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HVAC Answering Service & AI Receptionist for HVAC Companies

Frontivo.io is a 24/7 AI receptionist and answering service for HVAC companies. It answers calls, chats and texts, 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 $99/month; phone, website chat and text together are $299/month. Every plan starts with a 14-day free trial and no credit card.

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14-day free trial · No credit card · 14-day money-back on your first payment · Keep your number by forwarding it · What HVAC companies say

Answered in seconds

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 HVAC answering service run by AI do?

  • No-heat / no-cool priority

    Flags urgent calls — no heat in freezing weather, no AC in extreme heat, elderly or infants in the home — then alerts your team right away or books the earliest slot (live transfer to your on-call number is on every phone plan).

  • 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 many calls at the same time during heat waves and cold snaps, so callers are not stuck on a busy signal or hold music, within your plan allowance.

  • 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.

Real clients

What HVAC companies say about Frontivo.io

“Frontivo.io has been an absolute game-changer for our business. The AI receptionist handles routine calls seamlessly, ensures we never miss a lead, and sounds remarkably natural. Setup was straightforward, and our customers love how responsive it is. Highly recommend to any business looking to streamline their customer service!”

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Every quote is from a real Frontivo.io client who agreed to be named. We never write or edit reviews.

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 often won't 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.io handle a no-heat call on a freezing night?

Prices and names are examples — Frontivo.io only quotes the prices and details you give it.

  1. Caller

    Our furnace stopped working and it's 20 degrees outside. We have a newborn.

  2. AI receptionist

    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?

  3. Caller

    It's on heat. The furnace is just silent.

  4. AI receptionist

    Thanks. What's the address and ZIP code?

  5. Caller

    88 Pine Ridge Road, 80134.

  6. AI receptionist

    Thanks. And what name and email should I put this under?

  7. Caller

    Jenna Wright, jenna.wright@example.com.

  8. AI receptionist

    You're in our service area. Our after-hours heating call is $149, and the next opening is 9:30 PM Mountain. Shall I book it?

  9. Caller

    Yes, please.

  10. AI receptionist

    You're booked for 9:30 PM Mountain, and I've sent you a confirmation. I've also flagged this for our on-call team right now, and they'll follow up with you shortly. Until then, keep interior doors closed and use safe space heaters only.

How do you set up an AI receptionist for an HVAC company?

  1. 1

    Tell Frontivo.io about your HVAC company: services, prices, hours and service area — type them in or import an FAQ or services page from your website.

  2. 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. 3

    Forward your business line (or get a new Frontivo.io number: in seconds in the US and Canada, after a documents check in most other countries) 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 & Outlook Calendar. Checks live availability before it books, so slots aren't double-booked.
  • Website chat, text, Instagram, Messenger & email. One AI receptionist answers on every channel with the same knowledge (Instagram, Messenger and email are on Growth, or each on its own single-channel plan). WhatsApp is coming soon.
  • Zapier, webhooks and API. Send every new lead and booking to the other software your HVAC company runs on through Zapier, Make, signed webhooks or the API (on Growth). Google Sheets and Slack or Teams alerts work on every plan.

What are missed calls costing your HVAC company?

Adjust the sliders to your own numbers.

20
30%
$300

Estimated extra revenue if those callers book

$7,794/month

Phone Only plan
-$199
Net per month
$7,595

Pays for itself after 1 job a month.

An estimate from your own numbers, not a promise. Prices in US dollars.

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Frontivo.io vs voicemail vs an answering service for HVAC companies

  • Voicemail

    Cost
    Free
    Hours
    24/7
    Books on your calendar
    No
    Knows your urgent calls
    No
    Channels
    Phone only

  • Human answering service (Ruby, Smith.ai)

    Cost
    Ruby from $250/mo for 50 minutes; Smith.ai from $300/mo for 30 calls
    Hours
    24/7
    Books on your calendar
    Often (Calendly or Google Calendar)
    Knows your urgent calls
    Follows your script
    Channels
    Phone; live chat or texts with some providers

  • In-house receptionist

    Cost
    About $4,500/mo in the US (median pay $38,010/yr plus benefits)
    Hours
    Business hours
    Books on your calendar
    Yes
    Knows your urgent calls
    Yes
    Channels
    One call at a time

  • Frontivo.io

    Cost
    From $99/mo for phone; $299/mo for phone, chat and text; usage included
    Hours
    24/7
    Books on your calendar
    Yes
    Knows your urgent calls
    Yes
    Channels
    Phone, chat, text, email, Instagram & Messenger WhatsApp is coming soon.

Swipe the table sideways to see every column →

OptionCostHoursBooks on your calendarKnows your urgent callsChannels
VoicemailFree24/7Phone only
Human answering service (Ruby, Smith.ai)Ruby from $250/mo for 50 minutes; Smith.ai from $300/mo for 30 calls24/7Often (Calendly or Google Calendar)Follows your scriptPhone; live chat or texts with some providers
In-house receptionistAbout $4,500/mo in the US (median pay $38,010/yr plus benefits)Business hoursOne call at a time
Frontivo.ioFrom $99/mo for phone; $299/mo for phone, chat and text; usage included24/7Phone, chat, text, email, Instagram & Messenger WhatsApp is coming soon.

Sources: Ruby and Smith.ai pricing pages (checked November 10, 2026); US Bureau of Labor Statistics, Occupational Outlook Handbook: Receptionists (2025 median pay) and Employer Costs for Employee Compensation (June 2026, benefits 30% of compensation). US prices from the sources above; other providers and countries vary. Frontivo.io prices are in US dollars.

For HVAC the difference that matters most is peak-season capacity: an AI receptionist answers many calls at once, while a human answering service or front desk can get overwhelmed on the hottest and coldest days.

How much does an HVAC answering service cost with Frontivo.io?

Phone Only is $199/month: 300 AI voice minutes (about 100 calls), live call transfer to your on-call number, missed-call text-back and appointment reminders. HVAC companies who also want website chat and texting choose Starter ($299/month): 300 AI voice minutes (about 100 calls), 300 website chats and 300 AI text replies, plus the Leads and Customers pages. Teams that also want Instagram, Messenger and email choose Growth ($549/month) for every channel on sale, with 450 minutes (about 150 calls), 600 conversations and 500 text replies, plus review requests, follow-up texts and analytics. Calls and website chat work from day one; texting switches on after carrier approval for your number. Annual plans save 15%, extra usage is billed per unit or can be set to pause at your allowance, and every plan starts with a 14-day free trial with no card and no setup fee (your phone number is connected when you subscribe). Other single-channel plans start at $99/month. Several locations or 1,500+ minutes a month? Talk to us about a custom plan. Prices in US dollars.

Compare all plans

FAQ

HVAC Companies: FAQ

Straight answers about how Frontivo.io works for HVAC companies.

  1. Yes. You set the rules — for example outdoor temperature, vulnerable people in the home or a complete system failure — and Frontivo.io flags those calls and alerts your team right away or books the first available slot (live transfer to your on-call number is on every phone plan).

Still have questions?

Pick whatever's easiest. We're happy to help.

Ask our AI receptionistInstant answers, 24/7Talk to salesTeams, locations, custom setupsEmail supportsupport@frontivo.io

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Your AI receptionist is ready

Answer calls 24/7.

Website chat can be live in about 15 minutes. In the US and Canada, call your AI on a free test number during the trial; your own number is connected when you subscribe. 14-day free trial, no credit card required.

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Several locations, a team, or a custom setup? Talk to sales