An HVAC answering service for heating and air companies
When you're in an attic or on a rooftop unit, Brook picks up. She asks heating or cooling, broken or tune-up, and where, then texts you the call. You keep your number.
What is an HVAC answering service?
An HVAC answering service answers a heating and air company's phone when the techs can't. It finds out if the system is down or needs maintenance, gets the address and a callback number, and passes it on fast. Ringbrook's AI, Brook, does this and texts the owner each call as soon as it ends.
The calls a heating and air company misses
Plenty of callers who reach a voicemail hang up and call the next HVAC company on the list. Here's what Brook does with the calls that usually go that way.
No heat on the first cold night
Brook asks if the system is out right now. No heat in freezing weather is flagged as an emergency, and she gets the callback number before anything else.
AC quit in the afternoon
Everybody calls at once when it's hot. Brook takes each caller's system, problem and address, so you can sort the list in the truck instead of playing voicemail.
Tune-up or maintenance plan
Routine calls like these are the easy ones to lose. Brook takes them down. If you connect Google Calendar, she can book them into your open times.
Quote for a new system
Big job, patient caller, and whoever calls back first gets it. Brook notes what they have now and what they want.
Questions written for an HVAC company
When you set up Ringbrook and type what you do, Brook writes her starting questions for your trade. These are the ones she wrote for an HVAC company. She asks them one at a time and skips anything the caller already said.
- Are you calling about heating, air conditioning, or both?
- Is your system not working right now, or are you looking to schedule maintenance?
- What's your address so we know the service area?
Every call, always: the caller's name, the best number to call back and the address of the job.
Change anything, any time
Edit her questions and add your own rules from your dashboard. It's live on the next call. For example:
"We don't service window units." "Ask for the brand of the system if they know it." "Maintenance plan customers get called first."
No heat, gas smells and burning smells
Brook flags a call as an emergency when something is causing damage or danger right now, like no heat in freezing weather. For an emergency she gets the callback number first and your text starts with EMERGENCY CALL. A smell of gas: she tells the caller to leave the building and call the gas company or 911 from outside. Smoke, sparks or a burning smell: call 911 right away. You can add your own rule in your notes, for example "No AC with an elderly person at home is urgent."
- Answers nights, weekends and holidays, and outside the hours you set.
- Texts you the name, number, problem and address the moment the call ends.
- Records every call and writes it out on your dashboard.
- Books routine jobs only if you connect Google Calendar. Emergencies are never booked.
Keep your number. Set it up tonight.
Brook writes her greeting and questions for an HVAC company. Change any of them.
It comes with your plan. Nothing to install.
Dial one short code from your cell. We give you the exact one for your carrier. One code turns it off.
Plans from $99 a month
Every plan gets the same Brook, the same texts and the same recordings. You only choose how many minutes. A typical HVAC company call runs about two minutes.
Starter
Busy
Pro
Extra minutes are 25¢ each, and we text you at 80% and 100%. No setup fee, no contract, 30-day money-back guarantee. Compare the plans →
What HVAC owners ask us
What is an HVAC answering service?
An HVAC answering service answers a heating and air company's phone when the techs can't. It finds out if the system is down or needs maintenance, gets the address and a callback number, and passes it on fast. Ringbrook's AI, Brook, does this and texts the owner each call as soon as it ends.
Can one answering service handle our busy season?
Yes. Every call gets answered no matter how many come in at once. Plans are priced by minutes, so a heavy summer or winter might suit Busy (600 minutes) better than Starter. Extra minutes are 25 cents, and we text you at 80% and 100%.
Will Brook diagnose the problem or give a price?
No. She asks what's happening and writes it down. She never quotes a price or an arrival time, and she never tells anyone to work on gas lines or electrical panels.
What does an AI receptionist for HVAC actually ask?
When you type "HVAC" at setup, Brook starts with questions like heating or cooling, is it down right now or is it maintenance, and the address. You can change, add or remove any of them.
Do I keep my business number?
Yes. You forward the calls you don't pick up to Ringbrook with a short carrier code. Your number stays on your trucks and your ads.
Call 580-312-2692 and hear Brook answer
Pretend you're one of your own customers. Brook answers Ringbrook's own line, so you can ask her anything a customer would.
580-312-2692