AI receptionist for HVAC companies

The no-heat callat 11 PM.

An AI receptionist for HVAC companies answers the after-hours call, books the visit into your calendar and sends you the summary. It says it is automated, speaks in your shop's words, and hands off to a person when your rules say so.

ProxMedia is an AI marketing agency in Denver. We install the AI systems that answer calls and book jobs for service businesses, and we build the websites, local SEO, Google profile and Meta ads behind them.

Book a free audit Hear it answer a call

After-hours callTue 11:08 PM

No heat, two kids at home.

"Thanks for calling. You've reached the after-hours line and I'm an automated assistant. I can get a tech scheduled. Is the furnace making any noise, or just not turning on?"

Example conversation, names made up. Not customer results.

What it does

What does an AI receptionist do for an HVAC company?

An AI receptionist for an HVAC company answers every call you cannot pick up, asks what is wrong, collects the address and a callback number, and books the visit into your calendar. It announces that it is automated, follows your hours and service area, and sends you a summary after every call.

No-heat and no-cool calls after hours, booked into the next slot your rules allow.
Tune-up and maintenance-plan requests taken during the day while the crew is on jobs.
Install and replacement inquiries captured with the details an estimator needs.

Who it is forHVAC shops where the owner or the dispatcher is also the phone.

Good to knowIt never diagnoses the system. It takes the symptom, the urgency and the details, then books or hands off.

Owner summary11:11 PM

Booked Wed 7:30 to 9:30 AM

Furnace not turning on, thermostat reads 58, two kids at home. Caller Dana M., 1842 Pine St.

Summary emailed to the owner

Example conversation, names made up. Not customer results.

The calls

Which HVAC calls does it handle, and which go to a person?

The AI receptionist books the routine HVAC calls on its own and routes the ones you define as emergencies to your on-call tech. You set the rules in the audit, in plain words, and change them when the season changes.

Which HVAC calls the AI receptionist handles and who receives them
Call type	What the AI receptionist does	Who gets it
No heat in winter, no cooling in summer	Takes the symptom, address and callback number, then books the first slot your emergency rule allows	On-call tech by phone, owner by summary
Furnace or AC making a noise	Books a diagnostic visit	Dispatcher, next morning
Tune-up or maintenance plan	Books the visit and notes the plan interest	Office
Install or replacement quote	Collects the home details and the best time for an estimator	Owner or estimator
Gas smell or a carbon monoxide alarm	Tells the caller to leave the home and call the gas utility or 911, then alerts you	You, immediately
Billing, warranty, an existing appointment	Takes a message with the account details	Office

Emergency ruleYours

Below 40°F outside and no heat:

book the first slot before 9 AM and call the on-call tech. Example rule. You write it in your words.

Example interface, not customer results.

Booking

Does it book into Housecall Pro, ServiceTitan or Jobber?

The AI receptionist books into your calendar, with the slots and buffers you allow. If you dispatch from Housecall Pro, ServiceTitan or Jobber, we scope that connection in the audit rather than promise it on a page, so the quote matches what gets built.

Your calendar, your slots, your buffers between jobs.
The booking and the caller's details land where your office already looks.
You keep your number. Calls forward to the AI after hours or on overflow.

Who it is forShops already running dispatch software, and shops still on a shared calendar.

Good to knowNothing changes on the customer's side. They call the number they always called.

Example booking confirmationA Denver HVAC shop

Booked Thu 10:00 AM

Diagnostic, AC not cooling. 2210 S Logan St.

Example conversation, names made up. Not customer results.

The script

What does it say to callers, and who approves the wording?

The AI receptionist opens by saying it is automated, then asks the questions you would ask. You approve every line before it goes live: the greeting, the emergency questions, the booking confirmation and the handoff. It never quotes a price you have not approved.

Your shop's name, hours, service area and the services you actually offer.
An approved answer for the questions you get every day: service fees, financing, the brands you install.
A handoff rule for anything outside the script, with the caller's details passed along.

Who it is forOwners who want the phone answered in their words, not a vendor's.

Good to knowChange the wording any time. Pause the whole thing with a text.

Example greetingYour words

"Thanks for calling Front Range Heating.

This is the after-hours line and I'm an automated assistant. I can book a visit or get a message to the team. What's going on?"

Example conversation, names made up. Not customer results.

Timing and cost

How long until it is live, and what does it cost?

An AI receptionist for an HVAC company is live in about two weeks after we get access to your number and calendar. The cost is a setup and a monthly, both in writing after a 30-minute audit, because the scope decides the price.

Week one: your hours, services, area, emergency rules and approved answers.
Week two: test calls with you, then the forwarding switch.
Owner alerts go by email, and by text once your business number clears carrier registration, which we set up with you.

Who it is forShops that want the phone covered before the next heating season, not after it.

Good to knowNo price on this page. The audit comes first and the quote follows it in writing.

How the quote works →

In writing, after the auditYour quote

A setup and a monthly.

What stays yours: your number, your calendar, your data, every approved line.

Example interface, not customer results.

The numbers

What do the numbers say about HVAC calls?

ServiceTitan measured the share of call leads its customers booked into jobs in June 2022. HVAC shops booked 38 percent of call leads, against a typical shop at 42 percent. HVAC booking rates ran higher in the shoulder seasons and lower in summer, when the phone is busiest.

That is vendor data from 2022, and it is not your number. It does say that the busiest month is the one where the fewest calls turn into jobs, which is the month an answered phone matters most.

Source: ServiceTitan, "Typical call-booking rate for ServiceTitan users?", Oct 25, 2022 (3,000+ US and Canadian trade businesses).

Read the note on booking rates by trade →

Call leads booked into jobs, June 2022Sourced

Plumbing43%

Electrical41%

HVAC38%

ServiceTitan customer data, June 2022. Typical shop across trades: 42%.

The rest of the system

The phone is one of seven.

The AI receptionist is the first fix for most HVAC companies. The lead replies, the review requests, the website and the ads sit on the same page.

Every system

Lead replies, review requests, reactivation, reporting and the website that books, in one list.

See the AI systems →

HVAC website design

The site the call lands on: fast on a phone, the booking path where the caller can find it.

See the website work →

Your math

Your calls, your close rate, your average job. The number is yours, not ours.

Open the calculator →

How it starts

Three steps.

Book the audit

A 30-minute audit

We go through your phones, your jobs and what you pay for now. We find the places leads slip through, then scope the right first fix.

No pitch on the first call.

Installed in your words

Your hours, services, area and tone. You approve every message before it runs. The first install is live in about two weeks.

Your number, your calendar, your data.

It runs, you get the summaries

Calls answered, jobs booked and reviews asked. You see what ran and pause anything with a text.

Change the wording whenever you need to.

Service areas

Denver first. Front Range too.

Based in Denver. Primary service area is Denver, Aurora, Littleton, Castle Rock, and Lone Tree, and we build for clients across the Front Range, from Greeley and Loveland to Fort Collins.

DenverAuroraLittletonCastle RockLone TreeCherry CreekGreeleyLovelandJohnstownFort Collins

Straight answers

What it says, what it books and what stays yours.

Updated October 29, 2026

Does the AI receptionist diagnose furnace or AC problems?

No. It takes the symptom, the urgency, the address and a callback number, then books the visit or hands the call to your on-call tech. Diagnosis stays with your technicians.

What happens on a no-heat call at night?

Your emergency rule decides. A common rule is: below a set outdoor temperature, book the first morning slot and call the on-call tech. The AI receptionist follows the rule you wrote and sends you the summary.

Can it text the homeowner a confirmation?

Confirmations go by email today. Text delivery switches on once your business number clears carrier registration, which we set up with you.

Do I have to change my phone number?

No. You keep your number. Calls forward to the AI receptionist after hours, on overflow, or whenever you choose.

Does it work with Housecall Pro or ServiceTitan?

It books into your calendar. If you dispatch from Housecall Pro, ServiceTitan or Jobber, we scope that connection in the audit so the quote matches what gets built.

Book a free audit

Thirty minutes on your phones, your jobs and your after-hours calls.

30 minutes.
No pitch on the first call.
You see the three places jobs leak.

Rather talk now? (720) 814-2371 or isaiah@proxmedia.co. You talk to Isaiah, the person doing the work.