Setting Up an AI Phone System in Under 5 Minutes

What You Will Need

Setting up an AI phone system for your business requires exactly three things:

1. An email address (to create an account)
2. Your business website URL (so the AI can learn about your business)
3. Five minutes of time

That is it. No technical skills, no IT department, no hardware to install, no developer to hire. If you can copy and paste a URL, you can set up an AI phone system.

Step 1: Create Your Account (30 Seconds)

Visit your chosen AI receptionist provider and create an account. With most services, including Crixin, this requires only an email and password. No credit card is needed to start — you can test the system before paying anything.

Step 2: Add Your Business Information (2 Minutes)

This is the most important step — and it is remarkably simple. Paste your business website URL into the setup form. The AI reads your entire website and automatically learns:

• Your business name and contact information
• Services you offer and pricing
• Business hours and location
• Staff information
• Frequently asked questions
• Policies (cancellation, insurance, guarantees, etc.)

The AI uses RAG (Retrieval-Augmented Generation) technology to index every page of your site. When a caller asks a question, the AI searches this knowledge base to give accurate, specific answers — not generic responses.

What if you do not have a website? You can manually enter your business information. Most AI services provide a simple form where you type your services, hours, location, and common FAQs. It takes about 10 minutes instead of 2.

Step 3: Choose Your Voice (30 Seconds)

Select from multiple natural-sounding voices. Listen to samples and pick the one that matches your brand. Most providers offer male and female voices in various styles — professional, warm, energetic, or calm. With Crixin, you also choose the language for your primary greeting.

Step 4: Get Your Phone Number (30 Seconds)

Choose a local phone number in your area code. For businesses in Houston, that might be a 713 or 281 number. For Los Angeles, a 310 or 213. The local number builds trust — callers see a familiar area code.

Keep your existing number: You do not need to change your business phone number. Set up call forwarding from your current number to your new AI line. Callers dial the same number they always have. Options include:

• Always forward: All calls go to AI (good for solopreneurs)
• Forward when busy: AI answers overflow calls
• Forward when no answer: AI picks up after 3-4 rings if you do not
• Forward after hours: AI handles nights, weekends, and holidays

Step 5: Test Your AI Receptionist (1 Minute)

Call your new number. Hear the AI answer with your business name, in your chosen voice, with knowledge from your website. Ask it questions: "What are your hours?" "Do you offer emergency service?" "How much does a cleaning cost?" Verify the answers are accurate.

If anything needs adjustment, edit your knowledge base or add custom responses. Most changes take effect immediately.

Optional Customization (5-10 Minutes Extra)

Once the basics are working, you can fine-tune:

• Custom greeting: Edit the opening message ("Thank you for calling Smith Dental, how can I help you?")
• Call routing rules: Route emergency calls to your cell, sales calls to your team, and support calls to AI
• Business hours: Set when you are open so the AI can tell callers when to expect a callback
• SMS notifications: Get a text summary after every call with the caller's name, number, and reason
• Additional documents: Upload a menu, service list, or FAQ document to deepen the knowledge base

Common Questions About Setup

Will callers know they are talking to AI?

With modern voice synthesis, most callers cannot tell. The voices sound natural with appropriate pacing and intonation. Some businesses choose to disclose ("You've reached our AI assistant") for transparency, while others prefer a seamless experience.

What if the AI gives a wrong answer?

The AI only uses information from your website and knowledge base. If a caller asks something not covered, the AI says it does not have that information and offers to take a message. It does not guess or make things up. If you notice an incorrect response, update your knowledge base and the fix is immediate.

Can I change things after setup?

Everything is editable at any time — greeting, voice, knowledge base, routing rules, business hours. Changes take effect within minutes.

Do I need special phone equipment?

No. AI phone systems work with any existing phone setup — landline, cell phone, VoIP, or no phone at all (AI-only). No hardware to buy, no software to install on your devices.

What Happens After Setup

Once your AI receptionist is live, it starts working immediately. Every call is answered, every question gets a response, and you receive summaries of each interaction. Most businesses start seeing value within the first day — captured calls that previously went to voicemail, scheduled appointments from after-hours callers, and lead information from prospects who would have hung up.

Track your results for 7-14 days. You will see exactly how many calls your AI handles, what callers ask, and how many new leads you capture. This data tells you whether to keep AI as a supplement or expand it to handle all your calls.

Ready to try it? Set up Crixin in under 5 minutes — no credit card required.