AI receptionist for HVAC companies
Every call answered. Every missed caller texted back.
When your techs are on a roof and the office line is ringing, the next HVAC company on Google is one tap away. Our AI receptionist picks up when you can’t, qualifies the job, books it on your calendar, and texts you the lead before the caller hangs up.
- Keeps your phone number
- Your office still answers first
- Books only real open times
- Emergencies go straight to you
Texted to the owner
NEW HVAC LEAD
- Customer:
- Maria Alvarez
- Phone:
- (281) 555-0110
- Problem:
- AC blowing warm air, 84°F, infant home
- Address:
- 4021 Willowbend Blvd
- Urgency:
- Emergency
- Appointment:
- Tomorrow, 8:00–10:00 AM
- Lead source:
- AI voice
A homeowner with a dead AC doesn’t leave a voicemail. They call the next company on Google. This makes sure the next company is still you.
How it works
Two ways a customer slips away. Both covered.
Your line rings. Nobody grabs it. The AI does.
During business hours, calls ring your office first. After ~20 seconds, or any time after hours, the AI answers.
- 1Greets the caller as your company’s virtual assistant, never as a technician
- 2Finds out what’s wrong, one question at a time
- 3Gets name, callback number, and service address
- 4Sorts emergencies from routine work using your rules
- 5Offers real open times from your calendar and books the one they pick
- 6Texts you the lead the moment the call ends
They hung up before anyone answered? They get a text in seconds.
If a caller hangs up before anyone answers (or before the AI finishes), they get a text a few seconds later.
- 1“Hi, this is [your company]. We noticed you tried calling. Still need help with your HVAC system? Reply STOP to opt out.”
- 2Carries the conversation by text, qualifying the job the same way
- 3Offers real open appointment times
- 4Follows up once or twice at most, never spams, and honors STOP instantly
- 5Every reply lands on the lead’s page in your dashboard
You get the lead, formatted.
Customer, phone, problem, address, urgency, appointment, and where the lead came from, texted to your phone and waiting in your dashboard.
You see what you would have lost.
The dashboard separates missed-call recoveries and after-hours calls from everything else, so you can see exactly which jobs came from calls nobody could take.
Nobody falls through the cracks.
Unbooked leads get one polite follow-up. Customers who say “call me after 5” become a task on your list. Booked customers get a confirmation and a reminder.
What it will never do on your behalf.
An AI answering as your company has to be trustworthy before it’s clever. These rules are built in, not optional settings.
It never pretends to be a technician.
It introduces itself as your company’s virtual assistant, and it never claims to have seen the equipment.
It never diagnoses or guesses prices.
No “sounds like your capacitor.” No price quotes unless you give it pricing rules to use.
It never invents an appointment.
It only offers times your calendar actually has open. If it can’t reach the calendar, it takes the details and tells the customer the office will call. It never says “you’re booked” when they aren’t.
Gas smell? It says get out.
Safety hazards get one instruction: leave the house and call the gas company or 911. Then it alerts you immediately.
It only promises emergency service if you offer it.
Whether you run after-hours emergency calls, and what counts as one, is set by you.
Ask for a person, get a person.
If a caller wants a human, the AI stops qualifying, takes a callback number, and flags it for your team.
Your dashboard
Every lead, every call, every text. One screen.
New leads, missed calls, appointments, follow-ups, and won and lost jobs, each with the full conversation and recording attached. The top of the page shows the customers you would have lost.
No sign-up. It’s a sample HVAC company with sample customers.
Getting started
No new phone system. No new habits.
- 01
20-minute demo call
You try it on the phone yourself. We talk through how calls reach you today and where they get dropped.
- 02
We set it up for your shop
Your services, service area, hours, emergency rules, and calendar. The AI answers as your company, in your words.
- 03
Keep your number
Your existing line forwards to the AI only when nobody answers, the standard no-answer forwarding your carrier already supports.
- 04
Test together, then go live
We run test calls and texts with you before a single customer hears it, and we adjust anything that doesn’t sound like you.
Why this exists
Built by someone who runs a Houston service business.
I run a home-service company here in Houston too, so I know what it means when the phone rings mid-job. I built this for my own missed calls first. I’d rather show you than tell you, which is why the demo is open to anyone.
FAQ
Straight answers.
Does it sound like a robot?
It speaks in short, natural sentences and asks one question at a time, like a good dispatcher. It still introduces itself as a virtual assistant, because customers deserve to know. The fastest way to judge is to try the demo yourself.
Do I have to change my phone number?
No. Your number stays the same, and your office still answers first. Calls forward to the AI only when nobody picks up, or after hours if you want that.
What happens with a real emergency?
You decide what counts as an emergency and whether you offer after-hours service. Emergencies are flagged and sent to you immediately. Anything unsafe, like a gas smell, gets told to leave the house and call the gas company or 911. The AI never tries to troubleshoot.
Can it book jobs I can’t actually do?
No. It only offers times your calendar has open, and only for the services and area you set up. If it can’t confirm a time, it takes the details and your office follows up.
Will it text my customers constantly?
No. Follow-ups are capped per lead (two by default, and you set the limit), spaced out, and stop the moment a customer replies STOP.
Does it work with ServiceTitan, Housecall Pro, or Jobber?
Not directly yet. Today it books into its own calendar and sends you every lead, so nothing is lost. Tell us what you use on the demo call. Integrations are built in the order customers ask for them.
What does it cost?
It depends on your call volume and how you want it set up, so we go over pricing on the demo call, after you’ve seen whether it’s worth anything to you.
See it answer your calls before you decide anything.
A 20-minute demo call. You try it yourself, we look at how calls reach you today, and you leave knowing whether it’s worth it for your shop.
Or call (504) 777-5117