Ruby
Procurement partnerAbout
Ruby provides live virtual receptionist and managed live chat services to small businesses across industries including legal, home services, healthcare, financial services, and more. Founded in 2003, the company employs trained human receptionists supported by proprietary software and AI tools to answer calls, capture leads, schedule appointments, and engage website visitors on behalf of its clients. Ruby handles over 1.1 million conversations per month and serves more than 15,000 businesses.
Details
VenSearch Intelligence
Ideal Customer
- Ruby's sweet spot is the small-to-mid-sized business with 1–50 employees that needs professional front-line communications but lacks the resources to hire full-time in-house reception staff.
- Typical customers include solo attorneys, small law firms, medical and dental practices, and home service companies where a single missed call represents a significant lost revenue opportunity.
Key Differentiators
- Ruby's core differentiator is its human-first model — all calls and chats are handled by live, US-based, trained human receptionists rather than bots or AI-only systems, with each receptionist completing 120 hours of training in empathetic service, conflict resolution, and active listening before ever interacting with a customer.
- Ruby augments its human team with proprietary AI tools such as CallNav (an AI assistant trained on each customer's business) and AI-powered call transcripts and sentiment analysis, positioning itself as a hybrid human-AI solution rather than a pure automation play.
Industries Served
- Ruby primarily serves small businesses across legal (solo attorneys and small law firms), healthcare (medical practices, dental offices, therapy clinics, chiropractors), home services (HVAC, plumbing), financial services, real estate, insurance, and general business services.
- The company has particular depth in the legal vertical, where it is described as the premier virtual receptionist for law firms, and in healthcare, where it has been ranked the best medical virtual receptionist solution by US News.
Service Coverage
- Ruby operates as a US-based company headquartered in Portland, Oregon, with employees working fully remote across 13 states including Oregon, Washington, Missouri, Kansas, Texas, and Arizona.
- The company serves customers throughout the United States, Canada, and the US Caribbean.
Partnerships
- Ruby's most significant technology partnership is with Clio, the leading cloud-based legal practice management platform, where Ruby has consistently ranked as a top-five most popular integration and is the only virtual receptionist and chat solution available directly within the Clio App Directory.
- Native integrations also include Grasshopper, Nextiva, MyCase, Rocket Matter, Filevine, HubSpot, Salesforce, Calendly, Google Calendar, Slack, Microsoft Teams, Zoho, and Zendesk.
Company Size & Ownership
- Ruby was founded in 2003 by Jill Nelson in Portland, Oregon, starting as a four-person bootstrapped startup.
- The company currently employs approximately 650–726 US-based professionals (per Great Place to Work and LinkedIn data), with ZoomInfo estimating 500–1,000 employees and Pitchbook estimating approximately 700.
Compliance & Certifications
- Ruby is HIPAA-compliant, offering opt-in HIPAA-compliant receptionist and chat services for healthcare and other sensitive industries, including Business Associate Agreements (BAAs) to ensure protected health information is handled with federal-grade security.
- The company also adheres to PCI-DSS standards for payment processing, ensuring credit card data is handled securely during phone-based transactions.
Compiled from public sources by VenSearch · Last researched October 14, 2026
Offerings
6 offerings24/7 Virtual Receptionists
Ruby provides live, human receptionists who answer calls on behalf of small businesses 24 hours a day, 7 days a week, including weekends and holidays. Receptionists can greet callers, answer FAQs, capture lead information, schedule appointments, collect payments, transfer calls, perform outbound calling, and filter robocalls. Plans are based on monthly receptionist minutes and start at $245 per month.
AI-Powered Transparency
Ruby provides AI-powered call transcripts and caller sentiment analysis so business owners can review every conversation in detail through the Ruby app and dashboard. This feature gives full visibility into customer interactions, including breakdowns of caller sentiment and searchable transcripts delivered after each call or chat.
CallNav
CallNav is Ruby's AI assistant trained exclusively on a customer's business that supports human receptionists during calls in real time. It is designed to provide best-in-class caller experiences by combining friendly, professional human receptionists with AI-assisted call flows personalized to each business.
Dynamic Integrations
Ruby's platform integrates with CRM systems, calendars, legal software, communication platforms, and thousands of other apps via native connections and Zapier-powered automation. Native integrations include Clio, Grasshopper, HubSpot, Salesforce, Calendly, Google Calendar, Slack, Microsoft Teams, and more. Through Zapier, users can automate tasks such as creating CRM contacts, sending team notifications, and updating project management tools based on Ruby call and chat data.
Managed Live Chat
Ruby's managed live chat service connects website visitors with real, trained human receptionists who respond in 60 seconds or less, 24/7/365. Receptionists answer questions, collect lead details, and can transfer a live chat to a phone call when needed. Live chat pricing starts at $143 per month and the service includes HIPAA compliance and mobile app access.
Ruby Mobile App
The Ruby mobile app for iOS and Android allows business owners to manage their Ruby service from anywhere, including setting availability, forwarding calls, viewing receptionist messages and voicemail transcriptions, monitoring chat activity, and tracking usage and call volume. Users can also make calls and send texts using their Ruby-hosted business number directly from the app to keep their personal number private.
Considering Ruby?
Our team will work with you to determine if Ruby is the right fit for your organization. From research and assessment through procurement negotiation and ongoing vendor management — we handle the entire process at no cost to you.