You do the work.We answer the phone.Virtual receptionist: calls, WhatsApp and email answered with your prices and your diary, and every enquiry logged in your software.

What is an outsourced reception service for freelancers?

An outsourced reception service answers a business's calls, messages and emails on behalf of its owner, with their terms and their diary, so that work isn't interrupted every time the phone rings. Recepciona does this for freelancers and small businesses across Spain and logs every enquiry in the business's software.

It goes by many names: virtual receptionist, virtual assistant, outsourced phone answering or call handling service. They all point to the same thing, though not all of them do the same. Some services simply take a message and pass it on. Recepciona goes a step further: it resolves what can be resolved with your business profile to hand, and only passes you what needs your judgement.

The difference shows in the result. A message is a pending task for you. A booked appointment, with the customer told the guide price and the reason noted, is work done. In our experience, that is the line between useful reception and an answering machine with a human voice.

What happens to the calls you can't pick up?

An unanswered call rarely waits: someone who needs a service and doesn't find it on the first try usually calls the next name on the list. Recepciona picks up that call, informs on your terms and turns it into an appointment or a logged enquiry.

What businesses coming to Recepciona tell us most isn't that they miss many calls. It's that they don't know how many they miss. The phone rings, can't be picked up, and the number never shows up again. By the time you call back, the customer has already booked elsewhere.

The three calls most often lost

The first is the price enquiry in the middle of the working day: “how much would it cost to…?”. It's short, gets answered with a guide price and, handled well, ends in an appointment. The second is the out-of-hours request, almost always by WhatsApp at ten or eleven at night when the customer finally has a moment. If the reply arrives the next morning, it often arrives late. The third is the follow-up: the customer who has the quote but hasn't decided. Nobody calls because there's no time, and the quote goes cold.

Recepciona is built for those three. The price enquiry is answered from your profile. The late-night WhatsApp gets a reply with real slots from your diary. And the follow-up happens when it should, saying what you decided. See the detail of each channel in the channels Recepciona handles.

How does Recepciona answer with your prices and your availability?

Before taking the first call, Recepciona collects your business profile: services, guide prices, hours, diary slots and the questions you get asked most. Every answer comes from that profile, and anything not in it is referred to you.

The business profile

It isn't a long form. It's a conversation in which we note how you work: the services you offer and those you don't, the guide prices you want given over the phone, how long each type of job takes, your hours, and how you want us to speak to your customers. We also note the questions you always get and what you answer. With that, the person answering knows what someone who had spent months at your counter would know.

What gets decided without you and what doesn't

You set the line. Usually guide-price enquiries, availability and appointments within your diary are resolved without bothering you. A fixed quote, an emergency that doesn't fit your hours or an unusual request is noted and referred to you before any answer is given. If you change a rate or close for a week's holiday, you tell us and the profile is updated that same day. The full process is in how Recepciona works step by step.

Where is what we handle logged?

Every call, message or email handled is logged with the customer, the reason and, if there is one, the appointment. In garages using Programa Taller, the request goes straight in with its customer, vehicle and appointment.

Answering well and leaving no trace is of little use. That's why logging is part of the service, not an extra. When the conversation ends, the information is already where you'll look for it: in the customer's record, with the reason for the call, what was explained and the appointment if one was booked.

An example of a day at a garage

Picture an ordinary Monday. At 8:05 a call comes in about a brake-pad change; the guide price is given and an appointment booked for Wednesday. At 11:30 an insurer posts a request on its platform; it's logged with its response deadline. At 22:40 a WhatsApp voice note arrives: noise when braking; a slot is offered for first thing Thursday. The next morning, opening Programa Taller, all three are there with their customer, vehicle and appointment. Nobody had to transcribe anything.

Which businesses is Recepciona designed for?

Recepciona is designed for freelancers and small businesses that work with their hands or with the customer in front of them: mechanical workshops, trades, clinics, advisory firms and small service shops.

In a garage, the phone competes with the engine bay and with insurer requests. There Recepciona handles calls, WhatsApp, email and platforms, and logs it all in Programa Taller. In the trades the problem is urgency: the customer with a broken boiler won't wait for you to finish the installation you're on. In clinics and advisory firms, what gets lost are appointments and confirmations nobody has time to make mid-afternoon.

What all these businesses have in common is that the person who knows the answer is the same person doing the work. Recepciona doesn't replace that knowledge: it captures it in the business profile and puts it on the phone. If your case isn't on this list, tell us how your customers reach you and we'll tell you honestly whether we can handle it.

Is it legal to record calls, and what happens to your customers' data?

Yes, as long as the caller is informed before continuing and the data is used only to handle their request, as the General Data Protection Regulation requires. At Recepciona, if a call is recorded the notice is given at the start, and your customers' data remains yours.

Call recording is legal in Spain if the caller is informed, and it's useful for checking what was said when there's a doubt. At Recepciona the notice is given at the start of the call, not the end. And no more information is collected than is needed to handle what the customer asks: name, phone, reason and, where relevant, vehicle or job details.

In practice, your business remains the controller of your customers' data and Recepciona acts on your behalf, with the obligations that entails, set out in writing. You can check the official criteria at the Spanish Data Protection Agency and the text of Regulation (EU) 2016/679. Our privacy policy explains how we handle data from this website.

How much does a reception service for freelancers cost?

Recepciona costs €499 a month + VAT on the Essential plan and €799 a month + VAT on the Complete plan. Both include training the team in your business and logging every enquiry; the difference is in hours, volume and channels covered.

For context: an in-house receptionist costs over €2,000 gross a month before social security, takes a month's holiday and doesn't answer at night or on Saturdays. The Essential plan covers, for €499 + VAT, the calls, WhatsApp and emails you currently lose during working hours. The Complete plan, at €799 + VAT, is the one garages choose: insurers, after-sales, any language and any hour.

The detail of each plan is in Recepciona's pricing, and if you have several sites or unusual volume, tell us about your case and we'll adjust it.