When the furnace quits at 9pm, someone answers.
No-heat calls come at night. Peak-season calls come all at once. The receptionist answers every one, sorts the emergencies from the tune-ups, and books the job while the customer is still on the line.
Your busiest days are the days you lose the most work
The 9pm no-heat call
A family’s heat goes out on a January night. They call you and get voicemail. They call the next company on Google and someone picks up. You lost the emergency call, and probably the maintenance customer that follows it.
The first hot week
The first heat wave hits and the phone does not stop. Your team is dispatching, invoicing and running calls, and nobody can keep up with intake. Callers who can’t get through go to whoever can.
The quote that never called back
Someone wants a price on a new system. They get voicemail, and they don’t leave a message. The biggest ticket in your trade walks off without you knowing it rang.
What the receptionist handles for an HVAC company
- Sorts emergencies from tune-ups. No heat in winter, no cooling in a heat wave, or a gas smell rings your on-call tech. A noisy blower gets the next open slot.
- Asks what you would ask: what the system is doing, furnace or heat pump, roughly how old, whether the breaker tripped, and the address.
- Books maintenance any hour. A customer calling on a Sunday afternoon can book the fall furnace check without anyone on your team picking up.
- Takes replacement quotes properly: home size, current equipment, how soon they want it done, then books your comfort advisor for a visit.
- Texts confirmations and arrival updates, so a job that runs long does not turn into three missed calls.
- Texts you within 60 seconds of every call, with the transcript in your inbox.
Hi, our furnace stopped and it’s freezing in the house. Can someone come tonight?
Sorry to hear that. No heat counts as an emergency for us. What’s the address?
1820 Maple Street.
Thanks. Is the thermostat on, and does the furnace make any sound when it tries to start?
Nothing. It’s just dead.
Okay. I’m paging the on-call technician now. You’ll get a text with the arrival window in a few minutes.
An illustration of a typical call, not a recording. Try the real thing on the live demo.
Live in five business days
Tell us about your business
One short call: your service area, the equipment you work on, hours, what counts as an emergency and who gets paged.
We build it and test it with you
We write the receptionist, connect your calendar and inbox, and run it through real scenarios: a no-heat call, a Sunday tune-up booking, a replacement quote.
Go live, then we keep tuning
Forward your line and every call is answered. We listen to real calls each month and adjust as your prices and services change.
Questions HVAC owners ask
How does it know what counts as an emergency?
You tell us. Typical rules: no heat below a set temperature, no cooling during a heat advisory, a gas smell. Those ring your on-call phone. Everything else gets booked for regular hours, and you can change the rules any time.
Can it cope with a heat wave when every call comes at once?
Yes. It takes more than one call at a time, so nobody hears a busy signal. Every caller gets their details taken and a slot booked or a callback promised, and you see all of them in one list.
Will it quote a new system over the phone?
No, and you would not want it to. It takes the home size, the current equipment and how soon they want it done, then books the site visit so you can quote it properly.
Ready to stop losing the 9pm calls?
Start with a free live demo. Leave a number and the receptionist can ring you in about a minute.
No payment required. No obligation.