AI RECEPTIONIST
FOR HVAC CONTRACTORS.
The no-heat call at 2 am. The 98°F AC failure on a long weekend. CrewCall HQ picks up every HVAC emergency, takes down the equipment and address, quotes your after-hours rate from your own pricing doc, and pages your on-call tech in under 30 seconds — 24/7, 365 days a year.
The HVAC Problem
WHY HVAC SHOPS LOSE JOBS TO VOICEMAIL.
EMERGENCIES DON'T WAIT FOR OFFICE HOURS
No-heat calls come in at 2 am in January. By the time you check voicemail in the morning, your customer has already called three competitors and booked the first one who answered.
2 AM
Peak no-heat call time in winter
HEAT WAVES AND COLD SNAPS SPIKE CALL VOLUME
When it's 98°F or -20°F, your phone rings off the hook. You physically cannot staff for a call volume that hits 5× normal for 48 hours, and the customers you drop are the ones you need most.
5×
Call volume spikes during weather events
EVERY MISSED EMERGENCY IS A $500–$1,500 JOB
Emergency no-heat, no-cool, and after-hours diagnostic calls are your highest-margin work. Miss 3 a week and you're bleeding more than $100K a year in lost revenue — more than a full-time dispatcher's salary twice over.
$100K+
Lost per year from 3 missed emergencies / week
How It Works
HOW CREWCALL HQ HANDLES HVAC CALLS.
Urgent Keyword Escalation
Phrases like "no heat", "gas smell", "CO alarm", "burst pipe", and "furnace out" trigger an instant page to your on-call tech — phone and SMS — while the AI stays on the line to reassure the caller and collect details.
Quotes From Your Own Pricing
Upload your rate card and the AI quotes your exact prices — standard, after-hours, emergency, holiday. No generic scripts, no made-up numbers. Every quote is grounded in your own documents and updated the moment you re-upload.
Books Service & Maintenance
Seasonal tune-ups, install consultations, routine maintenance — CrewCall HQ collects address, equipment type, last service date, and preferred window, then drops the appointment into Google Calendar, Cal.com, ServiceTitan, Jobber, or HousecallPro.
Reads Your On-Call Schedule
Upload your weekly on-call rotation and CrewCall HQ knows exactly who to page right now. Configurable fallback: page the backup if primary doesn't acknowledge in 3 minutes, then roll to the office line.
Example Calls
REAL HVAC CALLS, HANDLED.
Caller: "My furnace is out and it's freezing in here. I've got two kids, I need somebody now."
CrewCall HQ: "I'm flagging this as urgent right now and paging Rick, our on-call technician. He'll call you back within 10 minutes. While we wait, can I grab your address and what kind of furnace you have?"
Caller: "Hi, do you install Daikin heat pumps? And do you offer financing?"
CrewCall HQ: "Yes — we install Daikin, Mitsubishi, and Fujitsu heat pumps, and we offer 0% financing for 12 months on approved credit. I can book you a free in-home estimate. Do Tuesday afternoons work?"
Caller: "I want to book my spring AC tune-up. I think I'm due."
CrewCall HQ: "Of course. I see you last had service in June. I can put you in for a spring maintenance on April 22 at 10 am or April 23 at 2 pm — which works better for you?"
HVAC FAQ
QUESTIONS FROM HVAC OWNERS.
Can CrewCall HQ handle no-heat and no-cool emergency calls?
Yes. You define the emergency keywords and phrases — "no heat", "no cool", "furnace out", "gas smell", "CO alarm", "burst pipe" — and CrewCall HQ instantly recognizes them, collects the caller's details and equipment type, and pages your on-call technician by phone and SMS before the caller even hangs up.
Does it quote my actual after-hours and service rates?
Yes. Upload your pricing sheet, service area map, and rate card, and CrewCall HQ uses RAG to quote your exact rates — standard, after-hours, holiday, emergency — from your own documents. No generic scripts, no made-up pricing. Update the PDF and the AI updates within 60 seconds.
Can it book into my existing scheduling software?
Yes. CrewCall HQ books directly into Google Calendar and Cal.com today, and into ServiceTitan, Jobber, and HousecallPro on the Enterprise plan. It collects address, equipment type, issue description, and preferred window, then drops the appointment into the right technician's schedule.
How does it handle our on-call technician rotation?
Upload your on-call schedule as a document and CrewCall HQ reads who is on-call right now, pages them first, and falls through to a backup tech or office line if there's no answer within a configurable timeout. Escalation rules are fully configurable — page order, retry count, and fallback behavior.
Does it handle Spanish-speaking customers?
Yes. Powered by ElevenLabs multilingual voices and Whisper speech recognition, CrewCall HQ handles English, Spanish, French, and more than 20 other languages — including dynamic language switching mid-call based on what the caller speaks first.
How much does it cost for a typical HVAC shop?
Most single-location HVAC shops run on our Pro plan at $199/month flat for unlimited inbound calls. Multi-location operations typically land on Enterprise starting at $499/month with custom integrations. See full pricing, or start with Pay As You Go at $0.15/minute while you pilot.
STOP LOSING EMERGENCY CALLS.
We'll set it up with your actual HVAC pricing, service area, and on-call schedule, and give you a test number to call. Free, no credit card.
Also Built For