Updated September 2026
An AI receptionist for HVAC companies.
Every no-cooling call answered and booked by your rules, even when a heat wave floods the phone.
Dana K.
Sat, Jul 18, 9:12 PM · 2:48
AC blowing warm, 94 inside, elderly parent at home. First slot booked and flagged urgent.
Luis P.
Sat, Jul 18, 6:40 PM · 2:05
Spoke Spanish. Asked about a spring tune-up. Got your plan price and a booked visit.
(602) 555 0118
Fri, Jul 17, 11:03 PM · 0:52
Carbon monoxide alarm going off. Told them to get out and call 911, then alerted you.
Karen W.
Fri, Jul 17, 2:26 PM · 3:31
18-year-old system, 2,100 square foot home. Wants a replacement quote. Call back after 5.
What it does for HVAC companies
An AI receptionist for HVAC companies answers every call in seconds. It separates the no-cooling emergency from the maintenance call, quotes service and tune-ups from your price list and books the job. When the phone never stops in a heat wave, it handles every caller at once. True emergencies alert you right away.
Across our clients, 62% of leads first reach out after hours or on a weekend. In HVAC, that is exactly when the system quits. The AI replies to a new text or form in a median 7 seconds, and calls are answered live.
- 7secondsMedian first reply to a new text, DM or form lead.
- 62%Of leads first reach out after hours or on a weekend.
- 141Appointments the AI booked, the typical one 13 minutes after the lead's first message.
Our figures as of September 29, 2026. Measured on 858 real leads across 8 client businesses (home services, real estate, business funding, and credit repair) from June to September 2026. Test contacts excluded.
Hear it handle a call like yours
The kind of call HVAC companies get at the worst possible time, answered and booked while you work. Then try it yourself.
- AI: Thanks for calling Apex Heating and Air. What's going on with your system?
- Customer: Our AC quit this afternoon. It's 94 in the house.
- AI: Sorry, that's rough. Is anyone at home who's at risk in the heat, like an older relative or a baby?
- Customer: My mom lives with us. She's 81.
- AI: Thanks for telling me. I'm marking this urgent. Is the outdoor unit running, or is it quiet?
- Customer: The fan outside isn't spinning at all.
- AI: Got it. The diagnostic visit is $89. Our first opening is tomorrow at 8 AM. Want it?
- Customer: Yes, please.
- AI: You're booked for 8 AM. I've sent the owner the details, and a confirmation text is on its way to you.
How it sorts an HVAC call
Every HVAC call sounds urgent to the caller. But a dead AC in July and a tune-up question belong in very different places on your board. The AI asks what your dispatcher would ask and routes each call by your rules.
Urgent
Straight to you or the soonest slot
No cooling or no heat
It asks what the system is doing, how long it has been out and whether anyone at home is at risk from the heat or cold. Then it books the soonest open slot or gets you on the line.
Safety calls
A gas smell, a burning smell or a carbon monoxide alarm never gets booked like a routine visit. The AI treats it as an emergency. When it is serious, it tells the caller to get safe and call 911 first, then alerts you right away.
Routine
Quoted and booked on your calendar
Repairs that can wait a day
A noisy unit, a system that cannot keep up, a thermostat problem. It gets the symptom and the system type and age, quotes your diagnostic fee and books the visit.
Tune-ups and maintenance plans
Seasonal tune-ups and plan renewals get your plan price and a booked visit, so spring and fall fill up before the rush.
Replacement and new systems
It asks the home size, the age of the current system and any comfort complaints, then books an in-home estimate. It only prices a replacement over the phone if you tell it to.
Calls it handles
A no-cooling call in a heat wave
Ten people call at once and the AI answers every one. It gets the address and what the system is doing, then books the soonest open slot or gets you on the line.
A maintenance tune-up
It quotes your tune-up or maintenance plan from your price list and books the next open window.
A new-system estimate
It captures the home size, the age of the current system and what the owner wants. Then it books an in-home estimate so your comfort advisor shows up ready.
What one missed call costs
A typical AC repair runs $172 to $664.
Source: HomeAdvisor, updated June 17, 2026.
Pricing is flat and done-for-you, from $497 a month, and our fee is never billed per call. That matters in HVAC, because the first heat wave floods your phone and a per-call answering service charges you the most in exactly your busiest weeks. One caught replacement lead covers months of the fee.
See what goes into the price- Our starting plan
- $497 a month
- One AC repair, low end
- $172
- Booked jobs that cover it
- 3a month
A break-even line at the low end of the range. Not a forecast.
Run your own numbers in the Missed Revenue CalculatorBooked by your rules
It books by your rules. It only offers times inside the hours and calendar you set, never a day you blocked. A no-cooling or no-heat call gets the soonest open slot. It checks the address against your service area and states your diagnostic fee before it books.
Every booked call lands in the CRM and calendar we set up and run for you, with the system type and age, the symptom and the address. It shows on your dashboard with the call recording and summary, and you get a text the moment it books.
Text from your AInow
New booking: Dana K. AC blowing warm, 94 inside, elderly parent at home. First slot booked and flagged urgent.
- Our CRMThe customer, the job and the whole conversation.
- Its calendarOn a real opening inside the hours you set.
- Your dashboardWith the call recording and a one-line summary.
- A text to your phoneThe moment it books, with the details.
After the call it keeps working
Follow-up written for every lead
A lead goes quiet? It follows up for weeks until they book or say no. Every follow-up is written for that one lead.
One memory across every channel
They text at lunch, DM at nine and call the next day. It already knows the job.
More reviews and fewer bad ones
Mark a job done and the AI asks how it went. Happy customers get your Google review link. Unhappy ones come to you first.
Dana K.
Completed · AC repaired
Review Apex Heating and Air on Google
g.page/r/apex-heating-air/review
How it compares
Three ways owners cover the phone today, and what each one leaves on the table.
An answering service
- Billed by the minute or by the call
- A person takes a message for you
- Booking, follow-up and chat often cost extra
An in-house receptionist
- A salary, plus payroll taxes and time off
- One call at a time, during business hours
- Texts and DMs wait until there's a minute
A DIY AI tool
- You set it up and write its script
- Minutes metered, texting and follow-up often add-ons
- Nobody tunes it to your trade
TheContentLabs.AI: a flat plan from $497 a month, phone usage at cost. Every call, text and DM answered, booked by your rules and followed up. We build it and run it.
Common questions
Can it handle a rush of calls in a heat wave?
Yes. The AI answers every caller at the same time, so nobody hits voicemail while your phone rings off the hook. That is exactly when HVAC companies lose the most jobs to whoever picked up first.
Does it know an emergency from a tune-up?
Yes. A no-heat or no-cooling call gets flagged, booked into your soonest open slot and sent to you as an alert. Maintenance and tune-ups get scheduled. It all runs on your triage rules.
Will it sell maintenance plans?
Yes. It offers and books your maintenance and tune-up plans from your price list. For bigger system quotes it captures the details so a tech can follow up.
Does it quote repairs over the phone?
It quotes what you put on your price list, like your diagnostic or trip fee and your tune-up price, then books the visit. It does not diagnose equipment over the phone, and it only gives a replacement price if you tell it to.
What happens to calls after hours and on weekends?
It answers every one. A no-cooling call at 11 PM gets flagged and you get an alert. A tune-up question on Sunday gets a quote and a booked window. Nothing sits in voicemail until Monday.
What if the caller wants to talk to a person?
It transfers the call to your phone. If nobody picks up, you get a text with who called and why so you can call them back.
Does it answer texts and Facebook or Instagram messages?
Yes. Texts, web chat and your social messages get the same fast answer, with one memory of the customer. A homeowner who texts a photo of the unit and then calls never gets asked the same questions twice.
Can I hear the calls?
Yes. Every call has a recording and a short summary on your dashboard, next to the lead's score, so you know what was said before you call anyone back.
Does it speak Spanish?
Yes. It answers in Spanish when the customer writes or speaks Spanish, and the booking lands on your calendar the same way.
How much does an AI receptionist for HVAC cost?
Ours starts at $497 a month with no setup fee. It is a flat managed price, not a per-call fee that spikes in the first heat wave.
More trades we build for
Same system, set up for how each trade quotes and books.
- PlumbersA burst pipe at 9pm
- ElectriciansA sparking outlet or no-power call
- Handyman ServicesA whole punch list in one booking
- House PaintersA repaint call while you are spraying a ceiling
- Flooring InstallersA measure request during a hardwood install
- Drywall ContractorsA water-damaged ceiling on Saturday
- Insulation ContractorsA builder calls before drywall
- Window and Door InstallersA patio door that won't lock at night
- Garage Door CompaniesA snapped spring at 7am
- Appliance RepairA fridge that stopped cooling
See what every missed lead is costing you.
A free Missed Revenue Audit puts a dollar figure on every call, text and DM you miss or answer too slowly, including the ones your ads paid for. The numbers are yours to keep.