# AI Receptionist & Answering Service for HVAC Source: https://insertchat.com/industries/hvac > Take no-heat, no-cooling, and tune-up calls when every technician is already booked. An AI receptionist for HVAC companies answers heating and cooling calls after hours and during rushes, using your services, service area, and maintenance plans. InsertChat’s assistant asks about the system’s symptoms, age, and fuel type, books tune-ups and diagnostic visits on your calendar, and flags no-heat emergencies and gas or carbon monoxide calls for your team. ## Turn a no-cooling call into a booked diagnostic visit Example workflow: Phone call. Illustrative scenario. Answers depend on your sources; actions depend on your connected tools and permissions. This is not a customer testimonial or measured result. A homeowner calls on the hottest afternoon of the summer, with every technician already on a job. > The AC is running but blowing warm air, and it’s 84 degrees upstairs. Can anyone come out today? ## Confirm you cover the job Check the caller’s ZIP code against your service area and confirm you work on their brand of central air. ## Ask what a technician would ask Collect the system’s age and the thermostat setting, and ask whether anyone at home is elderly or medically vulnerable. ## Book the first open slot Offer the next open diagnostic slots on your calendar. The summary lands in the shared inbox for whoever takes the job. ## Your team sets the boundaries Gas smells and carbon monoxide alarms are marked urgent for your team, and the caller hears your written instructions to leave the house and call 911 or the gas utility. ## What it handles for HVAC companies Handled by your assistant: - Fall furnace and spring AC tune-ups, booked from your open times - Maintenance plan questions, like what each visit covers and the member perks you list - Replacement and heat pump inquiries, with an in-home consultation booked - Thermostat problems and smart thermostat install requests - Diagnostic fee, service area, and weekend coverage questions Sent straight to your team: - No heat in freezing weather - No cooling in a home with an elderly or medically vulnerable person - A gas smell or a carbon monoxide alarm going off - Water leaking from the indoor unit - Complaints about a recent repair or installation ## What it asks and what it needs to know Details it collects: - Name, callback number, and service address - Heating or cooling problem, what the system is doing, and since when - Furnace, heat pump, central air, boiler, or ductless mini-split - Fuel type and the system’s approximate age - Thermostat setting and the temperature inside - Anyone at home who is elderly, an infant, or medically vulnerable - Whether they’re on a maintenance plan What to add to its knowledge: - Systems and brands you install and service - Service area, hours, and after-hours coverage - Diagnostic fees, tune-up prices, and maintenance plan perks - Your gas smell and carbon monoxide instructions for callers - How replacement consultations work and who runs them - Warranty terms and the financing options you offer ## Can an AI receptionist take no-heat calls on a winter night? Yes, and it sorts them by urgency. The assistant asks what the system is doing, what fuel it runs on, and how cold the house is getting. No heat in freezing weather, or a call about an elderly or medically vulnerable person, is flagged as urgent and your team is notified. Calls that can wait until morning get the next open diagnostic visit on your calendar. ## Will it quote a price for a new furnace or AC system? No. Replacement pricing stays with your comfort advisor. The assistant can share the diagnostic fee, tune-up price, and maintenance plan cost you add to its knowledge. For a new system, it asks about the home’s size, the current equipment, and what the caller wants to change, then books an in-home consultation. Rebate and tax credit eligibility questions go to your team, and InsertChat does not create quotes or proposals. ## How much does an AI receptionist for HVAC companies cost? InsertChat Pro costs $98 a month and includes one phone number, monthly credits, three AI assistants, and three team seats. Calls draw on those credits by the minute, rounded up. If your phones jump during a heat wave, run that week through the usage estimate on the pricing page rather than a quiet one. ## Can I keep the number on my trucks and equipment stickers? In the US and Canada, yes. Keep the number customers already have and forward its calls to InsertChat, so the sticker on a furnace still reaches you. Outside those two countries, pick a new InsertChat number, local or toll-free where available. Test the forwarding with a real call before peak season. ## Can it answer only after my office closes? Yes. Enter your weekly opening hours and time zone. While you’re open, calls ring your office as usual; after closing, the assistant answers. In peak season you can switch routing so it answers every call, or only the calls your office doesn’t pick up within 5 to 60 seconds. ## Can it book into the calendar my office already uses? Tune-ups can book into InsertChat’s built-in calendar or a connected Google Calendar, Outlook, Calendly, or Cal.com account. If your office schedules in separate field service software, the assistant collects the request and your team enters it there, with the call summary to copy from. ## Will members get a reminder before their tune-up? Once a tune-up is on the calendar, the customer can get a text or email reminder 72 hours and 24 hours before it. If the time stops working, they can call or text, and the assistant moves a visit it booked to another open slot. Seasonal outreach to members who haven’t booked stays with your office. ## Related features - [AI receptionist](https://insertchat.com/product/phone) - [After-hours answering](https://insertchat.com/product/after-hours) - [Scheduling](https://insertchat.com/product/scheduling) ## Broader industry - [Home services](https://insertchat.com/industries/home-services): Capture service requests while your team is on the job.