HVAC Answering Service and AI Receptionist
Heat wave. Every line ringing at once.
Frontly answers every caller at the same time and books the service calls while your techs are out.
HEAR IT FOR YOURSELF
Hear it book a service call now
Call our trades demo agent right now. It takes a plumbing job inquiry; yours takes heating and cooling calls the same way, with your own questions and emergency rules. No signup required.
- Frontly
Thanks for calling. This is the AI receptionist. Is your heating or cooling out, or would you like to book a service?
- Caller
Our furnace stopped and it is freezing. My mother is staying with us.
- Frontly
I am sorry. Is it a gas furnace, and do you smell gas or hear a carbon monoxide alarm?
- Caller
Gas furnace, no smell, no alarm. It just will not come on.
- Frontly
Thank you. With someone vulnerable in the house, I am sending this to our on-call technician now, and they will call you straight back. Can I take your name?
- Caller
Priya.
- Frontly
Thank you, Priya. Our on-call technician has your details and will call you straight back on this number. If you smell gas at any point, leave the house and call 911.
- Name
- Priya
- Type
- No heat, vulnerable occupant, sent to on-call
- Time
- 1:38 AM
- Escalated
- Yes
Thanks for calling, Priya. Take care. Goodbye.
Your script, your appointment types and your escalation rules are yours to set in the visual builder.
The short answer
What is an HVAC answering service?
An HVAC answering service picks up your business line when your techs are on jobs and the office is full. Frontly is the AI receptionist version: it answers every call 24/7, all of them at once in a heat wave or a cold snap, books the service call, sends no-heat and no-cooling emergencies to your on-call tech and calls customers for tune-ups, in more than 40 languages.
THE PROBLEM
Peak Season Breaks the Phone
Heat waves
and cold snaps bring every customer to the phone in the same hour, and the ones who reach voicemail call the next company.
No heat
with an elderly parent or a baby in the house is a call that cannot wait until the office opens.
Every call
captured with the system type, the symptoms and the address, so the tech arrives with the right parts.
HOW IT WORKS
Set Up Around Your Season.
A New Number, or Your Own
Take a new number from Frontly, or forward the line your customers already call. No hardware, no IT project.
Customize Your Industry Workflow
Start from the prebuilt receptionist workflow and add your service area, your service fees, what counts as an emergency in your climate and the safety line callers hear. Test it before going live.
Go Live
Frontly answers every call, books service calls into your Frontly dashboard and calls or texts your on-call tech the moment an emergency comes in.
WHAT FRONTLY HANDLES
Every Heating and Cooling Call, Sorted
The calls an HVAC company gets, each handled the way you set it up. Every call lands in your Frontly dashboard with the transcript.
No heat and no cooling
Asks about the system type, the symptoms and who is in the house, then books the next window or sends it to your on-call tech under your rules.
Gas smells and CO alarms
Follows the safety line you set, such as telling the caller to get everyone out and call 911 or the gas utility, then alerts your on-call tech.
Heat waves and cold snaps
Answers every caller at the same time, so the busiest hour of the year is booked instead of sent to voicemail.
Tune-ups and maintenance agreements
Books spring AC and fall furnace tune-ups, and recognizes your agreement customers when they call.
Replacements and estimates
Takes down system replacements and new installs as estimate requests, with the home's size, the current system and the timeline.
Existing customers
Rebookings, warranty questions and "when will the tech arrive?", answered without tying up your dispatcher.
Visual Workflow Builder
Your Service Intake, Your Rules
Start With a Workflow for Your Industry
Customize the prebuilt workflow in the visual builder: your ZIP codes, your service fees, your emergency rules and the questions you ask before a tech rolls.
Emergency Rules You Decide
No heat with a baby in the house at 2 AM reaches your on-call tech; a tune-up request waits for the morning.
Prices You Give It, Nothing Else
It shares the service fees you load and takes everything else as an estimate request. It never invents a price.
Change It Yourself
Change your emergency rules as the seasons turn, any time, without waiting on us.
Cross-Call Memory
It Knows the System Before You Arrive
- Returning customers recognized the moment they call
- Earlier service calls at the address recalled
- Agreement customers known without asking twice
Frontly Dashboard
Every Service Call Waiting for Dispatch
Every Call In One Place
System type, symptoms and urgency captured, ready for whoever dispatches.
Full Transcript on Every Call
What the customer described, in their words, so the right parts go on the truck.
Emergency Alerts to Your On-Call Tech
A text or a call the moment an urgent job comes in.
Outbound Campaign Manager
Fill the Shoulder Seasons
Tune-Up Campaigns
Call your customers before the season turns and book spring AC and fall furnace tune-ups.
Chase Old Estimates
Follow up the replacement estimates that went quiet, and book the job or a callback.
See What Landed
Track which calls turned into booked work.
Deploying Frontly into your own cloud is an enterprise capability, scoped with our team. See enterprise
See all featuresINTEGRATIONS
Works with the software hvac already runs on
Connect your AI receptionist to the software your team already uses, so Frontly can check availability, manage bookings and capture caller details as part of your reception workflow.
Trades and home services
Integrations support Frontly's reception and caller follow-up workflows. Available actions depend on the connected software and your setup.
Not on the list, or need a specific workflow? Tell us what you use and what you'd like Frontly to handle. We'll check what's possible.
WHAT USUALLY DECIDES IT
The three questions that come up every time
A real person, whenever the caller wants one
Every workflow can hand the call to you or whoever is on call. The transfer carries a spoken briefing, so your team picks up already knowing who is calling and why. The caller never has to explain themselves twice, which is usually the moment a good call turns into a complaint.
More than one language, on the same number
Frontly answers in more than one language on the same number. On a job site, or in a neighborhood where English is a second language for many customers, that is work you would otherwise lose at hello.
Knowledge with no cap on questions
There is no cap on how many questions the AI is allowed to answer. Add another topic to its knowledge whenever your callers start asking about it.
ANSWERING SERVICE OR AI
Answering service or AI receptionist for an HVAC company?
Many HVAC answering services take messages while your phones overflow in a heat wave. An AI receptionist answers every caller at the same time, books the service call and sends no-heat and no-cooling emergencies to your on-call tech. In peak season, the difference is a full schedule instead of a voicemail box.
Where a staffed answering service still wins
A judgment call on a vulnerable household. An experienced dispatcher hears that an elderly caller is frightened as well as cold, and can decide to push that job to the top tonight. Keep a person in that path for the calls that need one, and Frontly transfers to your dispatcher or on-call tech when your rules say so.
Where Frontly wins
Most calls are tune-ups, service bookings, estimate requests and "when will the tech arrive?". Frontly handles those at any hour, all at once in a surge, recognizes your agreement customers and calls them before each season to fill the schedule.
Most businesses end up running one or the other rather than both. If you are weighing it up properly, the full cost and capability breakdown is in Frontly against a virtual receptionist.
FAQ
Frequently Asked Questions
Frontly can. You decide what counts as an emergency, such as no heat in freezing weather or no cooling with an elderly person in the house. It takes the address, the system and the symptoms, then calls or texts your on-call tech right away and logs everything else for the morning.
The safety line you give it, word for word. Most HVAC companies tell the caller to get everyone out of the house and call 911 or the gas utility from outside, and Frontly alerts your on-call tech as well. It never makes up safety advice of its own.
All of them. Frontly answers every caller at the same time, so the first hot afternoon of summer or the first freeze of winter is booked on the calls rather than sent to voicemail while your dispatcher is on the other line.
Yes. Frontly recognizes returning customers, books their spring and fall tune-ups into the windows you set, and can call your agreement list before each season to fill the schedule.
Yes. Housecall Pro (on its MAX plan) and Jobber connect directly, along with Workiz, ServiceM8 and Simpro. ServiceTitan needs the vendor to approve the connection first. Every service call also lands in your Frontly dashboard with its transcript.
Only with prices you give it. Frontly shares the service fees you load and takes replacements and new installs down as estimate requests with the home's size, the current system and the timeline, ready for your comfort advisor to call back.
Yes. Frontly holds full conversations in more than 40 languages, Spanish first, so a customer without heat or cooling can explain the problem in the language they are most comfortable in, and your dispatcher reads it in English.
Yes. A caller who asks for a person is transferred to your dispatcher or on-call tech with a short spoken briefing, so they do not repeat themselves. If nobody picks up, Frontly takes the details and texts them to your team.
KEEP EXPLORING
Keep exploring Frontly for HVAC
Go deeper on the capabilities, comparisons, and guides that matter most.
24/7 inbound answering
How Frontly answers every call, qualifies the caller, and books the job in your dashboard.
How inbound worksYour call flow, your rules
What the agent asks, what it books on the spot, and what gets a human woken up. You set it, and test it before you go live.
See the workflow builderAfter-hours answering
No heat in a cold snap or no cooling in a heat wave can't wait. See how urgent calls reach your on-call tech overnight.
See after-hoursAnswering service for contractors
The calls it must handle while you are on a job, what it should never quote, and seven questions to ask.
Read the guideReady to Answer Every Call in Peak Season?
Every service call answered, even when the whole town calls at once.