Every call gets answered, day and night.

HVAC Front Desk is an AI receptionist for heating and cooling companies. It books jobs onto your schedule and sends emergencies to your on-call tech.

Book a walkthrough Read a sample call

The walkthrough is a free 20-minute phone call. If you sign up, there is no long contract.

Service ticket Sample

Tuesday at 9:42 PM. The receptionist answered on the first ring.

Caller
Marisol, an existing customer
Problem
No cooling Upstairs AC runs but blows warm air. 86°F inside.
Triage
No one is at risk. Book the first morning slot and don't call the on-call tech.
Booked
Wednesday, 8 to 10 AM, as the first stop of the day
Sent
A text confirmation to the caller and a call summary to you
Status
Booked

We made up this call to show how a phone call turns into a booked job.

What missed calls cost your shop

A homeowner with a broken AC often hangs up without leaving a voicemail and calls the next company. Enter your own numbers to see what those calls are worth.

%
$

$700a week

That is about $3,033 a month, or $36,400 a year, in jobs you don't get.

The starting values are an example. Change them to match your shop. The calculator multiplies the numbers you enter and makes no promise about what you will earn.

How it works

You keep your phones and your scheduling software. We do the setup.

  1. Book a walkthrough

    Tell us your hours, your service area, your service call fee and what counts as an emergency.

  2. We set up your receptionist

    We load your answers and connect your schedule. You listen to test calls and tell us what to change.

  3. Forward your calls

    Forward every call, only after-hours calls, or only the calls your office misses. You can switch back at any time.

  4. Jobs go on your schedule

    The receptionist books jobs onto your schedule and sends you a short summary of each call. It calls your on-call tech right away about emergencies.

The calls your phone gets every day

We set it up for heating and cooling work. It asks different questions for a tune-up request than for a family with no heat in January.

No cooling and no heat calls

It asks these questions and then follows your rules. Based on the answers, it books the first open slot or calls your on-call tech.

  • Is the system running at all? How hot or cold is it inside?
  • Is anyone in the home elderly, sick, or a small child?
  • Is the outdoor unit running? Any water, ice or strange noises?
  • Is this a customer you already have, or a maintenance plan member?

Gas or smoke. If a caller smells gas or sees smoke, it tells them to leave the house and call 911 or the gas company. Then it calls your on-call tech.

  • Tune-ups and maintenance

    It books spring AC and fall furnace tune-ups and answers questions about your maintenance plan.

  • Estimates for new systems

    It books in-home estimates and asks what your salesperson needs to know, such as the age of the system and the size of the home.

  • Rescheduling and cancellations

    It moves or cancels existing appointments, so your office doesn't have to call people back.

  • Nights and weekends

    It answers at 2 AM on a Sunday the same way it answers at 10 AM on a Tuesday.

  • Overflow when you're busy

    When the office is on another line or everyone is out on jobs, calls roll over to the receptionist instead of ringing out.

  • Calls in Spanish

    If you turn it on, it talks with callers in Spanish and books them the same way. You still get the summary in English.

  • Common questions

    It answers questions about your hours, service area, service call fee and the equipment you work on. It only gives answers you approved.

  • Callers who want a person

    During business hours it can transfer the call to your office. After hours it takes a callback request and sends it to you right away.

A sample call on a Tuesday night in July

The upstairs AC stops cooling at 9:40 PM. This is how the receptionist would handle the call.

After-hours call, 3 minutes Sample call
  1. Receptionist

    Thanks for calling Hartwell Heating and Air. You've reached the after-hours line. How can I help?

  2. Caller

    Hi. Our upstairs AC is running, but it's just blowing warm air. It's 86 in the bedrooms.

  3. Receptionist

    That's miserable on a night like this. I have a couple of quick questions so we send the right help. Is anyone at home elderly, sick, or a small child who's struggling with the heat?

  4. Caller

    No, it's just me and my husband. We can sleep downstairs tonight.

  5. Receptionist

    Okay, good. Is the outdoor unit running, or is it quiet?

  6. Caller

    It's quiet. The fan inside is going.

  7. Receptionist

    Thanks, that helps the tech. I see you're already a customer. Is this for the same address we have on file?

  8. Caller

    Yes, same house.

  9. Receptionist

    I can have a tech there tomorrow between 8 and 10 in the morning. You'd be the first stop of the day. Does that work?

  10. Caller

    Yes, please.

  11. Receptionist

    You're all set for tomorrow, 8 to 10 AM. The diagnostic fee is $89, and it goes toward the repair if you go ahead. You'll get a text confirmation in a minute. Until then, you can switch the AC off at the thermostat so it isn't running for nothing.

  12. Caller

    Thank you so much.

  13. The receptionist booked a no-cooling call for an existing customer on Wednesday, 8 to 10 AM.

It books onto the schedule you already use

Booked jobs appear in your scheduling software, so nobody types them in twice.

If your scheduling or dispatch software lets outside tools check and book open times, we connect to it directly. If it doesn't, the receptionist takes a booking request with all the details and your office confirms it. We tell you which way yours works before you sign up.

You set the rules it follows:

  • Your hours and service area
  • How long each kind of job takes
  • Which techs do which work
  • How far out to book, and how full a day can get
  • Who's on call tonight

Your price depends on your call volume

You pay one flat monthly price based on how many calls you get. There are no per-user fees and no long contract. On the walkthrough we look at your call volume and give you the price.

Get your price

Questions owners ask

If your question isn't here, ask it on the walkthrough.

Does it sound like a robot?

No. It uses a natural voice and talks at a normal pace. When a caller interrupts, it stops and listens. You hear test calls before it answers a real one.

It never pretends to be human. If a caller asks, it says it's an AI receptionist for your company.

What happens with a real emergency?

You decide what counts as an emergency, for example no heat below a set temperature, a vulnerable person in the home, or water leaking. When a call meets your rules, it calls your on-call tech right away and tells the caller what happens next.

If someone smells gas or sees smoke, it first tells them to leave the house and call 911 or the gas company.

What if a caller wants to talk to a person?

During business hours, it can transfer the call to your office or to a cell phone you pick. After hours, it takes a callback request and sends it to you right away.

How long does setup take?

Setup usually takes about a week after the walkthrough. The time depends on your scheduling software. You listen to test calls first, and you can start with after-hours calls only.

Do I have to sign a long contract?

No. Plans are month to month, and you can cancel at any time.

Do I keep my phone number?

Yes. You forward your calls to the receptionist, and you can turn forwarding off at any time.

Book a walkthrough

The walkthrough is a 20-minute phone call. We ask how your phones work today and show you how the receptionist would handle your calls. If it won't work for your shop, we tell you on that call.

  • We call you within one business day.
  • We give you a monthly price based on your call volume.

We use your details only to contact you about the walkthrough. Read our privacy policy.