Sales Desk for HVAC companies

Turn no heat calls into booked visits.

When your techs are out and the office is closed, the Sales Desk answers, works out what is wrong, and books the visit, so the homeowner never calls the next company.

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The call you never hear about.

A homeowner’s furnace quits on a Sunday night, and the house is getting cold.

The office is closed, and the tech on call is already at another house.

Nobody picks up. She calls the next company on the list, and they get the replacement too.

What happens to the call.

A homeowner calls

At night, on a weekend, or mid rush

Your team can’t answer

It rings through to the desk

The desk picks up

In your company’s name

Works out what is wrong

Heat, cooling, noise or a smell

Sorts the urgent ones

No heat with kids or older folks at home

Books the visit

From your real open times

Your team gets the details

A summary of every call, right away

Set up with your services, your area and your calendar.

It answers the questions homeowners actually ask, the way your office would.

Your services

Furnace and boiler repair
AC repair
New systems and replacements
Maintenance plans and tune ups
Ductwork and air quality

The questions it asks

Heat, cooling or something else
Running at all, or blowing the wrong air
Age of the system, if they know it
Anyone at home who can’t be in the cold
Best time for a visit

Every call

Service area
Financing questions
Plan members first, if you have a plan
Hours and next steps
Urgent calls to your on call tech

A furnace out on a Sunday night.

A sample call to a made up HVAC company, and the note its team got afterward.

Sample call · Ridgeview Heating and Air

A furnace out on a Sunday night

Kelly Brandt, Sunday, 9:40 PM

Spots the urgent call and books the first visit

Read the call

Sales DeskThanks for calling Ridgeview Heating and Air. How can I help?
KellyHi, our furnace stopped working and the house is getting cold.
Sales DeskI’m sorry, that’s no fun on a night like this. Is it blowing cold air, or not running at all?
KellyNot running at all. The thermostat is on, but nothing happens.
Sales DeskOkay. Is there anyone at home who could have a hard time in the cold, like young kids or someone older?
KellyWe have two little kids, yes.
Sales DeskThen I’m marking this urgent and sending it to the technician on call right now. I can also hold the first visit tomorrow at eight. Would that work?
KellyYes, please. Thank you.
Sales DeskYou’re booked for tomorrow at eight, and you’ll get a text confirming it. If the technician can come sooner tonight, they’ll call you at this number.

What the team gets

Urgent

Visit booked, marked urgent

Monday, 8:00 AM

Caller: Kelly Brandt
Problem: Furnace not running, thermostat on
At home: Two young kids
Sent to: The technician on call

Asked to hear from the technician tonight if anyone can come sooner.

A made up business and caller. The voice answering is the Sales Desk.

Your team keeps working. The desk covers what they miss.

After hours and weekends

The calls that come in after the office closes still get answered and booked.

When every line is busy

The office is on another call and the crew is on a job. The call still gets handled.

When it needs a person

Urgent calls and anyone who asks for a person go straight to your team.

How the Sales Desk works

Fair questions.

Can it tell a real emergency from a routine call?

Yes. You set what counts as urgent, like no heat with young kids at home, and those calls go to your on call tech.

Does it book maintenance visits too?

Yes. It books tune ups and plan visits into the times you open for them.

Will it replace my office?

No. It picks up the calls your team can’t get to: after hours, on weekends, and when every line is busy.

Do we change our phone number?

No. Calls your team does not answer ring through to the desk, and it answers in your company’s name.

Is it AI?

Yes. An AI voice assistant answers, set up with your services and watched by our team.

Hear it before you decide.

Call it the way one of your customers would. If it isn’t good enough for them, don’t use it.

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