AI receptionist for HVAC
AI Receptionist for HVAC Companies
No-heat and no-cool calls don’t wait until you’re off the roof. The AI receptionist answers in your company’s name, sorts emergencies from tune-ups, books the visit and texts you the details.
Most setups are quoted on a 15-minute call.
How it works
How it works for an HVAC company
STEP 01
We set it up for your trade
On a 15-minute call we learn your services, service area, hours and how you want emergencies handled. Then we write the call script and connect your calendar.
STEP 02
It answers, asks and books
When you can’t pick up, the AI receptionist answers in your company’s name, asks your intake questions and books the work into an open slot on your calendar.
STEP 03
You get a text after every call
Each summary says who called, their number, what they need and what was booked, so you can call back anyone who needs you.
What it does, and what it doesn't
What it handles, and what it hands to you
It works from the rules you set. When a call falls outside them, it passes the call or the message to a person instead of guessing.
It handles
- Answers in your company’s name, with the greeting you approve
- Asks your intake questions: name, address, what’s wrong and how urgent it is
- Books into open slots on your calendar, for the job types you allow
- Answers the questions you give it answers to: hours, service area, what you do and don’t do
- Takes a message when the caller doesn’t want to book
- Texts you a summary when the call ends
It hands to you
- Emergencies, by your rules: it transfers the call or texts you straight away
- Callers who ask for a person
- Upset or angry callers
- Prices you’d rather quote yourself
- Anything it isn’t sure about: it takes a message instead of guessing
The calls an HVAC company gets
No heat, no cooling
It asks what’s happening and who is at home, and if the call meets your emergency rules it goes straight to your on-call tech.
Maintenance and tune-ups
It books seasonal maintenance into the slots you open, and asks for the system type and the address before it does.
Replacement and new-system quotes
It takes the details you need for an estimate, such as the system’s age and the address, then books the estimate visit or a callback from you.
Warranty and follow-up calls
It takes the details and passes them to you. It doesn’t promise anything about warranties or parts.
Done for you
What we do for your HVAC company
You don't get a login and a setup guide. We do the setup for your trade, on HighLevel, and keep tuning it with you.
We write the script
From your services, your service area and the way you talk to customers. You approve every line before it goes live.
We connect your calendar
Bookings land in your calendar, inside the hours and job types you allow.
A text summary after every call
Who called, what they need and what was booked, sent to your phone.
Emergency handoff
You decide what counts as an emergency. Those calls go to you or your on-call tech.
Monthly tuning
Each month we go through the calls with you, fix what it got wrong and add answers to new questions.
Start small
Start with after-hours and overflow calls
You don’t have to hand over your phones. Start the AI receptionist on calls that come in after you close, and on calls your team can’t get to during the day.
Read the summaries, listen to the calls, then decide whether it should take more.
- Your number stays the same; calls forward only after hours or when no one picks up
- Your team keeps answering as normal during the day
- You see every call it took in your text summaries
- You test it yourself before it answers a customer
Price
Most setups are quoted on a 15-minute call.
The quote depends on how many calls you get and how much of the phone you want it to take. You get the price and the terms in writing before you agree to anything.
Get your quote on a 15-minute call →Your numbers
What are missed calls worth to your HVAC company?
Three numbers from your own phone and your own jobs. Nothing is sent anywhere; the sum runs in your browser.
$ –
of work a month reaching voicemail, by your own figures
This is your arithmetic, not our forecast. It does not say how many of those callers an AI receptionist would book. Bring these numbers to the setup call and we'll look at your real call log together.
Questions
AI receptionist for HVAC: questions
Can it tell an HVAC emergency from a routine call?
It follows the rules you give it. For example: no heat with an outside temperature below a set point, or no cooling with an elderly person at home, goes to your on-call tech. A noisy unit gets booked for the next open slot.
If a call doesn’t clearly fit your rules, it treats it the way you tell it to, such as taking a message and texting you at once.
How much does an AI receptionist cost?
Most setups are quoted on a 15-minute call. The quote depends on how many calls you get, how long they run and how much of your phone you want it to handle.
Part of the running cost is usage: the voice AI and the phone line are billed by the minute of talk time, so a quiet month uses less. You get the price and the terms in writing before you agree to anything.
Will callers hang up on a robot?
Some will. Others would rather tell someone what’s wrong than leave a voicemail. Anyone who asks for a person gets a message taken or a transfer, by your rules.
That’s one reason we suggest starting on after-hours and overflow calls, where the other option is voicemail.
Does it sound like a real person?
It’s a voice AI reading a script written for your company. It isn’t a person, and it won’t pretend to be one if a caller asks.
You test it yourself before it answers a single customer, so you can judge the voice and the script on your own phone.
What if it books the wrong job or the wrong time?
It books only into open slots on your calendar, for the job types and hours you allow. If it isn’t sure what the caller needs, it takes a message instead of booking.
Every booking shows up in your text summary, so you can see it straight away, and anything it gets wrong goes into the monthly tuning.
Does it work with my calendar?
It books into a HighLevel calendar, which can sync with Google Calendar and Outlook.
If you run your jobs from field-service software, tell us which one on the call and we’ll tell you plainly how it connects, or whether it doesn’t.
Can I keep my phone number?
Yes. You keep your number and forward calls only when you want to: after hours, when no one picks up, or when the line is busy. Your carrier’s call-forwarding settings do this, and we walk you through them.
What happens to an emergency call at 2am?
You decide in advance what counts as an emergency for your company. When a caller describes one, the AI receptionist transfers the call to your on-call number or texts it to you straight away, by the rules you set.
Everything else gets booked or a message taken for the morning.
How long does setup take?
It depends on how many services and rules it needs to know. We agree a go-live date on the setup call, and you test it yourself before it answers a customer.
Is there a contract? What if I want to stop?
We show you the terms in writing on the setup call, before you agree to anything. Ask us anything about them there, including how stopping works.
How does it compare with a human answering service?
A human answering service usually charges by the minute or by the call and takes messages from a general script. An AI receptionist works from a script written for your trade and books straight into your calendar.
You can also use both, with the AI on some calls and your human service on others. Bring your current service’s rate to the call and we’ll put it next to your quote.
Do I need HighLevel?
No. It runs on HighLevel, and we set up and look after that side for you. If your company already uses HighLevel, we can set it up inside the account you have.
Next step
Start with the calls you can’t take
Book a 15-minute setup call. We’ll look at when your calls go unanswered and quote a setup for your trade.
AI Receptionist setup call
Book a 15-minute setup call
Pick a time that suits you. Tell us about your calls and your trade, and you leave with a quote and a plan for which calls it takes first.
Times show in your own time zone. You get a confirmation text and email after you book.
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