AI Receptionist for HVAC Companies
Frontivo is a 24/7 AI receptionist and answering service for HVAC companies. It answers every call, chat and text, prioritizes no-heat and no-cool emergencies, captures equipment details, books service calls and tune-ups on your calendar, and promotes your maintenance plan. Phone answering starts at $299/month on the Growth plan, with a 5-day free trial.
5-day free trial · No credit card · Keep your number
Our furnace stopped working and it's 20 degrees outside. We have a newborn.
I'm sorry — with a baby at home we'll treat this as urgent. Is the thermostat on heat and set above the room temperature? Any error light or clicking from the furnace?
It's on heat. The furnace is just silent.
Thanks. What's the address and ZIP code?
What can an AI receptionist do for an HVAC business?
No-heat / no-cool priority
Flags urgent calls — no heat in freezing weather, no AC in extreme heat, elderly or infants in the home — and routes them to your on-call tech or books the earliest slot.
Equipment details before the visit
Collects system type (central air, heat pump, furnace, boiler, mini-split), approximate age, brand if known and symptoms, so the tech arrives prepared.
Tune-ups and maintenance plans
Books seasonal tune-ups and explains your maintenance-plan benefits and price, turning one-time callers into members.
Replacement and installation leads
Qualifies replacement inquiries (age of system, home size, financing interest) and books an in-home estimate.
Peak-season overflow
Answers unlimited calls at the same time during heat waves and cold snaps — no busy signals, no hold music.
Thermostat and filter questions
Answers simple questions (reset steps, filter sizes, thermostat batteries) from your knowledge base, which can prevent unnecessary truck rolls.
Missed-call text-back and reminders
Texts back hang-ups and sends appointment reminders so fewer customers miss their window.
Why HVAC companies miss calls when it matters most
HVAC demand arrives in waves. The first heat wave of summer or the first freeze of winter can multiply call volume overnight — exactly when your techs are booked solid and your office line is ringing off the hook. Callers with no heat or no AC will not wait on hold. The company that answers first and gives a time usually gets the job, the replacement quote and the maintenance plan.
How does Frontivo handle a no-heat call on a freezing night?
A sample conversation. Prices and names are examples — Frontivo only quotes the prices and details you give it.
Caller
Our furnace stopped working and it's 20 degrees outside. We have a newborn.
Frontivo AI
I'm sorry — with a baby at home we'll treat this as urgent. Is the thermostat on heat and set above the room temperature? Any error light or clicking from the furnace?
Caller
It's on heat. The furnace is just silent.
Frontivo AI
Thanks. What's the address and ZIP code?
Caller
88 Pine Ridge Road, 80134.
Frontivo AI
You're in our service area. Our after-hours heating call is $149. Carlos, our on-call technician, can arrive by 9:30 PM Mountain. I'm booking that now and texting you a confirmation. Until then, keep interior doors closed and use safe space heaters only.
Caller
Thank you so much.
Frontivo AI
You're welcome. Carlos has been alerted and will call you when he's on the way.
How do you set up an AI receptionist for an HVAC company?
- 1
Tell Frontivo about your HVAC company: services, prices, hours and service area — type them in or import an FAQ or services page from your website.
- 2
Set your rules — what counts as urgent, when to transfer to a person, and which times can be booked — then test every channel in the Channel Tester.
- 3
Forward your business line (or get a new number) and paste one line of code to add the chat and voice widget to your website.
What to add to your knowledge base
- AC repair
- Furnace and heat pump repair
- Seasonal tune-ups
- Maintenance / membership plan
- System replacement estimates
- Ductless mini-split installation
- Indoor air quality (filters, humidifiers, purifiers)
- Thermostat installation
Works with the tools you already use
- Your business phone number. Forward your existing line, or get a new number.
- Google Calendar. Books real open slots, so nothing is ever double-booked.
- Website, SMS, WhatsApp, Instagram & Messenger. One AI answers on every channel with the same knowledge.
- Signed webhooks. Send every new lead and booking to the other software your HVAC company runs on.
What are missed calls costing your HVAC company?
Adjust the sliders to your own numbers.
Estimated revenue lost to missed calls
$7,794/month
An estimate based on your numbers. Frontivo answers every one of those calls, 24/7.
Stop losing these callsFrontivo vs voicemail vs an answering service for hvac companies
| Option | Cost | Hours | Books on your calendar | Knows your urgent calls | Channels |
|---|---|---|---|---|---|
| Voicemail | Free | 24/7 | Phone only | ||
| Human answering service | Per call or per minute | 24/7 | Phone only | ||
| In-house receptionist | Full-time salary | Business hours | One call at a time | ||
| Frontivo | Flat monthly plan | 24/7 | Phone, chat, SMS & social |
For HVAC the difference that matters most is peak-season capacity: an AI receptionist answers every call at once, while a human answering service or front desk gets overwhelmed on the hottest and coldest days.
How much does an HVAC answering service cost with Frontivo?
Most HVAC companies choose Growth ($299/month) for phone answering, booking, CRM and automations with 500 AI minutes. Companies with several trucks or seasonal spikes often choose Pro ($599/month, 2,000 AI minutes, multiple agents and team users). Starter ($99/month) is website chat only. All plans include a 5-day free trial.
Compare all plansAI receptionist for hvac companies: FAQ
Yes. You set the rules — for example outdoor temperature, vulnerable people in the home or a complete system failure — and Frontivo routes those calls to your on-call technician or the first available slot.
Yes. It explains the plan's benefits and price from your knowledge base and can offer it after booking a repair or tune-up.
Frontivo answers many calls at the same time, so nobody gets a busy signal. Your plan's included AI minutes are shown on the pricing page.
No. It collects symptoms and system details for your technician and can share simple troubleshooting steps you approve, but it never replaces a technician's diagnosis.
Yes. It qualifies the caller (system age, home size, financing interest) and books an in-home estimate with the right person.
Frontivo books into Google Calendar and its own appointment calendar, and sends every new lead and booking to your other tools — including field-service software — through signed webhooks. Ask us about your specific setup.
About 15 minutes for most businesses.
Stop missing hvac companies calls tonight.
Set up your AI receptionist in about 15 minutes — no credit card required.
5-day free trial · No credit card · Live in about 15 minutes