For HVAC companies
The HVAC Answering Service That Never Misses A Call. It Books The Job.
A no-AC call in a July heat wave doesn’t wait for Monday — it dials your competitor. Inboxsmith answers every call for you — a done-for-you AI receptionist built for HVAC companies:
- ✓Every call answered 24/7 — booked, not just taken as a message
- ✓Emergency triage tuned for HVAC — no-heat, no-AC, and everything routine
- ✓One flat monthly price with the calls included — no per-call pricing, no overage surprises
Keep your number · No risk · Cancel anytime
Watch A Missed Call Get Saved
Sixty seconds, start to finish — sound on.
The Play-By-Play
Every beat of that call — the caller’s side, and the dispatch side working behind it.
Example — how a typical after-hours call goes.
9:47 PM · 📞 Call · Incoming · After hours
Inboxsmith: Thanks for calling Summit Air & Heating. I’m the automated dispatcher, and this call is recorded. What’s going on?
Caller: My AC just died and it’s 92° in here. Can anyone come out tonight?
9:47 PM · 📞 Call
Inboxsmith: That qualifies as an emergency — what’s the address?
Caller: 412 Maple Court, Fairview 07022 — off Route 9.
9:48 PM · 📞 Call + 🛠️ Dispatch
Inboxsmith: Got it — I’m pinging the on-call tech right now. They’ve got 60 seconds to respond, so hang tight. If they’re free, they head your way tonight.
To Mike · on-call tech: Emergency: no AC at 412 Maple Court, Fairview 07022. Can you take it tonight? 60 seconds to claim it.
System: Waiting on Mike to confirm — 0:60 ⏳
9:48 PM · 📞 Call · During the wait
Inboxsmith: While we wait — what’s your first name, and the best number to reach you?
Caller: Dana. 555-0142.
9:49 PM · 🛠️ Dispatch → 📞 Call
Mike: I’ll take it. 35 minutes out from Maple Court.
Inboxsmith: Good news, Dana — Mike’s on his way, about 35 minutes out. You’re set for tonight.
9:49–9:50 PM · 📞 Call + 🛠️ Dispatch
Inboxsmith: Any special directions or notes for Mike — anything that’d help him find you easier?
Caller: Google Maps points to the front of the street — I’m at the end on the right. There’s a Ford truck in the driveway.
Inboxsmith: Confirmed — Mike’s en route, ETA ~10:25 PM. Dana’s number and directions are on his phone; call summary emailed to the office.
If Mike doesn’t respond in 60 secondsThe dispatcher asks the caller right on the line: “Are you available between 8 and 10 tomorrow morning?” — and books the first morning window. Your office confirms.
If Mike frees up a few minutes lateHe’s already got Dana’s name and number — he calls her directly and still takes the job tonight.
$397/mo flat
Everything included — booking, transfers, triage
600 calls
Approx. per month, based on average call times (about 1,800 minutes included)
24/7
Nights, weekends, and overflow answered
The Calls That Decide Your Season
Answered while everyone else’s phone goes to voicemail.
January · 2:07 AM
No heat, newborn in the house
2:07 AM · 📞 Call
Answered & triaged as an emergency
Name, address and the problem captured
2:08 AM · 🛠️ Dispatch
On-call tech pinged
60 seconds to claim it — job details on their phone
2:12 AM · 🛠️ Dispatch
Tech confirms — heading out tonight
Nobody free? First morning window, office confirms
July heat wave · Overflow
No AC, office line busy
11:02 AM · 📞 Call
Overflow answered while your line is busy
Caller never hits voicemail
11:04 AM · 📞 Call
Same-day window offered
Your office confirms the time
11:05 AM · 🛠️ Dispatch
Your office pinged with the job details
Saturday · New customer
Weekend tune-up quote
Sat 3:40 PM · 📞 Call
Answered — job details captured
Instead of your competitor’s voicemail
Sat 3:43 PM · 📞 Call
Monday-morning window offered
Your office confirms Monday
Mon 8:00 AM · 🛠️ Dispatch
Your office opens with the job details waiting
Want the real thing? Start the free 7-day pilot and hear it on your own line.
What Happens To The Calls You Can’t Answer?
Every shop already handles missed calls one of four ways:
Answer everything yourself
Every ring interrupts a changeout, and after 6 PM the phone keeps going. You didn’t start a business to be chained to it.
Jobs lost every time you’re in an attic or on a rooftop unit.
Let it go to voicemail
A no-heat caller at 2 a.m. doesn’t leave a message — they hang up and dial the next HVAC company on the list.
The job is gone before you even hear the voicemail.
Hire a per-call answering service
A message-taking service bills per call, and booking and overage often cost extra on top.
The busier your season, the bigger the bill.
Set up a DIY AI tool yourself
The self-serve AI receptionists work — if you spend nights configuring greetings, calendars and routing, then keep tuning them.
Your evenings — and calls handled wrong while you tinker.
The fifth way: done for you.
Inboxsmith is built, tuned and run for you — triage tuned for HVAC emergencies. It answers 24/7, books the job into a window your office confirms, and pings your on-call tech in under a minute — for one flat price, with the calls included.
Simple, Flat Pricing
One flat, done-for-you plan — we build it, tune it, and run it for you. Calls, transfers and booking included; no per-call fees.
The done-for-you plan
Done-for-you
$397/mo
We build your receptionist, tune the emergency triage for HVAC, and run it for you every month — you configure nothing. Includes ~600 calls, live transfer to your crew, and in-call booking.
Start my 7-day pilotOne-time setup fee
- Annual contractSetup fee waived — best valueFree
- 6-month term50% off the $997 setup$498.50
- Month-to-monthNo commitment$997
Sign an annual contract and the $997 setup is waived entirely.
No self-serve tiers and no per-call plans — one done-for-you service, built and run for your shop.
We size the bucket so a typical shop won’t hit overage — ~1,800 minutes is about 20 three-minute calls a day. If a blockbuster month happens, it’s a flat $0.20/min — never per-call billing.
HVAC Answering Service Questions
What is an HVAC answering service?+
An HVAC answering service picks up the calls your office can’t — after hours, weekends, and overflow when your line is busy. Traditional services use call-center agents to take messages. Inboxsmith is an AI receptionist — an HVAC virtual receptionist that holds a real conversation: it triages the emergency, books the job, and pings your on-call tech.
How much does an HVAC answering service cost?+
Inboxsmith is one flat, done-for-you price: $397 a month with approx. 600 calls included, based on average call times (about 1,800 minutes). Live transfer to your crew, in-call booking and emergency triage all come with it — no per-call fees. There’s a one-time $997 setup, waived on an annual contract, and overage is a flat $0.20 a minute.
What’s the difference between AI and live HVAC answering services?+
Live services put a human call-center agent on your line — a good fit when you want a person, and the meter typically runs per call or per minute. Inboxsmith answers 24/7 with no hold and no per-call meter, always discloses it’s automated, and follows your rules exactly: triage the emergency, book the window, ping your on-call tech.
Can it handle emergency HVAC calls?+
That’s the core of it. A no-heat call in January or a no-AC call in a July heat wave gets triaged as an emergency: your on-call tech is pinged with the job details and gets 60 seconds to claim it, while the caller stays on the line. Nobody free? It books the first morning window, and your office confirms.
Can it schedule appointments for my HVAC business?+
Yes — it books appointments and schedules jobs the way you choose. Out of the box, it offers a time window and your office confirms. Prefer it to commit firm appointment times, or quote from your approved price list? We set that up for you during onboarding. It never invents a price or a time it wasn’t given.
What about seasonal call surges?+
It answers many calls at once, so a spike in call volume — the first heat wave of July, a January cold snap — never hits a busy signal. Every caller gets answered while your office line is slammed. And because the price is flat with about 1,800 minutes included, a big season doesn’t turn into a big bill.
Does it work with my HVAC software?+
It doesn’t need your software to start. From day one, job details land on your on-call tech’s phone and a summary of every call is emailed to your office. If you run field-service or calendar software, we scope what to connect during onboarding — it’s part of the done-for-you setup.
Is an answering service worth it for HVAC companies?+
Run the math on one missed emergency: an after-hours no-AC call that books with your competitor is a repair you never quoted — and sometimes the replacement that follows it. At $397 a month flat, a single saved emergency call can cover the cost many times over. The free pilot lets you count the recovered calls yourself.
How fast can I go live?+
Most shops are live in a few days: one short kickoff call, we build and tune your receptionist for HVAC, you approve a few sample calls, then we flip your call forwarding. You configure nothing — and you keep your existing business number, so nothing on your trucks, cards or listings changes.
Is there a free trial?+
Yes — a free 7-day pilot on your overflow and after-hours calls, up to 7 days or 300 minutes, whichever comes first. A card on file verifies you’re a real business; you’re never charged during the pilot. You get a full report of the calls it answered, so you can hear it on your own line before you commit.
Stop Losing HVAC Calls To Voicemail.
See what Inboxsmith looks like on your phones with a free 7-day pilot — we answer the overflow and after-hours calls you’d otherwise lose and send you a full report of the missed calls that came in.
Keep your number · No risk · Cancel anytime
The free pilot runs up to 7 days or 300 minutes, whichever comes first. A card on file verifies your business — you’re never charged during the pilot.