The AI receptionist for HVAC companies, built for the first cold night of the year
When the first freeze or the first heat wave hits, your phone rings more than any person can answer. Gwen picks up every call, puts safety first when it matters, moves families with infants or elderly relatives to the top of the list, and fills your schedule with the rest.
$297 a monthNo setup feeCancel anytime
What Gwen does with each kind of call
Safety comes first on anything dangerous. Everything else gets booked the way you'd book it yourself.
UrgentCarbon monoxide alarm
She tells the caller to get everyone outside into fresh air right away and call 911, and not to go back in until the fire department says it's safe. Then she takes a callback number.
UrgentGas smell near the furnace
She tells the caller to leave the home now, skip the light switches, and call 911 or the gas company from outside before anything else.
UrgentNo heat in freezing weather
She asks whether anyone elderly, an infant or someone who's ill is in the home and marks it urgent so you can decide who goes first.
UrgentNo AC in extreme heat
Same triage for heat: vulnerable people go to the top, and she tells callers to move somewhere cooler and call 911 if anyone feels confused, faint or very hot.
RoutineBurning smell or strange noises
She has the caller switch the system off at the thermostat, and if there's smoke, leave and call 911. Otherwise she books the soonest visit you offer.
RoutineTune-ups, filters and estimates
Maintenance visits and replacement estimates get booked with the system type, age if the caller knows it, and a preferred window.
A call Gwen answers while you're on a job
Every request lands in your email with the full conversation, so you call back already knowing the address, the problem and how urgent it is.
What she asks every caller
- Name, address and the best number to call back
- Heating, cooling or both, and what the system is doing
- Gas or electric heat, if the caller knows
- Whether anyone elderly, an infant or someone who's ill is in the home
- The indoor temperature right now, if they can check
- A preferred time, if it isn't an emergency
GwenThanks for calling Summit Heating and Air. This is Gwen, the AI assistant, and this call is recorded so the team can follow up. How can I help?
CallerOur furnace stopped and it's 50 degrees in the house. My mom lives with us, she's 84.
GwenI'm sorry, let's get someone out to you. Is there any smell of gas or a carbon monoxide alarm going off?
CallerNo, nothing like that. Just cold.
GwenOkay. I've marked this urgent and noted that someone elderly is in the home. Can I get your address and the best number to reach you?
Careful with your name
Gwen only says what your website says. When she doesn't know, she hands the question to you instead of guessing.
- Tell a caller to restart or reset a furnace, pilot light or breaker.
- Quote prices for repairs or new systems unless they're on your website.
- Promise an arrival time, even on the coldest night.
- Give medical advice. For anyone feeling unwell, she tells the caller to call 911.
Your phone still rings first
You keep your number. Turn on forwarding for the calls you don't pick up, and only those go to Gwen. Our call forwarding guides show the exact steps for Verizon, AT&T, T-Mobile, iPhone and Android.
Hear Gwen answer as your company
Send us your website and we'll build a free, private demo trained on your own pages. Call it like a customer would and see what lands in your inbox.
$297 a month after that, no setup fee, cancel anytime.
Questions from HVAC companies
How does Gwen decide which no-heat calls go first?
She asks every caller whether someone elderly, an infant or someone who's ill is in the home, and marks those requests urgent. You still decide the order; she makes sure you know who's at risk.
What does she say about a carbon monoxide alarm?
Get everyone outside into fresh air, call 911, and don't go back in until the fire department says it's safe. Then she takes a callback number for you.
Can she book tune-ups and maintenance plans?
Yes. She takes the details and the preferred window and sends you the request to confirm. She only describes plans and prices that are on your website.
Does she work during the busy season when every line is ringing?
Yes. She answers every call that forwards to her, at the same time, day or night.