AI receptionist · HVAC
The AI receptionist for HVAC companies
Your techs are on roofs and in crawl spaces when the phone rings, and the most valuable calls come at night and in the first heat wave or cold snap. Botivo answers every call and text, books the job, and wakes your on-call tech only when it's a real emergency.
Why HVAC companies use an AI receptionist
No-heat calls go to whoever answers
When a furnace dies at 10pm, the homeowner calls the next company on Google if nobody picks up. An AI receptionist answers on the first ring, day and night.
Peak season is when you miss the most
The first cold snap or heat wave floods your phones exactly when every tech is busy. The AI handles many calls at once.
Your on-call tech needs sleep
The AI sorts emergencies from routine calls using your rules, so your on-call tech is only woken for the jobs that really can't wait.
On the phone
- Answers every call in a natural voice, 24/7, in English, Spanish or French
- Asks about the problem, the system, the address and who is at home
- Sorts emergencies (no heat in freezing weather, no AC in extreme heat, leaks) from routine calls using your rules
- Transfers or alerts your on-call tech for emergencies
- Books repairs, tune-ups and estimate visits into your calendar or field-service software
- For a gas smell or carbon monoxide alarm, tells callers to leave and call the gas company or 911, then alerts you
By text and WhatsApp
- Replies to text messages and WhatsApp instantly, day and night
- Sends booking confirmations and appointment reminders by text
- Answers questions about prices, service area, financing and maintenance plans
- Lets customers send photos of the unit or the problem
- Hands the conversation to your team whenever you want to take over
What a call sounds like
An example of how the AI receptionist books a hvac job.
CallerHi, our furnace stopped working and it's freezing in here.
AI receptionistI'm sorry, let's get you help. Is anyone at home who is elderly, very young or unwell, and what's the address?
CallerMy mom is here, she's 80. It's 18 Maple Drive.
AI receptionistThank you. I'm treating this as an emergency and alerting our on-call technician right now. They'll call you back shortly.
CallerOkay, thank you.
AI receptionistYou'll also get a text with the details. If you smell gas at any point, leave the house and call the gas company or 911.
How it works
1. Tell us about your business
Your services, prices, service area, hours and booking rules — on a short call or in our portal.
2. We build and test it
Botivo's team builds your AI receptionist, connects your calendar and phone, and tests it with you.
3. It answers every call
Go live and watch every conversation in your Botivo portal. Take over any time.
AI receptionist for HVAC companies: FAQ
What does an AI receptionist do for an HVAC company?
It answers your phone, texts and WhatsApp 24/7, finds out what the problem is, books repairs, tune-ups and estimates, and alerts or transfers your on-call technician for emergencies based on your rules.
How does it decide what is an emergency?
You set the rules during setup, for example no heat below freezing, no AC in extreme heat with vulnerable people at home, or water leaking from the unit. The AI never diagnoses equipment; it routes the call to your team.
Can it book into ServiceTitan, Housecall Pro or Jobber?
If your field-service software has an API, Botivo can connect your AI receptionist to it so it books straight into your schedule. Otherwise it books into your calendar.
Will callers know they are talking to an AI?
The AI speaks naturally and introduces itself as your company's assistant. You choose how it introduces itself, and callers can always ask for a person.
Can it handle Spanish or French speaking customers?
Yes. The AI receptionist can speak English, Spanish, French and German.
How much does an AI receptionist cost?
Botivo charges a one-time setup fee and a monthly plan based on how many call minutes you need, with no long-term contract. See our pricing page or book a call for an exact quote.
How long does setup take?
A phone receptionist is usually live in 3–4 days. Adding WhatsApp takes about 1–2 weeks. Our team builds and tests it for you.
Stop losing hvac jobs to voicemail
Book a free call and we’ll show you how an AI receptionist would answer your calls and WhatsApp messages.