How does it handle a same-day no-cool call?
The call becomes a booking with an arrival window and a technician, and the property record travels with it — equipment type, what was done last time, whether there is a maintenance plan. The technician sees that before arriving instead of asking the homeowner to remember it.
Does it cover maintenance plans as well as repairs?
Yes. A maintenance plan lives on the customer record with the visits it owes, so a spring tune-up is a scheduled obligation rather than something remembered in July. Repairs found during a tune-up become their own job on the same property.
Is the HVAC software really free?
Core is $0 forever for CRM, customers and jobs, a basic pipeline, basic booking and calendar, and one production employee. Business phone and AI Receptionist start with Copper; Smart Dispatch and technician workflows are paid-tier capabilities.
What does it replace?
The separate scheduling and dispatch tools a small heating and cooling company ends up paying for. It is not a distributor integration or a load-calculation tool; it is the office side of the day.
Can this handle after-hours HVAC calls like an answering service?
Yes. The AI receptionist can answer after hours, collect the no-cool or no-heat details, check the service area and your urgency rules, then book or record the next action. If your workflow requires a live human on specific calls, compare that requirement separately rather than treating every answering service as interchangeable. The AI receptionist is designed to handle all types of HVAC calls, including those that occur outside regular business hours.
What happens on a call outside the service area?
It checks the address before offering a window, so an out-of-area caller is not booked into somebody's afternoon. You get the lead with the reason recorded rather than a cancellation the next morning. The AI receptionist ensures that all calls are properly handled, even if they are outside the service area, by recording the details and providing appropriate guidance.
What about calls from maintenance-plan customers?
A caller already on the record arrives with their plan and their equipment attached, so a seasonal tune-up request is booked against the visits the plan already owes rather than entered as a stranger's first call. The AI receptionist recognizes these customers and ensures that their maintenance needs are properly addressed according to their plan.
What does it cost?
AI Receptionist is included with Business Core. The CRM foundation stays free; separately metered usage is charged only where an approved usage price applies. The cost is included in the Business Core package, which provides all the necessary tools for managing HVAC service calls.
Can I hear it before I switch it on?
Yes — you can talk to the HVAC receptionist from this page, and it behaves the way it would on your line. You can hear how it handles different types of HVAC calls and see the detailed information it captures.
How does it handle refrigerant leak calls?
The AI receptionist is trained to identify signs of refrigerant leaks, such as unusual odors, hissing sounds, or visible leaks. It asks detailed questions about the symptoms and checks if the system is properly maintained. The system also verifies if there are any recent repairs or if the leak is a recurring issue.
What if a call is about a condenser issue?
When a customer reports a condenser problem, the AI receptionist asks about the symptoms, such as unusual noises, leaks, or failure to cool. It also checks if the condenser is properly maintained and if there are any signs of wear or damage. The system ensures that all these details are captured and recorded for the technician to review, helping to diagnose and resolve the issue quickly.
How does it manage heat pump issues?
The AI receptionist is designed to handle heat pump issues by asking specific questions about the system's performance. It checks if the heat pump is properly functioning, whether there are any error codes, and if the system is maintaining the correct temperature. The system also verifies if there are any maintenance agreements in place that cover heat pump repairs.
What about furnace tune-up calls?
For furnace tune-up calls, the AI receptionist asks about the type of furnace, its age, and the last time it was serviced. It also checks if there are any maintenance agreements in place, which can provide additional benefits and coverage for the customer. The system ensures that all these details are captured and recorded for the technician to review.
