Using AI to generate greetings for 3CX phone systems

When a potential customer calls your business, the first voice they hear sets the tone. It might be a voicemail message or an interactive voice response (IVR) system – either way, it matters. But crafting that perfect message can be time-consuming, and let’s face it, not everyone’s cut out for voiceover work. That’s where AI can come to the rescue.

Often times voicemail greetings are left to staff to record their own, which can lead to greetings that are too casual or hard to hear. Thanks to modern technology, creating professional-sounding voicemail and IVR greetings is now faster, easier, and more affordable than ever (and in some cases free) these recordings work perfectly with a 3CX VoIP system . Let’s explore how AI-generated voice can help your business make a great first impression.

Why Your Voicemail and IVR Messages Matter

Your phone system isn’t just about making and taking calls – it’s part of your brand. A warm, clear greeting creates trust. A confusing or poorly recorded message? That could cost you a customer.

Here are just a few examples of where voice messages make an impact:

  • Welcome greetings: “Thanks for calling ABC Legal, your local experts in family law.”
  • After-hours voicemail: “We’re currently closed, but please leave your name and number and we’ll return your call on the next business day.”
  • IVR menus: “Press 1 for sales, 2 for support…”


Benefits of Using AI Voice for Voicemail and IVR

Whether your customer is hearing a recorded greeting or navigating an IVR, the experience should feel seamless and professional. That’s where AI-generated voiceovers can make a real difference.

Sound Professional—Without a Studio

Hiring voice talent or recording your own greetings can be awkward, inconsistent, or low quality. AI voice generators now produce natural, expressive voices that sound human—not robotic. You can choose the tone, accent (yes, Australian!), speed, and even inflection.

This means your business sounds polished from the first “hello.”

Quick to Update

Business hours changed? Rebranding? Promoting a new product or service?

With AI, you can generate a new voice message in minutes. Just type your new script, preview the voice, and download the file. No waiting on a voiceover artist or fiddling with microphones.

Cost Effective

Hiring professionals for multiple recordings adds up quickly. With AI voice tools, many offer a pay-as-you-go model or flat subscription fees and in some cases free limited tiers that will be enough for a basic recording. For small businesses watching the bottom line, that’s a game-changer.

Easy to Experiment and Customise

Not sure which version of your greeting sounds better? AI lets you test different variations easily.

  • Want a more upbeat tone?
  • Need a slower pace for older clients?
  • Want different greetings for your legal, medical, and retail divisions?

AI voice generators make it simple to adapt your message for different caller types or departments.

Write Your Script

Keep it simple, clear, and concise. Consider your caller’s journey:

  • What do they need to hear?
  • What action do you want them to take?
  • Do you want to include a friendly note or a call to action?

Before you record your message, it is important to note that 3CX requires the recording to be in the following format:

  • Format: WAV
  • Channel: Mono
  • Bit rate: 8 kHz
  • Sampling: 16 bit

However, if you have or are getting a 3CX system with FortiTech we will convert it to the right format as part of the process.

Websites to Try

Here is a small list of websites you can check out, they offer a multitude of different accents and allow you to play a demo beforehand to ensure the accent suits your business style.

Narakeet
  • https://www.narakeet.com
  • Supports Australian English voices
  • Free for short scripts with limited downloads
  • Script editor includes pause and emphasis options
  • Ideal for short IVR menus or voicemail messages without needing sign-up.
Amazon Polly
  • https://aws.amazon.com/polly/
  • Offers Australian-accented voices like “Nicole” and “Russell”
  • Can generate WAV files
  • Free tier includes 5 million characters/month for 12 months
Play.ht
  • https://play.ht
  • Offers voices in Australian English (male and female)
  • Easy to use, web-based
  • Download in WAV format (compatible with 3CX)

Bonus Tips for Better Greetings

  • Keep messages short: Callers appreciate clarity.
  • Match the tone to your brand: A law firm and a surf shop should sound different.
  • Include key info: Opening hours, website, or alternative contact options.
  • Use silence wisely: A small pause before a menu helps callers process.

AI-generated voicemail and IVR greetings are a smart move for any business using 3CX. They help you sound more professional, save time and money, and allow for more flexibility as your business evolves.

In a world where first impressions are often made over the phone, why not make yours stand out?

If you’d like help setting up 3CX or want to explore AI voice tools, we’re here to help. Contact us for a chat—we can guide you through setup, script writing, and making the most of your business phone system.