Your HVAC front desk, 24/7. No heat at 9 PM becomes a booked 8 AM job.
Summer and winter are when the phone rings most and when your office is least able to answer it. Every no-heat or no-AC call that hits voicemail is an $800 to $1,200 ticket that goes to the next shop on Google. The AI Front Desk texts back in under a minute, triages the emergency, and books it against your real schedule.
Where HVAC companies lose revenue
- Peak-season call volume buries a one-person office; 27% or more of leads hit voicemail.
- After-hours emergencies are the highest-ticket calls you get, and the ones you miss most.
- Estimates get ghosted and nobody has time to follow up on a $1,240 coil quote.
Typical missed call
No heat, 52F inside, 12-year-old Trane, Tuesday 9:40 PM
Average ticket: $400 to $1,200
Watch it handle a real hvac conversation
Replay a scenario or switch to live mode and text it yourself. The hvac playbook sets the emergency rules, price language and intake questions.
Tuesday 9:40 PM. Office closed. Customer texts the shop number after the call went to voicemail.
Cool Breeze Heating & Air
Text message
Scripted replay of a real workflow. Names and numbers are fictional.
Capture and qualify
Answers in under 60 seconds, runs the hvac intake, declines out-of-area and unqualified callers politely.
Book and confirm
Two real windows from your schedule, confirmation text, deposit link when the rules apply, owner alert on urgent jobs.
Chase and collect
Follow-ups on no-shows, ghosted quotes and abandoned leads every 4 hours; review requests and invoice nudges after the job.
Pricing for HVAC companies
One $800 no-heat call booked at 9 PM covers the Core plan for two weeks. Setup covers the build; the monthly covers hosting, monitoring and tuning.
The 7-Day Pilot
Plug into missed calls only. See real bookings before you commit.
- Your missed and after-hours calls get a text back in under 60 seconds
- Qualifies, books against your hours, collects a deposit when it should
- Owner text on every booking and every emergency
- Live dashboard: leads, booked, recovered revenue
- Day-7 numbers in writing
Core
One location, unlimited leads, wired into your CRM.
+ $1,200 setup
- Everything in the pilot, running 24/7
- Housecall Pro or Jobber: real availability, jobs created with your tags
- Google Calendar holds for each tech
- Stripe deposits applied to the job
- Follow-up agent: no-shows, ghosted estimates, abandoned leads
- Weekly ROI email every Friday
Pro
Two locations, review automation, invoice chase, custom skills.
+ $2,500 setup
- Everything in Core for up to 2 locations and 3+ techs dispatch
- Review requests after every paid job
- Unpaid invoice nudges with payment links
- One custom skill (warranty checker, membership upsell, financing pre-qual)
- Priority support and monthly tuning call
Performance add-on: $75 per after-hours booked job, capped at $750/month. Only charged when the agent books work you would have missed.
HVAC questions
Yes. On the Core and Pro plans the agent reads tech availability and creates the job directly in Housecall Pro with the source tagged "AI Front Desk". Jobber and ServiceTitan are available on request. The pilot runs without a CRM connection: you get a text and a dashboard entry for each booking.
No heat under 55F indoors, no AC over 85F, active water leaks from equipment, gas smell or a CO alarm. Those get same-evening or first-morning windows and an immediate text to the owner. You can edit the rules.
Under 60 seconds from the missed call or inbound text, 24 hours a day. Most replies land in 10 to 20 seconds.
No. It catches what they cannot: nights, weekends, and the 3 PM rush. Your team sees every conversation and can take over any time by texting "I got this".
Gas smell or CO alarm gets safety instructions first (leave the house, call the utility or 911). Then the agent offers the emergency window and texts the owner immediately.
It texts like a dispatcher. If someone asks directly, it answers honestly in one line and keeps helping. Owners report customers care about the appointment, not the typist.
Seven days on your missed calls.
Nothing about how your office works changes. You get a text for every booking, a dashboard, and the numbers on day 7. The $500 is credited to setup if you continue.
- Your number stays the same
- Owner text on every booking
- Written results, no pitch
Other playbooks: