AI receptionist · HVAC
An AI receptionist for HVAC companies
AERIOX sets up an AI receptionist for HVAC companies that answers every call, day and night, in English or Spanish. It asks what the system is doing, gets the name and address, books the visit into your Google Calendar inside the hours you set, and emails you every call, marking no-heat and no-cool calls urgent. You keep your number. Plans start at $99 a month.
- Answers
- 24/7, English and Spanish
- Books into
- Google Calendar
- You get
- An email after every call, plus your portal
- Your number
- Stays yours, by call forwarding
- Price
- From $99/mo · setup included
Updated · AERIOX, LLC, Jupiter, FL
Why HVAC calls slip through
HVAC calls come in waves. The first hot week of the year, every unit that limped through spring quits, and the phone rings while your techs are on roofs and in attics. Evenings and weekends are when homeowners notice the house won't cool down, and that's when nobody is at the desk.
Most callers won't wait for a voicemail. In a CallRail survey of 1,000 US consumers (2025), 82% said they'd try a competitor after an unanswered call, and only 42% leave a voicemail at all. A CallRail benchmark cited by Plumber magazine puts the share of calls home-service businesses miss at about 14%.
What the AI receptionist does on an HVAC call
- Answers in your company's name, on the first ring, and opens with "This call may be recorded."
- Asks the questions your dispatcher would: is it blowing warm air or not running at all, is it the heat or the AC, what's the address, how soon do they need someone.
- Books the visit into your Google Calendar, only in the appointment types, hours and service area you set, after checking the time is still open.
- Or takes a message when the caller wants you, or when the job is outside what it can book, and marks it urgent when the caller says it can't wait.
- Emails you the booking or message in full, minutes after the call. Every call is also listed in your portal.
It quotes only the prices you give it, such as your diagnostic or service-call fee, and never guesses at a repair price. Anything else becomes a note for you.
A sample after-hours call
AIThanks for calling Harbor Air. This call may be recorded. How can I help?
CallerOur AC stopped cooling. Can someone come tomorrow morning?
AISorry to hear that. Is it blowing warm air, or not running at all?
CallerIt runs, but the air is warm.
AIGot it. I have tomorrow at 8 AM or 10 AM for a service visit. Which works better?
CallerEight. I'm Maria, 412 Palm Way.
AIYou're booked, Maria: tomorrow at 8 AM at 412 Palm Way. Anything else?
Harbor Air is a fictional business. The owner gets an email with the booking, and it's on their Google Calendar.
Where it stops
- It doesn't diagnose equipment or give repair advice. It gathers what the tech needs to know.
- It doesn't connect callers to you live, and it doesn't text anyone. Callers who want you get a message taken for a call back.
- It takes up to 2 calls at once. A third caller hears a short message asking them to call back.
- It tells callers it's an AI whenever they ask, and never pretends to be you.
What it costs for an HVAC shop
Voice plans are priced by how busy your phone is, not per seat. Every plan answers 24/7, books and emails you every call, and includes setup. The first month is paid upfront; after that it's month to month.
| Plan | Per month | Minutes | Calendars |
|---|---|---|---|
| Starter | $99 | 300 | 1 |
| Solo | $199 | 750 | 1 |
| Crew (most popular) | $299 | 1,200 | Up to 3 |
| Company | $499 | 2,500 | Up to 10 |
A shop with a crew or two on the road usually fits Crew: up to 3 calendars, so it can book by tech or by truck. See all plans or what an AI receptionist costs.