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Ruby Receptionists

Ruby Receptionists is a virtual receptionist service for small law firms and other businesses. It’s receptionists are cheerful, caffeinated, and friendly as a rule, and its company culture (“We see every call as an opportunity to make someone’s day …”) is infectious.

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Ruby Receptionists Highlights

Invisible to callers. Although Ruby’s receptionists are all located in Portland, Oregon, they will sound like in-house receptionists to your callers.

Custom greetings and call transfers. Ruby will answer and transfer calls according to your instructions. When it comes to call-handling, you have lots of options. For example, you might have Ruby transfer new clients to you or your intake specialist, take a message from existing clients unless they are calling with an urgent question, and send court clerks straight to your cell phone.

You can also customize the way Ruby handles transfers. For example, in a typical “warm transfer” your receptionist would put the caller on hold in order to call you to see if you want to take the call. If so, they would transfer the caller to you. If not, they would take a message, which will be sent to you by email. But you can tweak that procedure to suit your needs.

You can update your call-handling procedures at any time. Just let Ruby know with a call or through the app, and they can take messages or redirect transfers to an associate.

Bilingual. Ruby has Spanish-speaking receptionists available to answer your calls. You can customize your call-handling procedures according to whether Spanish-speaking callers are common or occasional.

Outbound calls. Ruby can make calls on your behalf to confirm appointments, gather information, or convey simple and routine information.

Pricing

Ruby Receptionists prices its services based on how many virtual receptionist minutes your firm will use. Each plan also caps the number of users.

  • $269 per month for 100 minutes for up to 10 users.
  • $509 per month for 200 minutes for up to 20 users.
  • $1,069 per month for 500 minutes for unlimited users.

Features

 Ruby Receptionists
Websitecallruby.com
Starting price$269/month
for 100 receptionist minutes
Free trial21-day money-back guarantee.
Live receptionist
Customizable greeting/script
Live transfers/call forwarding
Takes messages
Voicemail
Call overflow
Client intake
Outbound calls
Appointment scheduling
Use existing number
Free local or toll-free number
Real-time notifications
Additional languagesSpanish
Hours5am-9pm PT/8am-12am ET
Mon–Fri

6am-6pm PT/9am-9pm ET
Weekends

Things You Might Want To Know

Phone number. Ruby lets you keep your phone number set you up with a brand-new phone number that you can take with you if you ever leave. Forwarding your phone number is easy, and Ruby will help you set it up.

Availability. Ruby’s live receptionists can answer your phone 7 days a week (16 hours per day during the week, and 12 hours per day on the weekend). After-hours options include Ruby’s voicemail, which will email the recorded message to you, or automatic forwarding to any other phone number, such as a second office line for voicemail, your cell phone, or even a backup answering service.

Ruby’s actual hours are:

  • Eastern. 8am–12am weekdays; 9am–9pm weekends.
  • Pacific. 5am–9pm weekdays; 6am–6pm weekends.

Apps and integrations. Ruby has apps for iOS and Android that let you access call records and voicemails, and change call-handling instructions on the fly. You can use the app to call out and select the number that will appear to the person you are calling: your cell phone or your business number. You can also upload your contacts to Ruby’s app so your virtual receptionists can access them.

Ruby integrates with Clio and Rocket Matter by syncing calls, voicemails, and messages to your account. It also integrates with Lexicata’s Quick Intake Form.

Who Ruby Receptionists Is For

Ruby is a good fit for most small firms—especially those that already use Clio, Rocket Matter, or Lexicata. However, firms that need a live receptionist 24/7 will also need an after-hours answering service for backup.

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