AI receptionist for HVAC companies

It picks up when the techs are on a roof and the office has gone home, sorts the no-heat call from the filter question, and books the visit.

Or book a demo

9 PM, the office is closed. A homeowner wants a visit and can only do evenings. Listen to how it ends.

The calls an HVAC company gets when nobody can pick up

An AI receptionist for an HVAC company answers every inbound call, asks what the system is doing, separates an emergency (no heat in a freeze, no cooling in a heat wave, a gas smell) from routine work, books maintenance and estimate visits into your calendar and puts urgent calls through to the on-call technician. With Allo it costs one $32 seat a month and keeps a recording, a transcript and a summary of every call.

No heat, no cooling

It asks the questions dispatch would ask (thermostat, breaker, age of the unit, anyone vulnerable at home) and puts a real emergency straight through to the on-call tech.

Tune-ups and estimates

Seasonal maintenance and replacement quotes are booked into the right calendar, in the windows you actually send a truck.

After hours and peak season

The first cold snap brings ten calls at once. It answers all of them at the same time, so nobody hears a busy tone and calls the next company.

What to tell your AI receptionist, for an HVAC company

This is the kind of instruction sheet an HVAC company writes on its first day. Plain sentences, no scripts to record and no call tree to draw.

Answers: Every call, 24/7, or only the ones your team misses
Books into: Google Calendar, Outlook, Cal.com or Calendly
Hands off to: The on-call tech for emergencies, the office for billing
After each call: Recording, transcript and summary in Allo
Costs: One Business seat, $32/mo billed yearly, no per-minute fees

Jessica

AI receptionist · Northgate Services

Answering calls 24/7

Greeting

Thanks for calling Northgate Services. The team is out on jobs, but I can help. What's going on with your system?

What it knows

We service furnaces, heat pumps, central AC and mini-splits. We do not service boilers.
Diagnostic visit is $89, waived if you go ahead with the repair.
Service area: within 25 miles of the shop. Hours 7 AM to 6 PM, Monday to Saturday.
Maintenance plan members get priority scheduling.

Books when

A tune-up or an estimate: offer the next two free windows, morning or afternoon.
A repair that is not urgent: book the first diagnostic slot and note the model if they know it.

Hands off when

No heat below 40°F outside, no cooling above 90°F, or someone elderly, ill or a baby at home: put the call through to the on-call tech.
A billing question or a complaint: transfer to the office, or take a message after hours.

Never

If they smell gas: tell them to leave the house and call the gas company or 911, then end the call.
Never quote a price for a repair or a new system. A tech prices it on site.

An example, with a fictional business. Yours is written in plain words, in a few minutes.

What else it does for an HVAC company

The receptionist is one part of Allo. These are the AI features an HVAC office uses around it.

Consultation · Daniel ParkThu, 3:30 PM

Booked during the call

Books into your calendar

Real free slots, booking rules and buffers, mid-call.

Incoming call

Weekdays 9–6?

Yes · Now

Sales team

AI receptionist

Rings the on-call tech

Route urgent calls to whoever is on call tonight.

Missed call · 9:02 PM

Sorry we missed you! Reply here and we'll call you right back.Sent automatically

Texts back missed calls

A missed call gets a text before they dial the next company.

Call summary

NeedNew kitchen, 12 cabinets

Next step

Send the quote Friday

Summarizes every call

Address, unit and problem in three lines, for the tech.

AI receptionist for HVAC companies: questions

Something else? Read how the AI receptionist works or book a demo.

It triages them. You tell it what counts as an emergency for your company (no heat in freezing weather, no cooling in a heat wave, a vulnerable person at home) and it puts those calls straight through to the on-call technician, with the caller's address and problem already in the summary. For a gas smell you can tell it to send the caller to the gas company or 911 first.

Only the prices you give it, like your diagnostic fee or a maintenance plan. You can tell it never to price a repair or a replacement, and it will say a technician prices the job on site instead of guessing.

It answers all of them at the same time. An AI receptionist does not have a line that is busy, so peak season stops being the week you lose the most jobs.

The AI receptionist takes one Business seat: $32 a month billed yearly, or $45 month to month. That is the whole bill for it, with no per-minute meter, so a busy week costs the same as a quiet one. Every plan starts with a 3-day free trial. A human answering service typically charges $1,000 or more a month. Compare AI receptionists.

Yes. You can port your number to Allo and keep it, or keep it where it is and forward calls to your Allo line, for example only when nobody picks up or after hours. Callers dial the number they already know.

Minutes. You write its instructions in plain words, point it at your website so it learns your services and hours, connect your calendar and choose who it hands calls to. You can also set it up from Claude or ChatGPT with the Allo MCP, just by asking.