Business phone guide
Phone Answering System Software: A Buyer's Guide
Phone answering system software is software that answers your business phone when you cannot, greets callers, collects the information you need, and either books appointments or takes a message. Most systems work by call forwarding: you keep your current business number and forward calls to the service, so callers dial the same number they always have. This guide explains how these systems work, what features actually matter, how to connect one to your existing phone service, and how to decide between software-based answering and other options. AllDayDesk, the product on this site, is one example: it answers calls around the clock using your saved business information, and you can hear a personalized sample before choosing phone setup.
Hear it answer for your business No credit card to try it
What phone answering system software does
When a call comes in, the software answers with a greeting built from your business details, answers common questions using information you have saved, and handles the task at hand. For appointment-based businesses, that usually means booking a new appointment. When the software does not know an answer, a price, or an available time, it takes a message so you can follow up.
Everything the system does should be visible to you. With AllDayDesk, calls, transcripts, summaries, and bookings appear in a dashboard, so you can review what happened on each call without listening to voicemail. New appointments go on the built-in AllDayDesk calendar by default once you have configured your services and availability. If you prefer Google Calendar, an optional connection is available in Settings after you connect and authorize your Google account.
It helps to know what this software is not. It is not a full phone replacement, and it does not connect to dispatch tools, CRMs, health records, or industry scheduling software. Existing appointment changes are passed to you as requests rather than confirmed changes, because rescheduling often needs your judgment.
- Answers calls on your existing business number through forwarding
- Uses your saved business information to respond to callers
- Books new appointments or takes a message when information is unknown
- Shows calls, transcripts, summaries, and bookings in a dashboard
- Supports an optional Google Calendar connection in Settings
- For a closer look at the software side of answering calls, read our phone answering software guide. phone answering software
How forwarding connects the software to your number
You keep your public business number. You set your phone service to forward calls to the answering system, and the exact steps depend on your carrier or phone platform. There are two common forwarding types: unconditional (all calls forward immediately) and conditional (calls forward only when busy, unanswered, or unreachable). Check which type your provider supports before you start.
Some providers use star codes. Verizon mobile uses *72 plus the destination for all-call forwarding and *73 to disable it, set from the phone while in Verizon coverage. T-Mobile uses codes like **21*1 followed by the destination and # for unconditional forwarding, with ##21# to disable. Optimum Business Phone covered by its user guide uses *72, then the destination, with *73 to turn it off. AT&T Phone for Business uses *72, destination, # for all calls, and separate codes for no-answer and busy forwarding.
Other providers manage forwarding in a web portal instead. Spectrum Business Voice handles forwarding through Voice Settings or Forwarding Manager after signing in at SpectrumBusiness.net. Vonage Business Communications offers Call Forwarding in its settings, where you enable forwarding to a phone number. Frontier, Windstream, Comcast Business, and Astound each vary by product, so identify the exact service name on your bill before following any instructions.
One important exception: Google Voice does not support forwarding calls from a Google Voice number to an automated system, so a Google Voice number is not a workable path to this kind of software.
- Unconditional forwarding sends all calls; conditional forwarding sends only busy, unanswered, or unreachable calls
- Star codes are common on mobile and landline services but differ by carrier and product
- Portal-based forwarding is common on hosted business voice services
- Google Voice numbers cannot be forwarded to an automated answering system
Sources: Verizon mobile call forwarding · T-Mobile short codes · Optimum Business Phone user guide · AT&T Phone for Business call forwarding · Spectrum Business Voice user guide · Vonage Business Communications call forwarding · Google Voice linked phone setup
- Our business phone forwarding guide walks through forwarding options in more depth. business phone forwarding
- If you are unsure which forwarding setup fits your business, see our call forwarding service guide for small business. call forwarding service for small business
What to compare before you buy
Software-based answering is one of several ways to cover your phone. Human answering services staff calls with people, and in-house reception covers phones along with greeting visitors and other office tasks. Each approach has trade-offs, and the right choice depends on your call volume, budget, and how much judgment each call needs.
When comparing phone answering system software, focus on how it actually behaves rather than feature lists. Ask these questions of any option, including AllDayDesk:
- Setup: Can you enter your business details, hear a personalized sample, and keep your existing number by forwarding? AllDayDesk follows that flow; a sample call creates no real booking.
- Booking: Does it book on its own calendar, connect to a calendar you already use, or both? AllDayDesk uses its built-in dashboard calendar by default, with optional Google Calendar in Settings.
- Visibility: Can you read transcripts and summaries after each call? AllDayDesk shows these in the dashboard.
- Transfers: If you want calls passed to you, what destination and rules must you configure, and is pickup guaranteed? With AllDayDesk, transfers require you to set a destination and rules, and neither pickup nor an immediate response is guaranteed.
- Cost structure: Compare included minutes, overage rates, and what human services charge. Human virtual receptionist plans vary widely by provider; for example, Ruby advertises plans starting at $245 per month as of October 2026, while Smith.ai uses per-call pricing for its human receptionists. Always compare current quotes and what each plan includes.
- Scope: A phone service is not a full receptionist replacement. In-house reception includes in-person and office duties beyond answering calls.
Sources: Ruby live virtual receptionists · Smith.ai virtual receptionist pricing · BLS receptionist occupation guide
- To weigh software against human answering in detail, read our AI receptionist vs human receptionist comparison. AI receptionist vs human receptionist
- Our answering service cost guide breaks down how pricing structures differ across providers. answering service cost
How setup typically works
With AllDayDesk, setup starts by choosing your business or entering its website, then checking the business details it pulled in. You hear a personalized sample of how your calls would be answered, and then you choose your phone setup option. The sample is a preview only and creates no real booking.
After setup, configure your services and availability so the system can book new appointments on the built-in dashboard calendar. If you want bookings to land in Google Calendar instead, connect and authorize your Google account in Settings. If you want some calls transferred to you, configure the transfer destination and rules yourself; do not assume transfers will always connect or be answered immediately.
Because forwarding is carrier-specific, plan that step separately. Identify your exact service, find its forwarding instructions, and verify forwarding works with a test call before relying on it.
- Choose your business or enter its website and check the details
- Hear a personalized sample, which creates no real booking
- Choose phone setup and complete forwarding with your carrier's own instructions
- Configure services and availability for booking, and connect Google Calendar in Settings if you want it
- Review calls, transcripts, summaries, and bookings in the dashboard
- For a step-by-step walkthrough, see our guide on how to set up a call answering service. how to set up a call answering service
Pricing
Choose a plan that fits your calls.
Solo $99/moBusiness $199/moGrowth $349/mo
Each plan includes call minutes. Extra minutes cost more. See your estimate before you start. Your first 30 calls are free, with no credit card. Paid plans are monthly; cancel anytime.
More questions, answered
Do I have to change my business phone number?
No. You keep your public number and forward calls to the answering system. Forwarding steps depend on your phone service, so follow your carrier's own instructions for your exact product.
Can it connect to my calendar?
AllDayDesk books new appointments on its built-in dashboard calendar by default once you have configured services and availability. An optional Google Calendar connection is available in Settings after you connect and authorize your Google account. Connections to other calendars or industry scheduling software are not part of the product.
What happens when the software does not know the answer?
When an answer, price, or appointment time is unknown, it takes a message so you can follow up. Changes to existing appointments are sent to you as requests, not confirmed changes.
Will calls be transferred to my cell phone?
Transfers are possible, but you must configure the destination and rules yourself. Neither pickup nor an immediate response is guaranteed, so treat transfers as one tool rather than a promise.
Does around-the-clock availability mean every call connects?
No. Around-the-clock availability describes when the system can answer, not a guarantee that every call connects. Network conditions and forwarding setup can still affect individual calls.
Can I forward a Google Voice number to it?
No. Google explicitly does not support forwarding calls from a Google Voice number to an automated system, so you would need a different phone service to use this kind of software.
Hear how your business would sound
Enter your business, check your details, and hear a personalized sample of how AllDayDesk would answer your calls. The sample creates no real booking, and you can review everything in the dashboard before you commit to phone setup.
Hear it answer for your business No credit card to try it