AI receptionist for HVAC
An AI receptionist for HVAC companies.
The first heat wave or cold snap fills the phone queue. Leap answers, asks what the system is doing, and sends no-heat and no-cooling calls to whoever is on call.
Leap is an AI phone receptionist for heating and cooling companies. It answers forwarded calls about no heat, no cooling, maintenance and replacements, takes the address, system type and symptoms, marks urgent calls for your on-call tech, and takes tune-up and quote requests your office confirms.
440,900. HVAC mechanics and installers held about 440,900 US jobs in 2025; BLS projects 11% growth from 2025 to 2035.
U.S. Bureau of Labor Statistics, Occupational Outlook Handbook, 2025
System + symptom. Leap asks for the system type, rough age and what it's doing, so the tech calls back prepared.
Urgent flag. No-heat and no-cooling calls can be marked urgent and texted to on-call staff mid-call.
Plan members. Leap asks whether the caller has a maintenance plan, so members are easy to spot in the summary.
$149/mo. Leap costs $149 a month, first 100 calls included, then $0.99 a call.
What calls does an HVAC company get?
Most volume comes in two seasons and splits three ways: breakdowns, maintenance and replacements. A breakdown in a heat wave needs a tech today; a tune-up can be booked next week.
No heat or no cooling
System type, thermostat reading, any error code, and who is in the home.
Tune-ups and plan visits
Takes a request and notes maintenance plan members.
Replacement quotes
System age, home size, and whether they want a heat pump quote.
Noises, smells and leaks
Water around the air handler, a burning smell, banging. Marked for a tech.
What should the receptionist ask an HVAC caller?
Service address, system type (furnace, heat pump, boiler, central air, mini-split), approximate age, what it's doing and since when, any error code on the thermostat, whether someone in the home is especially vulnerable to heat or cold, and whether they're on a maintenance plan. Callback number defaults to caller ID.
What does it sound like on the phone?
"Good morning. This is Sophie from Valley Heating and Air. How can I help?"
"How much is a diagnostic visit?"
Read from your approved fee text.
"Do you install heat pumps?"
Answered from your services list; Leap takes a quote request.
"My carbon monoxide alarm is going off."
Leap tells the caller to call emergency services now and ends the call.
Which HVAC calls should go to a tech now?
No heat in freezing weather, no cooling in extreme heat for an older or medically fragile occupant, and water leaking through a ceiling. Leap gives your approved emergency number if you have one, marks the call urgent and notifies your team during the call.
You can turn on live transfer during office hours. After hours, routing rules decide who gets the text, for example "no-heat calls after 6pm go to the on-call tech."
When do HVAC calls peak?
At the first hot and first cold weeks of the year. BLS notes HVAC techs may be on call for emergencies and work overtime or irregular hours during peak heating and cooling seasons (bls.gov/ooh/installation-maintenance-and-repair/heating-air-conditioning-and-refrigeration-mechanics-and-installers.htm).
In peak season, forward all calls so none sit in a hold queue. Off season, ring-first lets the office answer and Leap pick up what's missed.
How it works
- 01
Paste your HVAC website.
Leap reads services, brands, service area and maintenance plans.
- 02
Add fees and emergency text.
Diagnostic fee, after-hours fee, and your on-call number.
- 03
Forward your line.
Every call in peak season, ring-first the rest of the year.
Frequently asked questions
Will Leap troubleshoot a system over the phone?
It reads only the tips you approve, such as checking the thermostat batteries or filter, then takes the service request.
How does Leap handle a carbon monoxide or gas smell call?
It tells the caller to call emergency services now and ends the call. It doesn't dial 911.
Can no-heat calls go straight to my on-call tech?
Yes. Write a routing rule in plain English and those summaries go to that person by text or email.
Can Leap book tune-ups on my calendar?
With Google Calendar connected it can book open times. Without it, Leap takes the request and your office confirms.
Does it work with my dispatch software?
Leap doesn't connect to dispatch or field service software. Summaries, recordings and transcripts live in Leap's inbox.
Can Leap remind customers of upcoming maintenance visits?
Leap can send appointment reminders: a text two days ahead and a call the day before.
Can a Spanish-speaking homeowner describe a no-heat problem?
Yes, once you turn on Spanish. The summary notes the caller's language so the right tech calls back.
What if a caller asks about a brand you don't service?
Leap answers from your services list. If it isn't covered, it says so and saves the question for you to answer once.
What does Leap cost in peak season?
$149 a month, first 100 calls included, then $0.99 a call, the same in July and in January. Spam and test calls aren't billed. Setup is free, and billing starts when Leap answers real calls.
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.