services provide customer service excellence from an experienced, efficient team of receptionists.
Ultimately, the answer depends on your own unique business circumstances.
If you need a comprehensive virtual receptionist solution with 24-hour availability and additional customer service channels, such as live chat, you may find that Ruby provides your ideal solution.
Or, if your priorities are focused on friendly, professional call handling and appointment scheduling with cost efficiency in mind, be sure to consider Alliance Live Receptionists.
Alliance comes with the added benefit of a comprehensive Virtual Phone solution, not to mention a global network of virtual offices, meeting rooms, and coworking spaces. Together, it’s a complete solution to help you work flexibly, save money, and grow your business fast.
Discover more about the Alliance Live Receptionist service and how it stands out as a cost-effective solution for businesses looking for friendly, professional live receptionist support.
Simply chat with our team online or view plans and prices here.
Be sure to check out Alliance’s monthly promotions, too!
Further Reading:
- Consumer Affairs on Ruby Receptionists
- Forbes on Leadership in Customer Service
- Harvard Business Review on Improving Customer Service
- Alliance Virtual Offices on Live Receptionist Services
