HVAC answering service that books the job, 24/7
No cooling at 9 pm, 84 degrees in the house, and two companies that didn’t pick up: that caller books with whoever answers first. Make that you, even from a roof: the AI answering service for HVAC companies picks up, finds out whether it’s a no-cooling emergency or a tune-up, and books it onto your schedule while the caller is still on the line.
Call it now, say you run an HVAC company, then pretend to be a customer whose AC just quit and hear how it answers.
What it handles on an HVAC call
It works from the services, prices and rules you give it, so it answers the way your office would.
No cooling, no heat
It asks what's happening and since when, gets the address, and follows your rules for what counts as an emergency.
Tune-ups and maintenance
It books seasonal maintenance into open times, for the length each job really takes.
Repairs
It takes the symptom in the caller's own words (short-cycling, a new noise, water around the unit) so your tech knows what they're walking into.
New system estimates
If you do in-home estimates, it books the visit rather than guessing at a price for a new system.
Everyday questions
Your hours, the towns you cover, the brands you service, financing, your license number: whatever you've given it.
The questions it asks are yours. It starts from a short set for trades: the address (read back to check it), what's going wrong, how soon they need someone, and anything needed to get in, like a gate code, where to park or a dog. Add "What kind of system is it, and how old?" and it asks that too. Each answer is written down as it's given, so a caller who hangs up halfway still leaves you an address and a number.
Emergencies you define
You write down what counts as an emergency: no heat with an elderly person at home, no cooling in a heat wave, water pouring from the air handler. When a call matches, the assistant treats it as urgent and gets the name, number and address first. You get an email as soon as the call ends, marked Priority. It won't upgrade a routine call because the caller sounds upset, and it isn't a replacement for 911.
An emergency is never turned away because of where it is. If the address is outside the towns you cover, it takes an urgent message for you instead.
Quotes only what you approve
HVAC callers often ask "how much?" before anything else. The assistant answers only from prices you've approved, like your diagnostic fee, a tune-up or a filter change, exactly as your list says them. It never works out a price for a new system on its own. If you'd rather it never quoted on the phone, write that down, and that rule beats everything else it's been told.
Booking, arrival windows and service areas
A calendar comes with every plan. The assistant checks what's free, books the job for its real length, and can book a named tech or a crew. If you give two-hour arrival windows, it offers "between 8:00 and 10:00 AM" and never promises an exact time. List the towns you cover and pick the days you go to each, and it only offers those days there. Switch on address checks and it verifies the address before it books.
If a caller gives an email, they get a confirmation, and a reminder the day before. If you let it, existing customers can call to check, move or cancel a visit, and anyone can book themselves on your booking page, which every plan includes.
Hear it yourself
Call (949) 704-8377 and say you run an HVAC company. Then be the homeowner whose AC quit this afternoon with a baby in the house, and listen for whether it treats that as the emergency you would.
Sample call on the demo line
An example written out to show how a call like this goes. Not a real caller.
Assistant: This call is recorded for quality assurance, and you’re speaking with an AI assistant. Thanks for calling [your business]. How can I help?
Caller: Our AC stopped blowing cold around noon. It’s 84 in here and I have a newborn.
Assistant: I’m sorry, that sounds miserable. I’ll treat this as urgent. Can I get your name, the best number to reach you, and the address?
Caller: Dana Price, 555-0142, 18 Alder Court.
Assistant: That’s 18 Alder Court, is that right? The earliest opening is today between 4:00 and 6:00 PM. Shall I book it?
Caller: Yes, please.
Assistant: You’re booked for today between 4:00 and 6:00 PM, and the office has your call marked Priority.
What it costs
Phone plans start at $129.99 a month for 350 minutes, about 175 two-minute calls. Essential or Professional suits most service calls. Minutes are counted by the second, and your plan never upgrades itself. Every plan, add-on and price is on the Kwickly Answers pricing page.
HVAC answering service questions
Does it answer after hours and on weekends?
Yes. It answers 24/7, knows when you're closed, books into your next open times, and treats the emergencies you define as urgent.
How will I hear about an emergency call?
By email as soon as the call ends, marked Priority, with the caller's name, number, address and what's wrong. The call and its transcript are in your portal too.
Will it quote a price for a new system?
Only if you give it a price to say. If you'd rather see the home first, it books an in-home estimate instead.
Can it give out my license number?
Yes. Add your contractor's license number and it gives it out plainly when a caller asks to check it.
Can I keep my business number?
Yes. You forward your calls to your Kwickly Answers number, and your portal shows the steps for your phone company.