The homeowner whose AC dies at midnight calls three companies. The first to respond gets the job.
After-hours response, repair vs. replace qualification, and appointment confirmation — built into your website.
Where HVAC leads fall through the cracks
Peak season calls you can't keep up with
Summer and winter spikes fill your voicemail. Leads who don't hear back immediately call the next HVAC company on Google.
Techs arriving without context
Your tech expects a capacitor swap and finds a 20-year-old system needing full replacement. No briefing, no preparation, awkward conversation on-site.
Repair vs. replace conversations happen too late
You drive out, run diagnostics, then break difficult news. Pre-qualification saves time and sets expectations before anyone shows up.
How it works
An AC unit fails on a 95-degree Friday evening.
- A homeowner calls or submits a form — you're unavailable.
- The site texts back asking about equipment age and what it's doing.
- They reply. The system flags it: 14-year-old unit, not cooling — probable replacement.
- Saturday morning: 3 emergency same-day calls, 5 routine service calls — each with equipment age and symptom notes.
Built for HVAC scheduling
Repair vs. replace qualification
Collects equipment age, symptoms, and urgency before you call back. You know what you're walking into before you book the visit.
After-hours response
Missed calls and after-hours submissions get an immediate response. Emergency leads don't sit in a voicemail until morning.
Appointment scheduling
Pre-appointment reminders and tech briefings reduce no-shows and keep your crew prepared for what they'll find on-site.
Common workflows
- After-hours response and missed-call recovery
- Lead qualification for repairs vs. replacements
- Follow-up reminders before appointments
- Pre-appointment briefings for techs
- Emergency vs. routine job sorting
- Maintenance plan renewal follow-ups
See it in action
Our demo site shows exactly how the virtual office handles leads, collects intake, and confirms appointments — built for HVAC.
View Demo SiteFrequently asked questions
Does this work for both service calls and full system replacements?
Yes. The intake flow adjusts based on what the homeowner describes. Service calls get routed differently than replacement inquiries — each with the context your team needs to prepare.
Can it handle after-hours emergencies differently than routine calls?
It does. Emergency flags are set based on intake answers — a non-cooling unit in extreme heat gets treated differently than a routine tune-up request. You set the criteria.
What about maintenance plan renewals and existing customers?
Renewal follow-up sequences can be set up for existing customers on a schedule — separate from new lead intake. Your current customers don't fall through the cracks either.
Do I need new software or dispatch tools to use this?
No. The virtual office works alongside whatever you're already using. Leads come to you organized and pre-qualified — you handle dispatch in your existing tools.
Want an HVAC-specific quote?
We'll map your lead flow and show how the site captures more jobs.
Get a Quote