How Much Revenue Are You Losing to Missed Calls?
A concrete framework for calculating exactly how much money your specific business is losing to unanswered calls — with industry benchmarks and a step-by-step formula.
The Formula for Calculating Your Missed Call Revenue
Every business owner senses they are losing revenue to missed calls. But few know the exact number. This guide gives you a concrete framework to calculate your specific loss — and decide whether it justifies investing in a solution.
The Basic Formula
Annual missed call revenue loss = Daily calls x Miss rate x Lead-to-customer rate x Average customer value x 365
Let us walk through each variable:
1. Daily Calls
How many calls does your business receive per day? If you do not know the exact number, estimate based on your industry:
| Business Type | Typical Daily Calls |
|---|---|
| Dental office | 15-30 |
| Law firm (small) | 10-25 |
| HVAC company | 15-40 |
| Plumbing company | 10-30 |
| Restaurant | 20-50 |
| Salon | 15-35 |
| Real estate agent | 10-20 |
| Auto repair shop | 10-25 |
2. Miss Rate
What percentage of those calls go unanswered? The national average is 62%, but it varies by business:
- Solo practitioners: 60-80% (cannot answer while with clients)
- Small team (2-5 staff): 40-60%
- Dedicated receptionist: 20-30% (lunch, breaks, busy line)
- AI receptionist: 0-5% (essentially zero)
3. Lead-to-Customer Rate
Not every caller would have become a customer. Estimate the percentage of callers who would convert to paying customers if you answered:
- Emergency services (plumber with burst pipe): 60-80%
- Appointment-based (dental, salon): 40-60%
- Consultation-based (law firm, financial advisor): 20-40%
- Information seekers (restaurant, retail): 30-50%
4. Average Customer Value
What is the average revenue from one customer? Consider both immediate and lifetime value:
| Business Type | Per-Transaction | Annual Value | Lifetime Value |
|---|---|---|---|
| Dental office | $200-$500 | $800-$2,000 | $5,000-$15,000 |
| Law firm | $1,000-$10,000 | $2,000-$20,000 | $5,000-$50,000 |
| HVAC company | $200-$2,000 | $400-$4,000 | $2,000-$10,000 |
| Plumber | $150-$1,200 | $300-$2,400 | $1,500-$6,000 |
| Restaurant | $30-$100 | $500-$2,000 | $2,000-$10,000 |
| Salon | $50-$200 | $600-$2,400 | $3,000-$12,000 |
| Real estate | $5,000-$15,000 | $5,000-$15,000 | $10,000-$50,000 |
Worked Examples
Example 1: Dental Office in Dallas
- 25 calls/day x 45% miss rate = 11.25 missed calls/day
- 11.25 x 50% conversion rate = 5.6 lost patients/day
- 5.6 x $300 average first visit = $1,687/day
- $1,687 x 260 business days = $438,750/year in lost revenue
Even at more conservative estimates (30% miss rate, 30% conversion), the loss is $58,500/year.
Example 2: HVAC Company in Phoenix
- 30 calls/day x 55% miss rate = 16.5 missed calls/day
- 16.5 x 40% conversion rate = 6.6 lost jobs/day
- 6.6 x $500 average job = $3,300/day
- $3,300 x 300 operating days = $990,000/year in lost revenue
Example 3: Solo Attorney in Boston
- 12 calls/day x 65% miss rate = 7.8 missed calls/day
- 7.8 x 25% conversion rate = 1.95 lost clients/day
- 1.95 x $3,000 average case = $5,850/day
- $5,850 x 250 business days = $1,462,500/year in lost revenue
Even halving these numbers for conservative estimates, the revenue impact is substantial.
The ROI of Answering Every Call
Now compare the cost of the missed revenue to the cost of solving the problem:
| Solution | Annual Cost | Revenue Recovered (est.) | ROI |
|---|---|---|---|
| AI receptionist (Crixin) | $588-$1,788 | $50,000-$500,000+ | 28x-850x |
| Human answering service | $2,820-$19,680 | $50,000-$500,000+ | 2.5x-177x |
| Full-time receptionist | $43,000-$60,000 | $50,000-$500,000+ | 0.8x-11.6x |
At every price point, the math works. But the ROI of an AI receptionist is unmatched — because the denominator (cost) is so low while the numerator (recovered revenue) is the same as more expensive solutions.
Calculate Your Specific Number
Use our Missed Call Cost Calculator to input your specific call volume, miss rate, and customer value. You will see your daily, monthly, and annual revenue loss — and exactly how much an AI receptionist would save you.
Or calculate your ROI to see how quickly a solution pays for itself. For most businesses, the payback period is less than one week.
Frequently Asked Questions
How do I calculate my missed call revenue loss?
Use this formula: (Calls per day x Miss rate x Close rate x Average customer value) x 365. For example, a plumber getting 20 calls/day with a 50% miss rate, 30% close rate, and $500 average job loses roughly $547,500/year to missed calls.
What industries lose the most to missed calls?
Home services (HVAC, plumbing, electrical) lose the most because of high per-job values and after-hours emergency demand. Legal services are second due to high client lifetime value. Medical and dental offices are third due to high patient value and appointment-based revenue.
Does answering every call really increase revenue?
Businesses that improve their answer rate from 40% to 90% typically see a 30-50% increase in new customer acquisition. Since customer acquisition is the most expensive part of most businesses, the revenue impact compounds significantly over time.
Stop losing customers to missed calls
Set up your AI receptionist in under 5 minutes. No credit card required.
Related Articles
The Hidden Cost of Missed Calls for Small Businesses
The numbers are devastating: 62% of calls unanswered, 85% of callers who never call back, and an average of $126,000 in lost revenue per year. Here is what missed calls actually cost your business.
Why 85% of Callers Never Call Back After Getting Voicemail
The psychology behind why almost no one leaves voicemails anymore — and the data showing exactly where those callers go instead (hint: your competitors).
62 Small Business Phone Statistics You Need to Know (2026)
Every important statistic about small business phone calls in one place — from missed call rates to customer behavior to the ROI of AI phone systems.