Your HVAC Company's
AI Receptionist
Emergency calls don't wait for office hours. Our AI answers every call instantly, triages emergencies, dispatches your team, and books routine jobs — 24 hours a day, 365 days a year.
- Answers and triages emergency calls in under 1 second
- Books service appointments directly into dispatch
- Collects system info and job details upfront
- Handles after-hours overflow automatically
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HVAC Services AI Demo
Hear the agent triage an emergency call and dispatch a technician.
Transcript of the demo call
- Receptionist: Thanks for calling Apex HVAC Services. This is Mike. What's going on with your heating or cooling today?
- Caller: My air conditioner isn't working properly and it is very uncomfortable in the house because it's so hot outside.
- Receptionist: Alright, that sounds really uncomfortable. We'll try to help you get that sorted out.
- Receptionist: What city or zip code are you calling from so I can make sure you're in our service area?
- Caller: I am in Vaughan area, [postal code].
- Receptionist: Okay, thanks for that. Just so you know, we have an $89 diagnostic fee for our technician to come out and pinpoint the issue, but that's waived if you decide to go ahead with the repair. Does that sound okay?
- Caller: Yeah, is there any chance that you can waive the fee even if I didn't decide to go ahead with the repair?
- Receptionist: Yeah, I get why you're asking.
- Receptionist: The $89 really just covers the technician coming out, doing a full diagnosis, and letting you know exactly what's wrong and what it would take to fix it.
- Receptionist: If you do choose the repair, that fee's taken off the bill. Would you still like to book a visit so someone can come check the AC?
- Caller: So, do you want to know what's wrong? Do you want me to explain what's wrong with the AC?
- Receptionist: Got it. You can tell me what it's doing, but the actual diagnosis has to be done by the technician on site, and that's what the $89 fee covers.
- Receptionist: Do you want to go ahead and book a visit, or would you rather hold off for now?
- Caller: I would like to book it, but it's just the AC is running, but it's not blowing cold air anymore.
- Receptionist: All right, just so you know, we have an $89 diagnostic fee for our technician to come out and pinpoint the issue, but that's waived if you decide to go ahead with the repair. Does that sound okay?
- Caller: Yeah, but do you think you could do some plumbing as well?
- Receptionist: My apologies, we actually only handle heating, ventilation, and air conditioning, so we don't do plumbing or other general appliance work.
- Receptionist: Is there anything else with your AC or heating that you'd like help booking today?
- Caller: Do you need, do you not need more information from me to let the technician know what's going on?
- Receptionist: Yeah, you've already given the key info that it's running but not blowing cold air, and the technician will do the detailed checks on site.
- Receptionist: Just so you know, we have an $89 diagnostic fee for our technician to come out and pinpoint the issue, but that's waived if you decide to go ahead with the repair. Does that sound okay?
- Caller: Yeah, do you have, do you offer same-day service?
- Receptionist: Okay, just so you know, we have an $89 diagnostic fee for our technician to come out and pinpoint the issue, but that's waived if you decide to go ahead with the repair. Does that sound okay?
- Caller: Yes, but you keep saying that. I told you it's okay.
- Receptionist: My apologies. You're right. You already agreed to the fee. We have availability tomorrow. Would a morning or afternoon window work better for you?
- Caller: Morning what time? From what time until what time?
- Receptionist: Got it. We'll do a morning window. To book this in, I first need your full name.
- Caller: Tell me what the morning window entails, like around what time?
- Receptionist: All right. Our morning window is between 8 a.m. and 12 p.m. To lock that in, what's your first and last name?
- Caller: It's Mimi Anderson.
- Receptionist: Thanks, Mimi Anderson. What's the street address where the technician should come?
- Caller: It's [street address].
- Receptionist: Thanks. What's the best phone number to reach you for the appointment?
- Caller: It's [phone number].
- Receptionist: Perfect. We have you scheduled for a service visit tomorrow morning at [street address]. Our technician will call you when they're on their way.
- Receptionist: I have your number as [phone number]. Does that sound correct?
- Caller: Yes, can you also ask the technician to call half an hour before they're here?
- Receptionist: Thanks, Mimi. The technician will call ahead before arriving, and we'll note that you'd like about 30 minutes' notice. Have a good day, and we'll see you tomorrow morning.
24/7
Emergency Response
+140%
More Bookings
24/7
Emergency Response
+140%
More Bookings
<1s
Response Time
0
Missed Calls
Everything Your Business Needs
From emergency dispatch to routine maintenance booking — our AI handles every call so your team stays focused on the job.
Emergency Call Handling
No heat in winter, no AC in summer — every emergency call gets answered instantly, triaged by urgency, and dispatched to your on-call technician within seconds.
Service Scheduling
Routine maintenance, tune-ups, and installs booked directly into your dispatch calendar — 24/7. Customers get immediate confirmation without waiting on hold.
Instant Quote Collection
AI gathers system type, age, issue description, and property size upfront — so your technicians arrive with the right parts and your office can prep accurate estimates.
Maintenance Reminders
Automated seasonal tune-up reminders sent to your existing customers via SMS and email — turning one-time jobs into recurring annual service contracts.
Warranty & Parts Inquiries
Answers questions about warranties, service plans, filter replacements, and compatible parts — keeping customers informed without pulling your team off the job.
After-Hours Overflow
Your office closes but emergencies don't. The AI handles after-hours calls, dispatches urgent jobs, and logs non-urgent ones for the morning team.
Works Across All HVAC Services
Residential, commercial, emergency or planned maintenance — our AI adapts to your dispatch workflow and service catalogue.
How It Works
From emergency call to dispatched technician — in seconds.
Customer Calls In
Whether it's a broken furnace at midnight or a routine tune-up request, the AI answers instantly — no voicemail, no missed revenue.
AI Triages the Job
Identifies emergency vs. routine, collects system details, address, and availability — then routes urgently or adds to the schedule.
Job Dispatched & Confirmed
Technician is notified for emergencies. Routine jobs are booked in the calendar. Customer gets an SMS confirmation automatically.
Trusted by HVAC Companies
Service businesses that never miss a call — day or night.
"We were losing emergency calls every night when our office was closed. Sona now handles the after-hours line, dispatches our on-call tech, and even collects the job details upfront. Our response time went from hours to minutes."
Operations Manager
HVAC & Mechanical Services, Houston TX
"Bookings are up 140% since we stopped missing calls during peak season. The AI triages emergency vs. routine jobs automatically — our dispatch team just works the queue in the morning."
Owner
Climate Control Specialists, Phoenix AZ
HVAC AI Receptionist FAQ
What contractors ask before routing calls through the AI.
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