HVAC companies
AI automation for HVAC companies.
Every call answered. Every estimate followed up.
We build AI systems for HVAC companies that pick up what the office cannot get to: the call that comes in while every tech is on a job, the estimate nobody chased, the maintenance plan that lapsed. They run on the field service software you already use, and your people keep every price, every emergency and every exception.
- The audit
- Free
- Agent setup
- From $900, in hours
- Custom system
- From $2k
- Built on
- Your own software
Built by Claude Certified AI System Architects
Where the hours go
Six jobs the office never gets to.
01
Calls that come in while every tech is on a job and the office line is busy, most of all in the first heat wave and the first cold snap.
02
Replacement estimates that go out and are never followed up.
03
Maintenance agreements that come due with nobody reminding the customer.
04
After-hours messages that wait until morning.
05
The same job typed twice: once in the field service software, once in the books.
06
Review requests that go out only when someone remembers.
Lead follow-up
From a missed call to a booked job.
The caller still gets an answer, and the job lands on your board.
Example flow
- A missed callA text goes back at once, asking what is wrong and where.
- A text or a web formAfter hours or mid-job, answered the same way.
AI receptionist
- Text
- Voice
Works in your tools
- Your schedule
- Field service software
No heat, no cooling, a leak, a tune-up
- RoutineThe next open slots are offered, and the job lands on your board.
- Urgent or unclearA personYour on-call tech, at once, with what was said so far.
- Gas smell or CO alarmA personNever the system: leave the house, call the gas company or 911. A person is paged.
- A gas smell or a carbon monoxide alarm is never handled by the system. The customer is told to leave the house and call the gas company or 911, and a person is paged.
This is the AI receptionist, set up for HVAC. AI receptionist
How the setup goes
Set up in hours, not weeks.
From the free audit to an agent that answers for your HVAC company, in five steps.
- Step 01Start here
Free audit
A few questions about how your business runs: who calls, what they ask, what you book and where it goes wrong. The written assessment is yours either way.
You getA written assessment
- Step 02
What it has to know
We collect your hours, services and areas, the prices you publish and the questions you answer every week. You send what you have. We ask for the rest.
You getNothing invented: it only says what you gave it
- Step 03
Train
We write its instructions in your wording and set its rules: what it may answer, what it may book and what it must hand to a person.
You getAn agent that sounds like your business
- Step 04
Set up, with you
We connect your number, your calendar and the place your inquiries go. Then we call it together, and you hear it answer your own questions before any customer does.
You getA test you approve
- Step 05
Live, then tuned
It starts on the calls you choose: after hours, or only the ones nobody answered. In the first week we read the conversations with you and correct what it missed.
You getA first-week review
It goes live when you have heard the test calls and said yes.
Find what to automate firstWhat we automate
Four more, from the estimate to the invoice.
- An estimate, no reply
- Follow-up drafted
- Your advisor approves
- A yes becomes a job
Sales
Estimate follow-up
An estimate with no reply gets a follow-up drafted from the estimate itself. Your comfort advisor approves it before it sends. A yes becomes a job.
- A customer asks
- Read from the live schedule
- The schedule: answered
- Price, warranty, complaint: your dispatcher
Customer service
Schedule questions
When is the tech coming, and can we move it: answered from the live schedule. Anything about a price, a warranty or a complaint goes to your dispatcher.
- A reminder, with a way to book
- Booked
- No answer: the office's call list
Maintenance plans
Renewals and tune-ups
Plans coming due get a reminder with a way to book. The ones who do not answer go on a call list for the office.
- The job is closed
- Invoice raised and matched
- Paid
Unpaid: a reminder
Accounting and invoicing
Job closed to paid
The invoice is raised from the job and matched in the books. Unpaid invoices get a reminder on your schedule. Anything that does not match is flagged for your bookkeeper.
These work inside your field service software, so each is a custom system.
Your software
It runs on what you already use.
- Your field service software
- QuickBooks
- Sheets, Gmail, Slack
- Your AI system
- Calls and messages
- Estimates and renewals
- Invoices
ServiceTitan. Through ServiceTitan's API or its Zapier app. API access comes with some ServiceTitan packages only, and an administrator connects it.
Housecall Pro. Through Zapier, or through its API on the plans that include it.
Jobber. Through Jobber's API or its Zapier app, on the plans that include it.
FieldEdge. FieldEdge opens its API to approved partners only, so we check what is possible before anything is scoped.
QuickBooks, Google Sheets, Gmail, Slack. Already on the list of what we connect to.
What your plan allows is the first thing the free audit checks.
A tool or a build
Buy the feature when the feature is enough.
Your field service software has AI of its own now. ServiceTitan has Titan Intelligence and Atlas. Housecall Pro sells CSR AI, which answers calls and books jobs inside Housecall Pro. If you run one of them and it covers the job, switch it on, and we will say so in the audit.
Have something set up or built when the work crosses systems (the phone, the schedule, the books), when the rules are your own, or when the tool cannot see your board.
| Option | You pay | It does |
|---|---|---|
| Your software's own AI | Its add-on fee | What the vendor built, inside that software |
| An agent set up for you | From $900 to set up, then the minutes used | Answers, books and hands over, by your rules |
| A custom system | From $2k, scoped at 2 to 6 weeks | Follows up estimates, renews plans, closes the job in your books |
Your people
What the system never decides.
- 01
Emergencies. A gas smell or a carbon monoxide alarm goes to a person and to the emergency number, every time.
- 02
Prices, warranty calls and equipment recommendations. The system states a price you have published, such as a diagnostic fee. Everything else is your team's.
- 03
Consent for texts and calls. Automated texts and AI voice calls to customers need their consent under the Telephone Consumer Protection Act. In February 2024 the FCC ruled that an AI-generated voice counts as an artificial voice under that law. Replying to a customer who contacted you first is where these systems start. FCC: the TCPA applies to AI voices (opens in a new tab)
This is how we set it up, not legal advice.
What it costs
Two prices, both published.
The audit is free. You approve the price before anything is set up or built.
Start here
The free audit
Free
What to automate first in your HVAC company, in writing.
- Where the hours go, process by process
- What your field service software plan allows
- A plain recommendation: buy a tool, have it built, or leave it alone
Set up in hours
Agent setup
From $900
An AI receptionist for your calls and messages.
- It answers from the information you gave it
- It books into your calendar
- It follows your handover rules
- It is tested with you and reviewed in its first week
Scoped at 2 to 6 weeks
Custom AI system
From $2k
Built inside your field service software.
- Estimate follow-up
- Schedule questions, answered from the live schedule
- Maintenance plan renewals
- Job closed to paid, matched in your books
You pay the phone and voice provider directly for the minutes used.
FAQ
Questions from HVAC owners.
How much does AI automation cost for an HVAC company?
A simple agent setup, such as an AI receptionist that answers your calls and texts back the missed ones, costs from $900 and takes hours. A custom system, such as estimate follow-up or invoicing inside your field service software, costs from $2k and is scoped at 2 to 6 weeks. The audit that tells you where to start is free.
Does it work with ServiceTitan, Housecall Pro or Jobber?
Yes, through the connections your software offers: its API or Zapier. What is possible depends on your plan, so we check it in the free audit before anything is scoped.
Will it replace my dispatcher or my office staff?
No. It takes the calls, follow-ups and reminders nobody gets to, and hands your dispatcher anything that needs a decision.
What happens when someone calls at 2 a.m. with no heat?
The system asks what is wrong, recognises an urgent call and pages your on-call tech. A gas smell or a carbon monoxide alarm is sent to a person and the emergency number, never handled by the system.
Can it quote prices?
Only the ones you have published, such as a diagnostic fee or a tune-up. Estimates and anything on a replacement stay with your team.
Is this the same as an AI receptionist?
The AI receptionist is the part that answers your calls and messages and books the job. The rest of the work here follows up your estimates, renews your maintenance plans and closes the job in your books.
We run three trucks. Is this for us?
If missed calls are the problem, a simple agent setup costs from $900, and that is where a small shop starts. A custom system costs from $2k. If a feature your software already includes covers what you need, we will tell you in the audit.
What eats your week?
Tell us in one sentence. The audit is free.