HVAC answering service
HVAC answering service: Victoria, our AI receptionist, asks what your techs would ask, puts urgent calls through to you and books the rest.
Talk or type with Victoria. Your price in about 2 minutes.
Businesses we've built for
Yupaa Analytics
Majesty Auto Sales
Calls Victoria answers for you
- “The AC is running but it's blowing warm air.”
- “The furnace won't turn on and it's freezing in here.”
- “Water is dripping from the unit in the attic.”
- “The thermostat screen is blank.”
More calls (4)Fewer calls
- “There's ice all over the copper lines on the outside unit.”
- “Our carbon monoxide alarm just went off.”
- “Is my R-410A system still okay to repair?”
- “We're due for our spring maintenance visit.”
Here's how a call goes
A typical call, then the summary you get when it ends.
What you get
- Urgent
- No heat, resident is 82
- Address
- 1730 Valerio St., Santa Barbara
- On site
- Her daughter, Elena Castro
- Phone
- 805-555-0162
- Gas
- No gas smell
- Put through to your urgent number
Your older-resident rule is why this call rang through at 10:50 pm, and the 911 line she read is wording you wrote for those calls.
- No-cool calls booked with the right questions
- Who's at home decides how fast
- Tune-up season, filled
- Victoria:
Your business, Victoria speaking. How can I help you tonight?
- Caller:
I'm at my mom's house. Her furnace stopped working and it's freezing in here. She's 82.
- Victoria:
I'm sorry. Does anyone in the house smell gas?
- Caller:
No, nothing like that. It's just cold. We're at 1730 Valerio Street, Santa Barbara.
- Victoria:
Valerio Street, 1730. With your mom at 82 and no heat, I'm putting you through to the owner. Can I get your name and cell in case we're cut off?
- Caller:
Elena Castro, 805-555-0162.
- Victoria:
Thanks, Elena. If your mom starts to feel unwell, call 911. Connecting you now.
An illustration of a typical call, not a real customer.
How it works
- 1
Take the free assessment
A few questions about how your business runs today.
- 2
Get your price
See it on screen before you commit to anything, and email it to yourself.
- 3
We set it up
One setup call with Nathaniel, in person in the Santa Barbara area or by phone or video.
Questions people ask
Don't see yours? Ask Victoria during the assessment, or call (805) 970-2936.
What happens on a carbon monoxide call?
A caller with a CO alarm going off hears your wording first, before any question about the furnace, for example: “Get everyone out of the house and call 911.” She doesn't diagnose or clear anything on those calls, and you get the summary as soon as the call ends.
We buy leads on Angi and Thumbtack. Does Victoria answer those?
Yes, within seconds of the alert. In a heat wave, a homeowner asking for an AC replacement quote hears from several companies at once, and the first to answer usually books the visit. Victoria texts or calls each lead, books the estimate and sends you the details. A Yelp request reaches you the moment it lands, so you can reply in Yelp first.
Will she tell a caller to shut off an iced-up AC?
Only if you give her that line. Ice on the copper lines is one of the calls on your list, and if your rule is that callers should switch the system off until the tech arrives, she reads your wording. Without it, she books the visit and the advice comes from your tech.
Do callers know it's an AI?
If they ask, yes: she tells them she's an AI assistant for your company. A caller asking whether the refrigerant is low or the heat exchanger is cracked gets a booked visit and a note in your summary; those are your tech's to diagnose.
More questions (4)Fewer questions
What does it cost, and is it billed by the minute?
No. It's priced by calls, not minutes, so a long no-cool call costs the same as a short one, and spam, wrong numbers and calls under 30 seconds are free. The free 2-minute assessment works out your price from your calls, busy summer weeks included. Start as the weather warms up and you'll hear her on real no-cool calls before the rush. If you're not happy in the first 30 days, we refund your first monthly payment.
What if a caller switches to Spanish halfway through?
She switches with them and keeps what was already said. That matters when a son calls about his father's furnace and then hands the phone to his dad to describe the noise it's making.
Will it work with our dispatch software?
Name the software in the assessment or on the setup call, and we'll check what connects. Meanwhile, each booked call's summary comes to you with the equipment and what it's doing, so you can put it on the board and the tech brings the right parts. Wiring her into your dispatch board is something we can build, priced as its own project.
Who's behind this?
Cloud Conquer AI is run by Nathaniel Ross, our founder, in Santa Barbara, and he's the one on your setup call. HVAC setup covers your diagnostic fee if you want her to quote it, the equipment you do and don't work on, your urgent rules with their safety wording, the phone urgent calls go to, and your answer about R-410A. Then you call in and hear Victoria yourself before she takes a real customer's call.
The details
In short
Victoria answers your HVAC company's calls day and night, in English or Spanish: a furnace that quit after midnight, an AC blowing warm air in a heat wave, a spring tune-up request.
Calls that meet your urgent rules ring through to the number you choose, and the rest get booked into your calendar.
What gets in the way
Heat waves decide the summer.Maintenance agreements lapse quietly.Same complaint, different urgency.Refrigerant questions eat your techs' time.
Heat waves decide the summer
The first heat wave decides whose trucks are booked through August. Those calls come in while your techs are up in hot attics, nowhere near a phone.
Maintenance agreements lapse quietly
Spring and fall tune-ups are the steadiest money in the business, and they expire because nobody had time to call customers in March and September.
Same complaint, different urgency
No cooling at 100 degrees with an elderly parent in the house is a different call from a warm upstairs bedroom, and the two sound the same until someone asks who's at home.
Refrigerant questions eat your techs' time
Customers have heard about the refrigerant change and call to ask whether their system is now illegal.
The EPA says existing air conditioners and heat pumps can keep running and be repaired, including replacing a major component like a condensing unit or compressor (U.S. EPA). Someone still has to explain that, over and over.
What we do about it
No-cool calls booked with the right questions.Who's at home decides how fast.Tune-up season, filled.The refrigerant answer, the same way every time.
No-cool calls booked with the right questions
She answers several calls at the same time, so a heat-wave rush never hits a busy signal.
On a no-cool call she asks what your techs would: is the outdoor fan spinning, is there ice on the lines, is the thermostat set to cool.
The answers ride along with the booked visit in your summary, so the truck leaves with the right parts.
Who's at home decides how fast
You set the urgent rules: no heat with a baby or an older person in the house, no cooling for someone whose health is at risk in a heat wave, water coming through a ceiling.
Those calls go straight to the phone you named on setup. Everything else goes into the next open slot.
Tune-up season, filled
Win-back campaigns text past customers to come back for their spring or fall tune-up. When they call to book, Victoria puts the visit on your calendar.
The refrigerant answer, the same way every time
Give Victoria your answer about R-410A systems once, and she gives it calmly on every call, so your techs stop explaining the rule in customers' driveways.
By Nathaniel Ross, founder · Updated
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