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The furnace quit at 2am. By 8am they've booked someone else.
Brimeo answers every call on the first ring — no-heat emergencies at 2am, tune-up bookings, price shoppers, running-late reschedules — checks your live dispatch board, books the real arrival window, and writes the job back into ServiceTitan, Housecall Pro or Jobber before the caller hangs up.
"We have no heat, it's freezing in here."
I'm sorry to hear that. Is anyone elderly, an infant, or medically vulnerable in the home right now?
Yes — my mother, she's 78. We don't have a backup heater.
Understood. I'm escalating this to our on-call technician immediately — someone will call you back within 10 minutes.
Actions taken
Escalated to on-call technician — vulnerable, no backup heat
Job booked — 7:30am arrival window
Written back to ServiceTitan
Live demo
Hear it on your own questions.
The number below is a working HVAC agent, not a recording. Ask what a diagnostic costs. Tell it your furnace is blowing cold. Talk over it, or give it a date that doesn't exist — the awkward calls will tell you more than the straightforward ones. It takes about two minutes.
Click the mic and talk for up to 60 seconds. Your browser will ask for microphone access.
By using this demo and our AI voice features, you agree to our Privacy Policy. This is a demo — you're responsible for how you use it, and we're not liable for anything it generates.
The short answer
What is an AI receptionist for an HVAC company?
An AI receptionist for an HVAC company is a voice agent that answers every inbound call on the first ring, reads your live dispatch board, books the job into the right arrival window with the right technician, sends the confirmation text, and escalates anything involving gas, carbon monoxide or a burning smell to a human immediately.
It is not an answering service that takes a message for a CSR to action at 8am. It is not a phone tree. The job is booked, in your software, before the caller hangs up.
By the numbers
What happens to an HVAC call that doesn't get answered
Average call booking rate for HVAC companies. Six in ten people who pick up the phone and call an HVAC contractor never end up on the schedule.
Source: ServiceTitan, June 2022 — 3,000+ trades businesses across the US and Canada. Plumbing 43%, electrical 41%, HVAC 38%.Share of people calling a business who actually reach a person. Answer rates across industries ranged from 54% to 69%.
Source: Invoca, 2025 Call Conversion Benchmarks Report — 60M+ calls analyzed.Lead conversion rate on home services phone calls — the highest of the nine industries measured. The calls you're missing are the most valuable calls anyone gets.
Source: Invoca, 2025 — home services segment, highest of nine industries.A note on our sources
The "62% of business calls go unanswered" figure that appears on almost every AI-answering website traces back to a 2016 audit of 85 small businesses by a marketing company. It may well be directionally right. It is not a study you should make a purchasing decision on, and we're not going to reprint it. The three figures above are the ones we could trace to a named study with a stated sample size.
What it handles
Built for how an HVAC company runs the phone.
No-heat and no-cool triage
Classifies the call by season, occupancy and risk. An elderly homeowner with no heat at 20°F is not the same call as a spare-bedroom vent blowing warm in October, and they don't get the same slot.
Booking into real arrival windows
Reads the dispatch board, respects zone and drive time, books the two- or four-hour window you actually sell, and books the right duration for a tune-up versus a diagnostic versus a quoted install.
Maintenance agreement handling
Knows who's on a plan. Members get their priority slot and their plan rate quoted correctly. Non-members get the plan explained and the dispatch fee stated out loud before they agree to anything.
Dispatch fee and pricing questions
Quotes your published diagnostic fee, trip charge and plan pricing verbatim. Will not estimate a repair or a replacement over the phone — and tells the caller why.
Reschedules and running-late calls
When the crew is two hours behind, the phone doesn't stop. The agent releases and re-books against live availability instead of promising a window nobody can hit.
Landlord, tenant and home-warranty calls
Captures who authorises the work, who pays, who lets the tech in, and the warranty claim or PO number — before a truck gets assigned to a ticket nobody approved.
Call by call
Which calls does an HVAC company get, and what happens to each?
A dispatch line is not one queue. It is seven recurring conversations with different urgency and different consequences for getting them wrong.
The agent confirms there's no gas smell and no CO alarm sounding, then asks who's in the house — anyone elderly, an infant, anyone medically vulnerable — and whether there's any backup heat. Vulnerable with no backup goes straight to the on-call tech's phone, with your after-hours callout rate stated out loud first. Everyone else is booked into the first morning slot at your standard diagnostic fee, quoted before they agree to it.
Written backJob created with the triage answers on the ticket, tagged after-hours, plus a confirmation text with the window and the rate that actually applies.
The agent doesn't quote. It explains that a replacement price depends on a load calculation and a look at the existing ductwork and electrical, states what the in-home estimate costs (or that it's free, if it is), and books the comfort advisor rather than a service tech. If they're already a customer it reads the equipment you have on file instead of asking them to describe their own furnace.
Written backEstimate appointment on the sales calendar, with system age and fuel type from the equipment record where you have one, and captured on the call where you don't.
Eleven other people are calling in the same hour. The agent takes all of them at once, works the board down, and when today is genuinely full it says so and books tomorrow — rather than stacking a fourth job into a window that was already going to run late.
Written backJobs created in sequence with capacity respected. Nothing double-booked, nothing promised that dispatch can't hold.
The agent stops. It does not troubleshoot, does not book, does not ask what the thermostat is set to. It tells the caller to leave the building and call the gas utility's emergency line or 911 from outside, and the call ends there.
Written backLogged as a safety escalation with the timestamp and the exact words used, plus an alert to the on-call number.
The agent captures the property address and the tenant's access availability, then establishes who authorises the spend. The booking is held until the landlord or property manager is on record.
Written backJob created in a pending-authorisation state with both contacts attached, so no truck rolls against an unapproved ticket.
The agent explains, in the words you configure, that new equipment has moved to R-454B and that R-410A service refrigerant has become harder and costlier to source — then books the diagnostic, because a system low on refrigerant has a leak and the phone can't find it. Where the equipment is on file it already knows which refrigerant the system runs on, which is not something most homeowners can tell you.
Written backJob booked with refrigerant type from the equipment record and the customer's stated history on the ticket.
The agent pulls the job, sees the crew is still on the previous call, and tells the truth about the delay. Then it offers a real alternative window instead of "he's on his way."
Written backOriginal window updated, reason coded, note on the ticket for the dispatcher.
What does it read and write in ServiceTitan, Housecall Pro or Jobber?
What it reads
- Open capacity by day, zone and technician — including the arrival windows you actually sell
- Job types and their real durations. A capacitor swap is not a system install.
- Customer history: equipment on file, install date, warranty status, last service
- Maintenance agreement status and tier
- Your published dispatch fee, diagnostic fee, plan rates and after-hours rate
- On-call rotation and escalation numbers
What it writes back
- The job, against the right customer, technician, zone and window
- Triage answers and the caller's own words, on the ticket
- Cancellations and reschedules, with a coded reason
- New customer records with address, equipment type and access notes
- Safety escalations, timestamped, with an alert to the on-call number
Where the write is direct, and where it isn't
| System | What happens |
|---|---|
| ServiceTitan | Direct API. Reads availability, creates and updates jobs, writes customer notes. Requires their integration approval, which takes time — we start that on day one, not at go-live. |
| Housecall Pro | Direct API. Reads the schedule, creates jobs and customers, updates job status. |
| Jobber | Direct API. Reads availability, creates client and job records, attaches notes. |
| FieldEdge, Service Fusion, Workiz, ServiceTrade | Depends on your plan and what your account has enabled. Where a direct write isn't available, the agent books against a synced calendar and pushes a structured job record your dispatcher accepts in one click — not re-keying. |
| Anything else | Zapier, Make or a direct build. If your dispatch software has no API and no export, we'll tell you on the first call rather than three weeks into onboarding. |
The boundary
What it handles. When a human takes over.
The agent handles
- Booking, rescheduling and cancelling service calls
- Quoting the published dispatch fee, diagnostic fee and plan rates
- Maintenance agreement questions and renewals
- Spring and fall tune-up scheduling
- Confirming windows and sending reminders
- Capturing warranty, PO and authorisation details
A person joins
- Any repair or replacement price
- A customer unhappy about a visit that already happened
- Commercial contracts and PM agreements
- Financing applications and rebate paperwork
- Warranty disputes with a manufacturer
- Anyone who asks for a human
What the agent is never allowed to do
Those calls get one response — leave the building, call the utility or 911 from outside — and the call ends. There is no version of this where it asks a follow-up question first.
A caller describing a noise is describing a symptom. A symptom is not a diagnosis. It books the diagnostic.
Not a range, not a "usually around", not a "most people pay". It quotes the fees you publish and nothing else.
That call gets made by a technician, in the house.
If a caller asks whether they're talking to a human, it says no.
These boundaries are set in writing during onboarding, and they're visible in the transcripts. You can read every call it took.
Onboarding
How long until it's answering your phone?
Step 1 — Discovery and configuration
We map your service area and zones, your job types and their real durations, your dispatch and diagnostic fees, your plan tiers, your on-call rotation and your escalation rules. Then we listen to your recent calls — the ones your CSRs actually took, not a script.
Step 2 — Build and test
We build the agent, connect it to your field service software, and run it through the calls that go wrong: the gas smell, the tenant who isn't the account holder, the caller who talks over it, three people at once. You listen to those recordings before it takes a single live call.
Ongoing — Weekly calibration
Someone reviews transcripts every week and changes the agent when your season changes, your prices change, or a caller finds a phrasing that trips it. This is a service, not a login.
What changes by month three?
Three things change on three different timescales, and it's worth knowing which is which before you start.
Every call gets answered, including the 6am ones and the eleven-at-once ones. The first thing most owners notice isn't bookings, though. It's how much of their inbound was never a job: filter sizes, "is the tech still coming", wrong numbers, sales calls. That volume was always there. You just couldn't see it.
Real callers say things the build didn't anticipate. Escalation rules get tightened, job durations get corrected, a triage question gets rewritten because it was producing the wrong answer. If nothing changes in this window, nobody is reading the transcripts.
Booking rate, after-hours capture and the reschedule pattern are aggregate measures. They need a season's worth of calls before a month-over-month comparison means anything. A chart at week two isn't telling you much yet.
It books into the software you already run dispatch from.
Plus anything else with an API — and your existing phone number. If your dispatch software has no API and no export, we'll say so on the first call rather than three weeks into onboarding.
How it hands a caller to a person.
When a call needs a human, the agent doesn't just transfer it. It briefs whoever picks up first, so the customer never repeats themselves.
What's in the brief
- Address and zone
- Equipment on file and install date
- Warranty and maintenance plan status
- The symptom, in the caller's own words
- Whether anyone in the house is vulnerable
- What's already been tried, and whether a tech has already been out
Your tech or CSR picks up already knowing. The agent stays on to book the follow-up.
What HVAC owners ask us before they buy.
Will it sound like a robot?
Call the number above and judge for yourself — that's a more useful answer than anything we could write here.
What happens when someone asks it something it doesn't know?
It says it doesn't have that and gets someone who does. Handling that well is harder than handling the calls that go to plan, and it's worth asking any vendor about.
Can it book directly into ServiceTitan, Housecall Pro or Jobber?
Yes — it reads live availability and writes the job back. ServiceTitan requires their integration approval, so we start that process on day one rather than at go-live. For systems without an open API, it books against a synced calendar and hands your dispatcher a structured job to accept.
What does this cost compared with hiring a CSR?
Different pricing bases, so compare carefully. A CSR is a salary plus benefits for rostered hours. This is a flat monthly fee covering nights, weekends, and eleven people calling in the same hour. Our pricing is published — no quote call required.
What happens on the first 95° day, when everyone calls at once?
It takes every call simultaneously. That's the day it earns its keep, and it's also the day a single CSR and a voicemail box lose you the most work.
Does it work with our existing number?
Yes. You forward your line — during business hours, after hours, on no-answer, or all three. Nothing about your published number changes.
What does it do if someone says they smell gas?
It tells them to leave the building and call the gas utility or 911 from outside, then ends the call and alerts your on-call number. It doesn't ask a follow-up question, and it doesn't book anything.
Will it quote prices to customers?
Only the fees you publish — dispatch, diagnostic, plan rates, after-hours. It will not price a repair or a replacement over the phone, and it explains to the caller why not.
Can I hear what it said on a call?
Every call recorded and transcribed. Recordings and transcripts are kept for 90 days. If it got something wrong, you'll be able to see exactly what, and it gets fixed in that week's calibration.
Does it make outbound calls?
No. Brimeo answers your phone — inbound only. Automated outbound calling to consumers carries consent obligations under the TCPA and carrier registration requirements that plenty of vendors in this space market straight past. We'd rather tell you where the line is than sell you into a problem.
How long until it's live?
Within 3 business days of sending us your details in most cases: about a day to set up, then time to fill any gaps and test. You hear the recordings before it takes a live call.
Stop losing jobs to a ringing phone.
These boundaries are set in writing, and they're visible in the transcripts.