Leading Upfirst AI Alternatives To Try
Customers expect quick answers in 2026. When they call or message a business, they don’t want to wait.
To keep up, many small and midsize businesses now use AI to handle customer conversations. A recent McKinsey survey shows that more than 60% already do.
But speed comes at a cost. Hiring and staffing for calls and messages continue to increase in cost. According to the Bureau of Labor Statistics, labor costs in communication services rose 4.2% in 2025.
For small business owners, this creates pressure. Every missed call matters, but payroll and time are limited.
If Upfirst AI isn’t the right fit, or if you’re still comparing tools, there are other AI receptionist and AI phone agent options worth looking at. Many can take calls and messages without adding extra work or risk.
Let’s take a closer look at this post.
What Upfirst Does, and Why You Might Look Elsewhere
Upfirst AI handles first-line customer conversations. It answers calls and chats, replies to common questions, and routes customers to the right contact. This helps small teams avoid missed calls and repeat work.
Most tools like Upfirst AI are built to:
- Capture leads when no one is available
- Answer basic FAQs
- Keep calls and chats from going unanswered
Many businesses start looking for alternatives once limits show up.
Some tools work well for chat but struggle with phone calls. Others don’t integrate cleanly with CRMs or booking systems, which means manual work stays. Rigid scripts can also be an issue, especially when conversations start sounding robotic.
When operations feel heavier or customer experience drops, it’s usually time to reassess.
Features to Look For in an AI Alternative
A good AI receptionist should reduce daily work without adding setup, cost, or complexity. Here’s what you may want to check:
- Answers calls, texts, and chats while capturing customer details
- Routes urgent conversations to a human right away
- Keeps pricing clear and tied to usage
- Launches quickly without scripts or long setup
- Connects to your CRM or booking tools automatically
Top Upfirst AI Alternatives for Small Businesses
Below are AI receptionists and answering tools that small teams commonly use as alternatives, based on channel coverage and ease of setup.
1. XBert AI
XBert AI from Nextiva works as a feature-rich AI receptionist for small teams that want to handle calls, texts, and chats in one place. It fits well for businesses already using Nextiva’s phone system. Setup is quick and guided, so there’s no heavy configuration. The AI handles common questions and captures lead details for follow-up. When needed, calls can be passed to a human without delay.
Key features
- Handles phone, SMS, and website chat
- Fast setup with guided configuration
- Lead capture and call routing
- Works inside the Nextiva platform
Pricing. XBert AI starts at $99/month for 100 interactions, then $0.99 per interaction after.
2. Smith.ai
Smith.ai combines AI answering with optional live support and lead qualification. It answers calls and chats, screens leads, and can book appointments or update your CRM. The hybrid model means even complex calls can be routed to a person when needed. Setup is monthly and flexible, with no long contracts. This makes it useful for teams that want both AI efficiency and human handling when required.
Key features
- 24/7 call and chat answering
- AI lead screening and qualification
- Appointment booking and CRM sync
- Human escalation included
Pricing: Plans for the AI Receptionist start around $95/month for 50 calls and scale up with volume (e.g., $270/month for 150 calls, $800/month for 500 calls).
3. Ruby Receptionists
Ruby focuses on live virtual receptionists with AI support for routing and basic automation. It prioritizes human-led interactions while using AI to streamline initial call handling and message capture. Ruby works well for businesses that want personalized, friendly responses rather than fully automated AI voices. Plans vary based on allocated minutes and chat volume.
Key features
- 100% live answering with friendly agents
- Bilingual (English/Spanish) support
- Custom call handling and lead intake
- Chat and phone coverage
Pricing: Typical plans start at $309–$385 per month for ~100 minutes and increase with higher-minute bundles.
Comparison of AI Receptionist Platforms
| What matters | Nextiva XBert AI | Smith.ai | Ruby Receptionists |
| Starting cost | $99/month | $180/month | $199/month |
| Best for | All-in-one AI calls & messages | AI + live answering | Live, human receptionists |
| How AI is used | Handles full conversations | Screens leads, books calls | Routes calls, takes messages |
| Works with | CRM, calendar, email | CRM, calendar, help desk | Basic CRM, calendar |
| Availability | 24/7 support | 24/7 support | Business hours only |
| How pricing scales | Pay per interaction | By minutes & chats | By minutes |
| Time to set up | Same day | 1–2 days | 3–5 days |
Nextiva stands out if you want AI to handle calls, texts, and chat in one system. It’s more automated than the others, which rely more on live receptionists. For small teams that want fewer handoffs and faster responses, Nextiva is usually the better fit.
How to Choose the Right AI Tool for Your Small Business
Choosing an AI tool gets easier once you focus on one main goal. Decide whether you want fewer missed calls, faster replies, or better lead capture.
That goal should guide which features matter most. Using real customer scenarios helps determine whether the tool fits. The right option should feel helpful, not like extra work.
- Define the main task you want the AI to handle
- Compare tools using a short feature checklist
- Test with real calls and questions
- Check how the results show up in your system
- Assign one person to manage the tool
3 Mistakes Small Businesses Make When Switching AI Tools
Switching from Upfirst AI isn’t only a software change. It affects how customers reach you and how your team works day-to-day. Most problems come from skipping the basics. These are the most common mistakes.
1. No clear definition of “working”
Many teams switch tools without deciding what success looks like.
Set a few clear targets, like fewer missed calls, less manual call handling, or faster chat replies. Without numbers, it’s hard to tell if the new tool is actually better.
2. Leaving the team out
If your staff doesn’t trust the AI, they won’t use it properly.
Explain why the change is happening, ask what they want automated, and give them a simple way to flag bad responses. When the team feels involved, adoption is smoother, and customer issues drop.
3. Treating migration like a switch
A lot of value lives in past answers and call history. Before canceling your old tool, save transcripts and reusable responses, then migrate them to the new system in an organized manner. Spending a little time here prevents bigger problems later.
Upgrade to an AI-Powered Phone System
Upfirst AI works as a starting point for many small businesses testing AI in their front office. When its limits show up, that’s usually a sign your business has outgrown the setup.
Stronger alternatives, such as Nextiva, focus on clearer goals, better system fit, and greater control over cost and quality. They’re built to support real workflows, not add extra steps.
Treat the switch as an upgrade, not a quick swap. With the right tool, you protect the customer experience while saving time and maintaining consistent communication.
