An AI receptionist that answers HVAC calls, including after hours
When your technicians are on a job, the phone still rings. An AI receptionist picks up, asks the questions you choose, books the visit into your calendar and passes urgent calls to a person. Callers are told it is an AI assistant. Fixed quote after a free call.
- Callers are told it is an AI assistant
- Hands off to a person
- Call summary to your inbox or business system
What it does for an HVAC company
You choose what it handles. Your fixed quote covers exactly that
Answers service calls
Picks up when the phone rings, including when your office is closed, and finds out why the caller is ringing
Starts by telling the caller it is an AI assistant
Asks your questions
Heating, cooling or both, what the system is doing, the address and the best number to call back
You decide the questions
Books the visit
Offers open times and puts the appointment straight into your calendar
Which calendar it connects to is confirmed on the free call
Flags urgent calls
If the caller says it is an emergency, the agent follows your rule: pass the call to a person, or take a message
You set what counts as an emergency before it starts
Takes messages
Writes down who called, what they need and how to reach them
Sent to the person you name
Sends a call summary
Who called, why and what happened, in your inbox or business system
The connection to your business system is confirmed on the free call
The questions it can ask your callers
Examples for an HVAC company. You choose the questions, and we write them into the script with you
On every call
- Name and the best number to call back
- Address of the property
- Heating, cooling or both
- What the system is doing: not running, noisy, leaking or not reaching the temperature
To spot an emergency
- Is the system completely off right now?
- Is this an emergency by your rules, for example no heat or no cooling today?
- Can someone be at the property for a visit?
To book the visit
- Repair, maintenance or a quote for a new system?
- Which day and time suits the caller?
- Anything the technician should know before arriving?
What happens after hours
Four steps, from the first ring to a summary in your inbox
- 01
Picks up
When a call comes in outside your hours, the agent answers and tells the caller it is an AI assistant
- 02
Asks your questions
It finds out what is wrong, where, and whether it is an emergency, using the questions you chose
- 03
Books or passes it on
A routine problem is booked into your calendar or taken as a message. An emergency goes to the person you name, if your rules say so
- 04
Summary for you
A written summary of the call goes to your inbox or business system, so your team picks up from there
When it passes the call to a person
You decide the rules before the agent starts
When the caller asks
The agent passes the call to a person
When your rules say so
You decide before it starts which calls go to a person, for example an emergency, and who that person is
Anything outside its list
Quotes, advice and anything else outside the list go to a person to decide. The agent can take a message instead
Rules we build in
Calls made with an AI voice fall under US rules on automated calling. These limits are written down with you before launch
What it can do
- Answer incoming calls, and tell callers at the start that it is an AI assistant
- Book into your calendar, screen callers with your questions and take messages
- Hand the call to a person and send a call summary to your inbox or business system
What it never does
- Pass itself off as a person
- Call anyone who has not agreed in writing, as US law requires
- Act outside this list: anything else goes to a person to decide
Data limits
- It only uses the calendar and customer list you choose
- It never sees your passwords
- Each call ends with a written summary, so your team can check what happened
HVAC receptionist questions
How much does an AI receptionist cost for an HVAC company?
Fixed quote after a free call. It depends on what the agent has to do and what it connects to, so we scope it with you first.
Will callers know they are talking to an AI?
Yes. At the start of each call the agent tells the caller they are speaking with an AI assistant.
What happens when a caller has an emergency?
The agent follows the rules we write with you before launch. It can pass the call to a person, or take a message. You decide what counts as an emergency.
Can it book into my calendar?
Yes. It offers open times and puts the appointment into your calendar. We confirm which calendar it connects to on the free call.
Does it answer when the office is closed?
It answers incoming calls, including when you are closed or out on a job. A summary of each call goes to your inbox or business system.
Can it call people for me?
It only calls people who agreed in writing, as US law requires. We confirm how that consent is collected before it calls anyone for you.
Answer every call. Book every job.
Send a few details. We reply the same business day to book a free call, then send a fixed quote.
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