Trades· HVAC· Updated October 29, 2026
HVAC answering service: a virtual receptionist for HVAC companies
An HVAC answering service answers the phone for an HVAC company and books the next step. This virtual receptionist is the All Hours AI receptionist. It answers 24/7, including business hours. Included on Pro at $597 a month.
By Kyle Burt, Co-founder
Transcript
Quick answer
An HVAC answering service answers the phone for an HVAC company and books the next step. This virtual receptionist is the All Hours AI receptionist. It answers 24/7, including business hours. Included on Pro at $597 a month. A no-cool call in July does not wait. The homeowner phones two or three HVAC companies and books the first one that answers. That is on top of everything in Advanced: the website, lead inbox, follow-up, missed-call text-back, and review requests. Monthly billing has a one-time $597 setup fee. Quarterly and annual billing waive it.
What is an HVAC AI call service?
An HVAC AI call service is the AI receptionist. It answers calls, books the estimate, and texts a confirmation. Pro is $597 a month and includes the All Hours AI receptionist. Answers 24/7, including business hours. After Hours is $147 a month. Answers nights, weekends, and holidays. It does not answer during business hours. The office is in Lakewood Ranch, FL. We work with contractors in person across the Suncoast and Tampa Bay, and remotely anywhere in the US.
Does this work for contractors outside Florida?
The office is at 6901 Professional Pkwy E, Ste 232, Lakewood Ranch, FL 34240. The phone is (775) 297-0297. We work with contractors outside the 941. Most of our clients are on the Suncoast between Tampa and Fort Myers, and everything we build runs remotely, so distance isn't a limit. The service-area pages name Florida cities. Pro is $597 a month and includes the All Hours AI receptionist. Answers 24/7, including business hours. It answers in English and Spanish. Advanced is $297 a month and does not include the receptionist.
Live answering service vs an AI receptionist for HVAC
A live answering service is a person who answers and takes a message to pass along. What that person is allowed to book depends on the service. This page does not quote a live answering service's price. The virtual receptionist on this page is the All Hours AI receptionist. Picks up when you can't, in a natural voice, in English and Spanish. Add it to Advanced or get it on its own. Pro and Master include All Hours.
Pro is $597 a month and includes the All Hours receptionist, 1,000 minutes. Answers 24/7, including business hours. Qualifies the job and flags emergencies. Books estimates on your calendar. Transfers to you live when you're free. After Hours is $147 a month for 350 minutes, added to Advanced or on its own. Answers nights, weekends, and holidays. Takes the message and texts it to you. It does not answer during business hours. Advanced is $297 a month and does not include the receptionist.
What happens to an after-hours HVAC emergency call?
The All Hours receptionist qualifies the job and flags emergencies. Warm air, a system that will not start, or a burning smell at the air handler is the call that needs a person today. A replacement estimate, a maintenance plan, or a thermostat swap that can wait for a weekday appointment is a routine booking. It books the visit, and it can transfer to you live when you're free.
You set the after-hours rules. Missed calls still get a text within seconds, and you can route after-hours calls to ring your on-call tech so a true no-cool reaches a person. That text-back is included on Advanced and on Pro. On Pro, the All Hours receptionist answers 24/7, including business hours. After Hours is $147 a month for 350 minutes, added to Advanced or on its own. Answers nights, weekends, and holidays. Takes the message and texts it to you. It does not answer during business hours.
Example
Gulf Coast Air
Answered · Homeowner
2:14 PM
The AC is blowing warm and it's 85 in the house. Homeowner · 2:14 PM
This is Gulf Coast Air. That's a no-cool call. I'm flagging it and booking a tech. 2:14 PM
Can I hear the AI receptionist?
Yes. Listen to the AI receptionist on the homepage. The published sample is a roofing call. It shows the same receptionist taking a name and address, checking the calendar, and booking the visit. You can also call (775) 297-0297 to try the line.
The All Hours receptionist answers in a natural voice, in English and Spanish, and uses your greeting, your tone, and your call flow. It knows your services, your area, and your hours. Every call is logged in the lead inbox. The example on this page, Gulf Coast Air, is fictional and labeled Example.
Example on the homepage
(775) 297-0297
The published sample is a roofing call.
How does it handle a no-cool call versus a replacement estimate?
The All Hours receptionist qualifies the job and flags emergencies. Warm air, a system that will not start, or a burning smell at the air handler is the call that needs a person today. A replacement estimate, a maintenance plan, or a thermostat swap that can wait for a weekday appointment is a routine booking. It books the visit, and it can transfer to you live when you're free.
You set the after-hours rules. Missed calls still get a text within seconds, and you can route after-hours calls to ring your on-call tech so a true no-cool reaches a person. That text-back is included on Advanced and on Pro. Read the HVAC page, missed-call text-back for this trade, how missed-call text-back works, and after-hours answering for contractors.
- 1Call comes in
- 2Answered
- 3Qualified
- 4Booked
- 5Text confirmation
- 6Shows in the lead inbox
No-cool · Today. Visit booked.
Does it book onto your dispatch board or your calendar?
It books the visit on your calendar. The customer gets a confirmation and a reminder by text. If you already run ServiceTitan, Housecall Pro, or Jobber, Contractor Systems connects so the lead is in the tool you dispatch from. The HVAC page already describes booked calls landing with the customer's name, address, and issue. It does not replace those products. The same connection covers FieldEdge and Service Fusion.
Roofing companies and plumbers use the same receptionist with their own call flow. The full list is on integrations. The full list is on integrations. Plumbers can read the plumber receptionist page.
Calendar
The visit lands on your calendar, with a confirmation and a reminder by text.
Your tools
ServiceTitan, Housecall Pro, Jobber, FieldEdge
Contractor Systems connects. It does not replace those products.
Lead inbox
Every call is logged, with what the homeowner said.
What is the difference between Pro and Advanced?
Advanced is the website, the leads, the follow-up, and the reviews, and your office still answers the phone between jobs. Pro is that system with no-cool calls and estimate requests answered. Pro includes 1,000 receptionist minutes a month, about 500 calls a month and roughly 17 a day if calls average 2 minutes across a 30-day month.
All Hours
Answers 24/7, including business hours
English + Spanish
English and Spanish
1,000 minutes
1,000 minutes
Emergency flagging
Flags emergencies
Live transfer
Transfers live when you're free
Pro
$597/mo
The receptionist is included.
$597 setup on monthly billing, waived quarterly and annual.
| Advanced | Pro | |
|---|---|---|
| Price | $297/mo. $297 setup on monthly billing, waived quarterly and annual. | $597/mo. $597 setup on monthly billing, waived quarterly and annual. |
| Included | Custom website, lead inbox, automatic follow-up, missed-call text-back, review requests, tracked business number, booking and reminders. | Everything in Advanced, plus the All Hours AI receptionist, AI website chat that books estimates, past-customer reactivation, and a drafted reply to every Google review. |
| Receptionist | Optional. After Hours is $147/mo for 350 minutes (about 6 calls a day). Answers nights, weekends, and holidays. It takes the message and texts it to you. It does not answer during business hours. All Hours is $297/mo. Answers 24/7, including business hours. | Included. All Hours, 1,000 minutes. Answers 24/7, including business hours. Qualifies the job, flags emergencies, books the visit, and transfers live when you're free. |
| Reviews | Every customer gets asked after the job, and every customer gets the Google review link. | The same review request, plus a drafted reply to every Google review. |
Extra minutes are $47 per 300 minutes. Call counts assume 2-minute calls and a 30-day month. Full figures are on pricing.
Questions
What is an HVAC answering service?
An HVAC answering service answers the phone for an HVAC company, qualifies the job, and books the next step. The virtual receptionist on this page is the All Hours AI receptionist. Pro is $597 a month and includes the All Hours receptionist, 1,000 minutes. Answers 24/7, including business hours. Qualifies the job and flags emergencies. Books estimates on your calendar. Transfers to you live when you're free. After Hours is $147 a month for 350 minutes, added to Advanced or on its own. Answers nights, weekends, and holidays. Takes the message and texts it to you. It does not answer during business hours. Advanced is $297 a month and does not include the receptionist.
What is an HVAC contractor answering service?
An HVAC contractor answering service is that same virtual receptionist for an HVAC company. It books the visit on your calendar. The customer gets a confirmation and a reminder by text. If you already run ServiceTitan, Housecall Pro, or Jobber, Contractor Systems connects so the lead is in the tool you dispatch from. The HVAC page already describes booked calls landing with the customer's name, address, and issue. It does not replace those products. The same connection covers FieldEdge and Service Fusion. Pro is $597 a month and includes the All Hours receptionist, 1,000 minutes. Answers 24/7, including business hours. Qualifies the job and flags emergencies. Books estimates on your calendar. Transfers to you live when you're free. Advanced is $297 a month and does not include the receptionist.
What is an HVAC receptionist service?
An HVAC receptionist service on this page is the AI receptionist: software that answers in a voice, in English and Spanish. Pro is $597 a month and includes the All Hours receptionist, 1,000 minutes. Answers 24/7, including business hours. Qualifies the job and flags emergencies. Books estimates on your calendar. Transfers to you live when you're free. Advanced is $297 a month and does not include the receptionist. This page does not quote a price for a live answering service.
What is an HVAC virtual receptionist?
An HVAC virtual receptionist is the All Hours AI receptionist. It is not a person at a call center. Picks up when you can't, in a natural voice, in English and Spanish. Add it to Advanced or get it on its own. Pro and Master include All Hours. Pro is $597 a month and includes the All Hours receptionist, 1,000 minutes. Answers 24/7, including business hours. Qualifies the job and flags emergencies. Books estimates on your calendar. Transfers to you live when you're free.
What is the difference between a live answering service and an AI receptionist for HVAC?
A live answering service is a person who answers and takes a message to pass along. What that person is allowed to book depends on the service. This page does not quote a live answering service's price. The virtual receptionist on this page is the All Hours AI receptionist. Picks up when you can't, in a natural voice, in English and Spanish. Add it to Advanced or get it on its own. Pro and Master include All Hours. Pro is $597 a month and includes the All Hours receptionist, 1,000 minutes. Answers 24/7, including business hours. Qualifies the job and flags emergencies. Books estimates on your calendar. Transfers to you live when you're free. After Hours is $147 a month for 350 minutes, added to Advanced or on its own. Answers nights, weekends, and holidays. Takes the message and texts it to you. It does not answer during business hours. This page does not quote a price for a live answering service.
What happens to an after-hours HVAC emergency call?
You set the after-hours rules. A no-cool call is the emergency this page is built around. The All Hours receptionist qualifies the job and flags emergencies. Warm air, a system that will not start, or a burning smell at the air handler is the call that needs a person today. A replacement estimate, a maintenance plan, or a thermostat swap that can wait for a weekday appointment is a routine booking. It books the visit, and it can transfer to you live when you're free. You set the after-hours rules. Missed calls still get a text within seconds, and you can route after-hours calls to ring your on-call tech so a true no-cool reaches a person. That text-back is included on Advanced and on Pro. On Pro, the All Hours receptionist answers 24/7, including business hours. After Hours is $147 a month for 350 minutes, added to Advanced or on its own. Answers nights, weekends, and holidays. Takes the message and texts it to you. It does not answer during business hours.
Is the AI receptionist only for HVAC companies?
No. Pro is the same price for every trade. This page is the HVAC version: no-cool calls, maintenance, and replacement estimates, plus ServiceTitan, Housecall Pro, Jobber, FieldEdge, and Service Fusion. Plumbers and roofers get the same receptionist with their own greeting and call flow. HVAC · Missed-call text-back · Plumbers.
What happens if I use all the receptionist minutes?
Add more in blocks of 300 minutes for $47. You get a heads-up before you run out. There are no per-minute overage rates.
Can I add the receptionist to Advanced later?
Yes. Stay on Advanced at $297 a month and add the After Hours receptionist for $147 a month (350 minutes) or the All Hours receptionist for $297 a month (1,000 minutes). Answers nights, weekends, and holidays. It does not answer during business hours. Answers 24/7, including business hours. The Pro package already includes the All Hours receptionist. You can switch packages at any time. Changes take effect on your next billing date.
Does every customer get the Google review link?
Yes. Every customer gets asked after the job, and every customer gets the Google review link. If a customer is unhappy, they can also tell you privately so you can follow up. The Google link stays available either way. Pro also drafts a reply to every Google review.
Every no-cool call answered, including Sunday afternoon.
Pro is $597/mo and includes All Hours. No contracts on monthly or quarterly plans. Annual plans are paid up front for the year.