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HVAC Answering Service
The AI answering service built for HVAC contractors
Your crew is on a rooftop. The office line is ringing off the hook. Emergency AC calls, maintenance requests, and tire-kickers all need different handling. LeadTruffle's AI answering service qualifies every call so you never miss a $12,000 system replacement.
- Answers calls 24/7—including after-hours emergencies
- Asks HVAC-specific questions (tonnage, system type, age)
- Detects emergencies and escalates to on-call techs
- Books appointments directly in ServiceTitan, Housecall Pro, Jobber
- Costs 80% less than traditional answering services
Why HVAC companies need an AI answering service
Handle every HVAC call type automatically
The AI recognizes what kind of call it is and responds accordingly
Emergency Calls
"My AC died and it's 95 degrees with a baby in the house"
AI Action: Immediately escalates to on-call tech, confirms address, and provides estimated response time.
Repair Requests
"My furnace is making a weird noise"
AI Action: Qualifies system age, type, and symptoms. Schedules diagnostic appointment.
Maintenance Calls
"I need to schedule my annual AC tune-up"
AI Action: Books maintenance slot, confirms system details, and sends confirmation.
Replacement Inquiries
"My system is 18 years old, what would a new one cost?"
AI Action: Collects home size, current system, and preferences. Routes to sales team as high-value lead.
HVAC-specific lead qualification
Generic answering services take messages. Our AI asks the right questions.
System Information
- AC or heating issue?
- Central split, package unit, or mini-split?
- Approximate tonnage or square footage
- System age and last service date
Problem Details
- What symptoms are you experiencing?
- When did the problem start?
- Is it making unusual noises?
- Have you noticed water or ice?
Urgency & Scheduling
- Is this an emergency?
- Anyone with health concerns?
- Preferred appointment times
- Best contact method
Service Area
- Confirms address is in service area
- Collects property type (residential/commercial)
- Notes access requirements
- Identifies repeat customers
AI answering vs. traditional HVAC answering services
| Feature | LeadTruffle AI | Traditional Answering |
|---|---|---|
| Response time | Instant (under 5 seconds) | 30 seconds - 2 minutes |
| HVAC knowledge | Trained on HVAC terminology | Generic scripts only |
| Emergency detection | Automatic escalation | Manual judgment (varies) |
| Lead qualification | System type, tonnage, symptoms | Name and phone number |
| Appointment booking | Direct CRM integration | Email/text handoff |
| Monthly cost | $79 - $389/month flat | $400 - $1,500+ variable |
| Per-minute fees | None | $0.75 - $2.00/minute |
| Peak season capacity | Unlimited simultaneous calls | Limited operators, wait times |
After-hours HVAC answering that works
40% of HVAC calls come after 5pm or on weekends—exactly when traditional services struggle. Customers with no AC at 10pm aren't leaving voicemails. They're calling your competitor.
LeadTruffle's AI handles after-hours calls exactly like your best CSR would: qualifying the issue, determining real urgency vs. perceived urgency, and either dispatching your on-call tech or booking for the next available slot.
- True emergencies: Immediate escalation to on-call
- Urgent repairs: Next-day priority scheduling
- Maintenance requests: Book for regular hours
- Tire-kickers: Qualify and filter automatically
Connects to your HVAC software
Qualified leads flow directly into the tools you already use
Plus Zapier, webhooks, and API access for custom integrations
HVAC answering service FAQ
What is an HVAC answering service?
An HVAC answering service handles incoming calls for heating and cooling companies, qualifying leads, taking messages, and scheduling appointments. AI-powered answering services respond instantly 24/7, ask trade-specific questions about AC tonnage, furnace type, and system age, and integrate directly with your CRM or field service software.
How much does an HVAC answering service cost?
Traditional live answering services for HVAC companies cost $300-1,500/month with per-minute fees of $0.75-2.00. AI answering services like LeadTruffle start at $79/month with flat-rate pricing—no per-minute surprises regardless of call volume.
Can an AI answering service handle HVAC emergency calls?
Yes. LeadTruffle detects emergency keywords like "no heat," "AC down," "gas smell," and "no cooling" and can immediately escalate to your on-call technician via text, call, or push notification. Non-emergencies are qualified and scheduled for regular hours.
Does the AI know HVAC-specific terminology?
LeadTruffle is trained on HVAC-specific conversations. The AI asks about system type (split, package, mini-split), tonnage, refrigerant type (R-22 vs R-410A), and equipment age. It understands the difference between maintenance calls, repairs, and full replacements.
What field service software does the HVAC answering service integrate with?
LeadTruffle integrates directly with ServiceTitan, Housecall Pro, Jobber, Workiz, and FieldEdge. Qualified leads are automatically added to your system with full details, and appointments can be booked directly on your calendar.
How does after-hours answering work for HVAC companies?
After hours, the AI qualifies every inquiry, determines urgency, and either escalates true emergencies to on-call staff or schedules callbacks for the next business day. Customers get instant responses at 2am instead of voicemail, and you wake up to qualified leads ready to book.
Stop losing HVAC leads to missed calls
Peak season is too valuable to lose leads. Get 24/7 AI answering today.
No contracts. Personalized onboarding. Cancel anytime.