Questions HVAC owners actually ask.
Straight answers on how the AI front desk works, what happens on an emergency call, what it costs, and what it needs from you. Can't find it here? Book a demo or call the demo line at (623) 552-5972.
The basics
How is this different from a traditional HVAC answering service?
An answering service takes a message; 24/7 Front Desk books the job. It checks your live schedule during the call, puts the appointment on the board, and dispatches the technician whose route fits best. Answering services also bill per call or per minute and charge extra for nights and weekends — this is one flat monthly price for every call.
Will it sound like a robot to my customers?
No. It uses a natural voice with a custom persona set up for your company, so it greets callers with your business name and speaks the way your office does. It handles interruptions and follow-up questions in normal conversation. Most callers treat it as the front desk, because functionally that is what it is.
Is this meant to replace my office staff?
It replaces the calls nobody is there to answer — nights, weekends, holidays, and the ones that ring out while your team is already on the phone. Companies with an office manager usually keep them and let the AI absorb overflow and after-hours. Companies without one use it as the front desk outright.
How many calls can it handle at once?
As many as come in. It isn't a single phone line, so a heat wave that produces thirty simultaneous calls gets thirty simultaneous conversations rather than twenty-nine busy signals. This is usually the difference that matters most during a seasonal surge.
Setup and onboarding
How long does setup take?
About two weeks from signup to live on your number. We build the whole system first — persona, knowledge base, schedule integration, dispatch rules, and emergency routing — then test it before any real calls reach it. You don't run a half-configured phone line in front of customers.
How does it know my pricing, service area, and brands?
We load your real documents into its knowledge base during setup — your price sheet, service area, brands you carry, warranty terms, and hours. It answers from those documents only. If something isn't in there, it says so and takes a message rather than inventing an answer that costs you a callback.
Do I have to change my phone number?
No. You keep the number your customers already know and your trucks and yard signs already advertise. We forward it to the AI, and you choose whether that's all the time or only after hours and on overflow.
What do you need from me to get started?
Your price sheet or typical job pricing, your service area, the brands you work on, your hours and on-call arrangement, and access to whatever you use for scheduling. Most owners spend two or three hours total across onboarding; we do the building.
Calls, emergencies and dispatch
What happens on a no-heat or gas-smell emergency call?
Emergencies are flagged urgent and routed to your on-call tech immediately. No heat during a cold snap, no cooling in a heat wave, and any gas or carbon-monoxide smell trigger safety triage: the caller gets the right immediate instructions, and your on-call person is texted and called right away instead of finding out in the morning.
How does it decide which technician to send?
On Professional and Enterprise it looks at who is already working nearest the new job and how the rest of their day is laid out, then assigns the tech whose route absorbs the job with the least added drive time. Less windshield time per job usually means one or two more jobs completed per truck per day.
Can it transfer a call to a real person?
Yes, on Professional and Enterprise plans. Live transfer to your office is included, so a caller who asks for a human, or a situation the agent judges is better handled by your team, gets warm-transferred during business hours instead of stuck in an automated loop.
What if it can't answer a question?
It says it doesn't know, takes the details, and flags the call for follow-up rather than guessing. Every call is recorded, transcribed, and summarized, so you see exactly what was asked. On Enterprise, those gaps feed a “lessons learned” loop that improves the knowledge base over time.
Can it quote prices over the phone?
It quotes from your price sheet — diagnostic fees, common repair ranges, maintenance plans, whatever you've given it. It won't invent a number for a job that needs eyes on the equipment; for those it books the diagnostic visit and says plainly that the estimate comes after the tech looks at it.
Does it handle commercial as well as residential calls?
Yes. It qualifies the call — residential or commercial, system type, whether it's an emergency or routine maintenance — and routes accordingly, so a rooftop unit at a restaurant doesn't get booked into a residential service window.
Software and integrations
Does it work with my scheduling software?
Yes — booking onto your live schedule is the core of the product, so we connect it to whatever you already run during setup. Tell us what you use on the demo call and we'll confirm the integration path before you commit to anything.
Where do the call recordings and transcripts live?
In your dashboard, searchable, alongside the booking each call produced. Professional and Enterprise include the live operations dashboard; Enterprise adds a drill-down console with the full transcript and a quality review attached to every call.
How will I know what happened overnight?
Your crew gets texted or emailed the moment a job is booked, and bookings appear on the dispatch board in real time. Enterprise adds an owner's daily report by email summarizing calls answered, jobs booked, emergencies routed, and anything flagged for follow-up.
Pricing and trial
How much does it cost?
Plans are $199, $399, and $699 a month for unlimited calls, or $2,099, $4,199, and $7,349 annually with the setup fee waived. Full breakdown, feature comparison, and billing questions are on the pricing page.
What happens after the free month?
You decide whether to keep it, and there is no penalty for walking away. We build and launch the full system with no deposit and no setup fee to start, and you run it live with your own customers for a month. If you continue, you pick monthly or annual; monthly plans can be cancelled anytime.
Which plan should I start on?
Standard if the problem is simply that calls go unanswered. Professional if you also want it running dispatch — route-aware assignment, after-hours emergency routing and live transfer are what replace the dispatcher's job rather than just the receptionist's. Most multi-tech shops land on Professional.
Data and privacy
Who owns the call recordings and customer data?
You do. It's your customer data and your call records. We process it to run the service you're paying for, and we don't sell or share personal information — the specifics are in our privacy policy.
Are callers told they're speaking with an AI?
We configure disclosure to match your preference and your state's call-recording and disclosure rules, which vary. We'll walk through what applies to you during setup rather than leaving you to guess at it.
Still deciding? Hear it work.
Call the demo line and book a repair the way one of your customers would — then watch it land on the live dispatch board. Takes about two minutes.