AI receptionist for HVAC companies
An AI receptionist built for HVAC companies.
Leap answers every call to your HVAC company, triages no-heat and no-AC emergencies, dispatches your on-call tech for urgent situations, and captures every maintenance and quote request. Your techs stay on the job while Leap handles the phone.
Leap is an AI phone receptionist for HVAC companies. It answers emergency, maintenance, and equipment replacement calls in a natural voice, triages urgent situations using your dispatch rules, and pages your on-call tech when conditions require it. It keeps your existing number and goes live in about five minutes.
5 min. Leap goes live in about five minutes: paste your website, set your emergency rules, and forward your number.
24/7. Leap answers calls during heat waves and cold snaps, when most urgent HVAC calls actually arrive and your office is closed.
2+ calls. Leap handles two or more calls at once during peak season surges so no customer with a broken system hits a busy signal.
Every call. Every call gets a recording, transcript, and summary with the system type, symptoms, and urgency so nothing is missed.
$149/mo. A Leap receptionist handles emergency dispatch and routine scheduling at a fraction of what a live answering service charges.
Why HVAC companies miss calls at exactly the wrong moment
A heat wave hits and every customer with a failing system calls at once. Your techs are back to back. The office has no coverage after 5pm. The homeowner with no AC at 95 degrees calls the first HVAC company that answers. If that is not you, you lose the job and the relationship.
No-heat calls in January follow the same pattern, with higher urgency. An elderly household or a family with young children cannot wait until morning. The HVAC company that answers every call wins the emergency work and the maintenance contract that follows.
No-AC and no-heat emergencies
Leap identifies failing system calls and triages by household situation, then pages your on-call tech for situations requiring same-day response based on your rules.
Maintenance and tune-up scheduling
Leap answers questions about annual tune-ups and maintenance plans and captures scheduling requests so recurring revenue does not fall through during busy season.
Equipment replacement quotes
Leap captures replacement inquiry details, including system age, type, and size, and routes them for a technician callback so high-value jobs get fast follow-up.
Filter and thermostat questions
Leap answers common questions about filter replacement, thermostat settings, and system resets from your knowledge base so minor issues get resolved without a truck roll.
How does an AI receptionist triage HVAC emergencies?
Leap asks the caller to describe the system and conditions. It matches what it hears to the triage rules you set: elderly or medically vulnerable household, extreme outdoor temperature, or safety hazard. Those calls go directly to your on-call tech. All other calls get logged and queued for next available scheduling.
You define what counts as an emergency for your business. Leap applies those rules on every call, at every hour, without exception. Your team only gets paged for the situations that genuinely require them.
Keep your number and manage peak season without adding staff
You keep your existing business number. Calls forward to Leap when you need coverage: every call, after hours, or only on overflow during peak hours. Change it in seconds from your phone.
Every call leaves a clean summary: caller name, address, system description, and urgency level. You come off a job to a prioritized list of who needs same-day service and who can be scheduled for the week.
How it works
- 01
Paste your company website.
Leap reads your site and builds a knowledge base of your services, coverage area, equipment brands, and maintenance plans.
- 02
Set your triage and dispatch rules.
Define which situations trigger an immediate page, who to call, and what guidance to give callers while they wait.
- 03
Forward your number and go live.
Keep your current number. The next no-heat call at midnight gets answered, triaged, and dispatched before morning.
Frequently asked questions
Can Leap dispatch my on-call tech for a no-heat call at midnight?
Yes. You set the triage rules and the emergency contact. When a call matches your criteria, Leap pages your on-call tech immediately and gives the caller your instructions for while they wait.
How does Leap handle the summer call surge when every system seems to fail at once?
Leap handles two or more calls simultaneously with no hold music and no busy signal. Every caller gets a response. Emergency situations get dispatched. Routine calls get captured for scheduling.
Will Leap capture enough information for me to prepare for a service call?
Leap collects the caller's name, address, system type, age, symptoms, and availability. Your tech arrives with the key details already in hand.
Can I run Leap only after hours?
Yes. Set it to answer all calls, after hours only, or only when your line is busy. You set the schedule per day and change it anytime.
Will it keep my existing business number?
Yes. You keep your number and forward calls to Leap when you want it to answer. Calls are forwarded, never ported.
How long does setup take?
About five minutes for the basics. Setting triage rules and dispatcher contacts adds a few more minutes. Most HVAC owners complete setup during a slow morning.
What do I see after each call?
Every call leaves a recording, transcript, and summary with the system type, symptoms, urgency, and what Leap did next. Dispatched calls are flagged separately.
How much does an AI receptionist for an HVAC company cost?
Leap's founding rate is $149 a month and includes the first 100 calls answered, then $0.99 per additional call. No setup fee and no contract, versus the $150 to $400 a month a live answering service typically charges.
Does it sound robotic to a homeowner calling with no heat in January?
No. Leap uses a natural voice that answers in one ring with no menus and no hold music. It responds the way a calm dispatcher would, which is exactly what an anxious caller needs.
What happens when Leap does not know an answer?
It tells the caller honestly, takes their contact information, and files the question for you. Situations that need immediate escalation get routed based on your rules, not left unanswered.
Keep exploring
Give hvac companies a front desk that never misses.
Paste your website. Leap builds your receptionist from your hours, services, and policies while you watch. Live in five minutes for $149/month.