Answering Service Pricing in Canada: What to Expect in 2026

If you're a Canadian small business owner looking into answering services, the first question is always the same: how much does this actually cost? The answer, unfortunately, is rarely straightforward. Pricing structures vary wildly between providers, and the advertised rate is almost never what you end up paying. This guide breaks down what you can realistically expect to pay in 2026, across every major category of answering service available in Canada.

The Three Categories of Answering Services

Before diving into specific dollar amounts, it helps to understand that “answering service” is an umbrella term covering three distinct types of service. Each has a fundamentally different pricing model, and comparing them apples-to-apples is tricky without understanding these differences.

Traditional Answering Service Pricing

Traditional answering services in Canada typically use one of two pricing models: per-minute billing or flat-rate plans with included minutes. Both have their own quirks, and understanding how they work is essential to predicting your actual monthly bill.

Per-Minute Pricing

This is the most common model. You pay for the actual time an operator spends on your calls. In Canada, per-minute rates typically range from $0.75 to $1.50 per minute, depending on the provider, the complexity of your call handling, and whether calls are during business hours or after hours.

Here's the catch: the clock usually starts from the moment the operator picks up, not when the caller starts speaking. That includes hold time, transfers, and the operator's post-call wrap-up time (logging the message, sending you an email notification, etc.). A call that feels like two minutes to the caller might be billed as three or four minutes of operator time.

Flat-Rate / Bundled Minute Plans

Many providers offer monthly plans that include a set number of minutes. This gives you more cost predictability. Typical plan structures look something like this:

• Basic plan: $150–$250/month for 50–100 included minutes
• Standard plan: $300–$500/month for 100–250 included minutes
• High-volume plan: $500–$1,000+/month for 250–500+ included minutes

Overage charges typically apply once you exceed your included minutes, usually at the same per-minute rate or slightly higher. Many businesses find themselves consistently going over their plan — particularly during busy seasons or around holidays — which can make the actual monthly cost significantly higher than the base plan price.

Virtual Receptionist Pricing

Virtual receptionist services position themselves as a premium alternative to basic call answering. You're not just getting someone to take a message — you're getting a receptionist who can manage your calendar, answer common questions about your business, and provide a more polished caller experience.

The trade-off is cost. Virtual receptionist plans in Canada typically range from $300 to $800+ per month, depending on the number of included minutes and the level of service. Per-minute rates tend to be higher than basic answering services — often $1.25 to $2.00 per minute — because the operators are handling fewer clients and spending more time per call.

Some virtual receptionist providers also charge on a per-call basis rather than per-minute. Per-call pricing can range from $5 to $15 per call depending on complexity. This model can be more predictable if your calls tend to be short, but it can get expensive quickly if you have high call volumes.

AI Receptionist Pricing

AI receptionists are the newest entrant in the answering service market, and their pricing model is fundamentally different. Instead of per-minute or per-call billing, most AI receptionist providers charge a flat monthly subscription that includes a set number of minutes, with the per-minute overage rate being significantly lower than human alternatives.

In Canada, AI receptionist plans typically range from $99 to $399 per month, depending on the provider and the number of included minutes. The key difference is what's included at that price point: 24/7 availability, appointment booking, business-specific knowledge, and unlimited concurrent call handling are typically standard features, not add-ons.

For context, Polaris Voice offers plans starting at $99/month for 150 minutes, up to $299/month for 1,500 minutes. Overage rates range from $0.30 to $0.75 per minute depending on the plan — a fraction of what traditional services charge.

The Full Comparison: Pricing at a Glance

Here's how the three categories of answering services compare on the factors that actually affect your monthly bill. All figures are in Canadian dollars and reflect typical ranges across major providers in 2026.

The Hidden Costs Nobody Mentions Upfront

The advertised price of an answering service is almost always the starting point, not the final number. Based on conversations with Canadian business owners who've used various answering services, here are the hidden costs that tend to inflate your bill beyond the quoted rate:

Setup and Onboarding Fees

Many traditional and virtual receptionist providers charge a one-time setup fee to configure your account, build your call scripts, and train their operators on your business. These fees can range from $50 to $300+, and they're not always mentioned in the initial sales conversation. Some providers waive setup fees for annual contracts, which locks you into a longer commitment.

After-Hours and Weekend Surcharges

This is where many businesses get surprised. If you need after-hours coverage — which is often the primary reason for getting an answering service in the first place — expect to pay a premium. Many traditional services charge 15–50% more for calls handled outside regular business hours, and rates can double on holidays. For a business that specifically needs evening and weekend coverage, these surcharges can add hundreds of dollars to the monthly bill.

Per-Call Minimums

Some providers bill a minimum per call, regardless of how long the call actually lasts. A 30-second call might be billed as a full minute or even two minutes. Over the course of a month, these minimums add up — particularly if you receive a lot of quick calls like appointment confirmations or directions to your office.

Add-On Features

Features that might seem basic are often sold as add-ons: appointment booking, SMS notifications, call recording, bilingual operators, CRM integration, and custom greetings. Each one can add $25–$100+ per month to your bill. Before signing up, ask for a complete list of what's included in the base price and what costs extra.

Cancellation Fees and Long Contracts

Some providers — particularly virtual receptionist services — require annual contracts with early termination penalties. If the service doesn't work out, you might be stuck paying for months you don't use. Always ask about contract terms and cancellation policies before committing.

A Real-World Cost Example

Let's make this concrete. Consider a typical Canadian service business — say, a physiotherapy clinic — that receives about 200 calls per month, with an average call duration of 3 minutes. About 40% of those calls come in after hours or on weekends. Here's how the costs might break down across each service type:

These numbers are illustrative, not exact — your actual costs will depend on your specific provider, call patterns, and plan choice. But the relative difference between categories is consistent: traditional and virtual receptionist costs scale linearly with call volume, while AI receptionist costs remain relatively flat thanks to inclusive minute bundles and no surcharges.

Beyond Price: What Canadian Businesses Should Evaluate

Price matters, but it shouldn't be the only factor in your decision. The cheapest answering service is a bad deal if it frustrates your callers or creates compliance risk for your business. Here are the factors that Canadian businesses should weigh alongside cost:

PIPEDA Compliance

Any answering service handling calls for your business is processing personal information on your behalf. Under Canada's federal privacy law (PIPEDA), you remain accountable for that data — even when a third party handles it. Before signing up with any provider, ask these questions:

• Do they have a Data Processing Agreement (DPA) available?
• Where is caller data stored and processed?
• How long are call recordings and transcripts retained?
• What security measures protect personal information?
• Can callers request access to or deletion of their data?

Many offshore answering services — including some that market to Canadian businesses — store data in jurisdictions with weaker privacy protections. Ensure your provider can clearly explain their data handling practices and that those practices align with PIPEDA requirements.

Bilingual Support

Canada's bilingual reality means many businesses need phone coverage in both English and French. With traditional answering services, bilingual operators typically cost more and may only be available during certain hours. AI receptionists generally handle multiple languages without additional cost, switching automatically based on the caller's language preference.

If your business operates in Quebec, New Brunswick, or parts of Ontario and Manitoba with significant francophone populations, bilingual capability isn't optional — it's essential. Factor this into your cost comparison, because a service that's cheap but English-only may end up costing you customers.

Industry Knowledge

A generic answering service operator juggling calls for a plumber, a dentist, and a law firm can't provide the depth of knowledge that callers expect. When someone calls a dental office with a question about whether their insurance covers a specific procedure, “I'll take a message” is a frustrating answer.

Look for providers that offer industry-specific configurations or training. AI receptionists have an advantage here — they can be trained on your specific business information, services, pricing, and policies, so they can answer detailed questions instead of just taking messages.

Integration With Your Existing Tools

An answering service that exists in a silo creates more work, not less. If every call generates a paper message that someone has to manually enter into your CRM or calendar, you're just shifting the burden rather than eliminating it. The most valuable services integrate directly with the tools you already use:

• Calendar systems: Google Calendar, Outlook, Calendly, or industry-specific scheduling software
• CRM: HubSpot, Salesforce, or vertical-specific tools like Clio (legal) or Follow Up Boss (real estate)
• Notification channels: SMS, email, or Slack alerts for new bookings and urgent messages

Transparency and Call Visibility

How much insight do you have into what's happening on your calls? Some services provide minimal reporting — just a message slip. Others give you full call transcripts, recordings, analytics dashboards, and real-time notifications. The more visibility you have, the better you can evaluate whether the service is actually helping your business and whether callers are getting the experience you want them to have.

How to Choose the Right Service for Your Business

There's no single “best” answering service for every Canadian business. The right choice depends on your call volume, your budget, the complexity of your calls, and what you need the service to actually do. Here's a practical framework:

• Low volume, simple calls (under 50 calls/month): A basic traditional answering service on a small per-minute plan may be sufficient. Keep costs low and upgrade if your volume grows.
• Moderate volume, needs scheduling (50–200 calls/month): This is where AI receptionists tend to offer the best value. The flat-rate pricing and built-in calendar integration make them significantly more cost-effective than per-minute alternatives at this volume.
• High volume, complex needs (200+ calls/month): Compare AI receptionists with virtual receptionist services. At high volumes, the cost difference between the two widens significantly, but if your calls require nuanced judgment that AI can't handle, a human service may be worth the premium.
• Highly specialized or regulated industries: If your calls involve sensitive situations (legal intake, medical triage), prioritize providers with specific experience in your vertical, regardless of category.

Key Takeaways

• Traditional answering services in Canada typically cost $150–$500+/month with per-minute billing of $0.75–$1.50/min
• Virtual receptionists cost $300–$800+/month with per-minute rates of $1.25–$2.00/min
• AI receptionists cost $99–$399/month with significantly lower overage rates and no surcharges
• Hidden costs (setup fees, after-hours surcharges, holiday premiums, add-ons) can inflate your bill by 50–100% beyond the base price
• Beyond price, evaluate PIPEDA compliance, bilingual capability, industry knowledge, and tool integration
• For most Canadian SMBs with moderate call volumes, AI receptionists offer the best balance of cost, capability, and predictability
• Always request a detailed breakdown of all fees — not just the base plan price — before committing to any provider