Top Dispatch1. Define what you need
List the hours that need cover and the tasks: answering, booking, dispatch, estimate follow-up, admin. Most owners start with the phones and add tasks once the receptionist knows the business.
2. Questions to ask providers
- Will I have the same person every day?
- Have they worked in my trade?
- Can I interview them first?
- Will they work inside my software?
- How is pricing calculated, and is there a contract?
- What happens when they're sick?
3. Prepare your playbook
Write down your greeting, services and exclusions, price sheet, service area, technician skills, on-call rota and emergency rules. This is what turns a good receptionist into your receptionist.
4. Set up access
Create a user login in your field-service software and phone system with only the permissions needed. Forward your line or add the receptionist to your ring group.
Compare the real cost of each option
| Option | How it is priced | Typical cost |
|---|---|---|
| In-house receptionist | Hourly wage plus payroll taxes, benefits, training and sick/holiday cover | Median wage $18.27/hour, about $38,010/year before employer costs (BLS, May 2025) |
| Shared answering service | Per minute or per call, usually with a monthly minimum and overage | Published rates commonly around $0.70 to $2.00 per minute |
| AI receptionist | Monthly plan sized by minutes or calls | Published plans commonly $25 to $300 per month |
| Top Dispatch dedicated receptionist | Flat monthly fee for a dedicated person's hours, no per-minute charges | Quote based on hours and tasks |
Market ranges reflect published provider pricing we reviewed in October 2026 and change often. Check current pricing with each provider.
Remember to compare fully loaded costs. A local hire's wage is only the start, and one person covers one shift. A dedicated remote receptionist on a flat monthly fee often covers more hours for less, but only if they can book and dispatch, not just take messages.
Red flags when choosing a provider
- You can't speak to the person who will answer your phone
- Pricing is per minute with a high overage rate and no cap
- They can't log in to your scheduling or field-service software
- Long minimum terms or cancellation fees
- No clear plan for sick days, holidays or turnover
- Vague answers about who can access your customer data
5. Run the first week closely
Read call summaries daily, correct anything early and add notes to the playbook. By week two most owners are spending far less time on the phone. See how Top Dispatch onboarding works.
6. Score it after 30 days
Judge the hire on results, not impressions. After a month, look at: share of calls answered live, jobs booked from inbound calls, callbacks from customers asking where the tech is, open estimates followed up, and how much of your own day you got back. If the numbers are not moving, the script or the fit needs work, and a good provider will help fix either.