The short answer
An AI receptionist for architects built on HighLevel Voice AI costs about $0.40 per answered call, or $28 a month for 70 calls averaging 5 minutes, phone line included. Roughly 14 of those calls (20%) would come outside office hours, which is where an AI answering service earns its keep. Emergencies, complaints and anything needing judgment should go to a person.
What the AI should handle
Screen project inquiries
Ask project type, location, size and budget range, describe the kinds of projects the firm takes on, and book a consultation when the project fits.
Explain the process
Describe your design phases and how fees are structured (percentage, hourly or fixed) without quoting a fee for the caller's project.
Route contractor questions
Take the project name, sheet number and question, and create a task for the project architect rather than answering anything about the drawings.
Schedule site visits
Offer site visit windows on the principal's calendar, confirm the address and access notes, and send a text confirmation.
What to send to a person
- Any question about codes, zoning or structure
- Fee negotiation and contract terms
- Contractor RFIs and change requests
- Disputes about design or construction problems
HighLevel's voice agents can transfer a live call, create a task, or trigger a workflow that texts the owner. Set the handoff rules before the agent goes live.
Cost per call and per month
Assumptions for a typical architecture firm: 70 calls a month answered by the AI, averaging 5 minutes. Phone minutes are billed per call and rounded up, so each call bills 5 phone minutes at $0.01165.
| Setup | AI cost | Phone line | Per month | Per call |
|---|---|---|---|---|
| Pay per use, Standard voice, GPT-4.1 Mini | $23.80 | $4.08 | $28 | $0.40 |
| Pay per use, ElevenLabs voice, GPT-4.1 Mini | $30.80 | $4.08 | $35 | $0.50 |
| Pay per use, speech-to-speech (OpenAI) | $70.00 | $4.08 | $74 | $1.06 |
| AI Employee Unlimited, $97 flat | $97.00 | $4.08 | $101 | $1.44 |
The breakdown of every Voice AI charge is in our Voice AI pricing guide. Agencies can price this as a monthly service with the calculator's Price a client tab, preloaded for a architecture firm.
Compared with staff time
Those 70 calls take about 6 hours of talk time a month. At the US median receptionist wage of $18.27 an hour (May 2025, Bureau of Labor Statistics), that talk time alone is worth about $107, before hold time, breaks, benefits and the calls that come in after hours. An AI receptionist does not replace a good front desk; it catches the overflow and the evenings, and frees staff for the people in front of them.
Sample call
AI AGENTThank you for calling. I'm the firm's virtual assistant. Are you calling about a new project?
CALLERYes. We want to add a second story to our house and don't know where to start.
AI AGENTThe principal can walk you through that. Roughly how large is the house now, and where is it?
CALLERAbout 1,800 square feet, in Oak Park.
AI AGENTThanks. A second-story addition starts with a consultation and a look at the existing house. The principal has slots next Monday at 10 or Wednesday at 3. Would either work?
CALLERMonday at 10.
AI AGENTBooked. You'll get an email asking for photos and any plans or surveys you have. Is there a budget range you'd like the principal to know about?
CALLERAround $300,000.
Prompt tips
- Tip 1Draw a firm line on advice: the agent may explain your process and phases, but any code, zoning or structural question gets 'the architect will cover that at the consultation'.
- Tip 2Describe your minimum project size and the work you decline, such as small interior-only jobs, so the agent refers those callers elsewhere politely.
- Tip 3List who handles what (principal for new clients, project architect for contractors, office manager for billing) so tasks land with the right person.
Rules to watch
Licensed practice. There is no national architecture license: each of the 55 US jurisdictions licenses architects through its own board, and the title 'architect' is tied to that license. The AI should describe services in general terms and never give design, code or structural opinions, which belong to the licensed professional on the project.
General information, not legal advice.
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Questions
Should an AI answer calls for an architecture firm?
Can the AI explain architectural fees?
How does the AI handle contractor calls?
How much does an AI receptionist cost an architecture office?
Sources
- HighLevel pricing page
- HighLevel Voice AI agents overview
- HighLevel AI product pricing
- NCARB: How to earn your architecture license
- HighLevel AI product pricing (help center)
- AI Voice Agents overview
- HighLevel Phone System pricing and billing guide
- BLS Occupational Outlook: Receptionists (May 2025 pay)