An AI receptionist for HVAC, built for the week the weather turns.
The first heat wave fills your phone in a morning. The receptionist answers the overflow, books what fits, and writes down the rest.
Try it live: call (305) 928-1811. Tactly answers our own line, so you hear exactly what your callers would.
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- Lakeview Heating and Air, this is the virtual assistant. This call may be recorded. How can I help you?
- Our upstairs AC is running but the air coming out is warm.
- Got it. Is that a heat pump or a central air system, and roughly how old is it?
- Central air, maybe twelve years old.
- Checking the calendar for open times
- Booked: AC repair, Thu 10:00 am
What does an AI receptionist do for HVAC companies?
For a heating and cooling company, the AI receptionist answers the calls your office cannot reach during a rush and after closing. It asks whether the system is heating or cooling, how old it is and where the home is, books tune-ups and repair visits into open slots, and emails you a summary of each call so the dispatcher starts the morning with a list.
Why missed calls cost HVAC companies so much
HVAC demand arrives in waves. A calm week turns into forty calls the morning after the first ninety-degree day, and a front desk built for a calm week cannot pick up all of them.
Every unanswered ring in a rush is a homeowner who is hot, uncomfortable and still holding their phone. The next contractor who answers gets the repair, and often the replacement after it.
The receptionist does not get swamped. It can be the overflow when your office is on other lines, and the whole phone after five, so a spike in calls becomes a spike in bookings.
What it does with the calls HVAC companies get
No cooling, no heat
It asks what the system is doing and offers the earliest repair window you have left open, so the caller has a time before they hang up.
Seasonal tune-ups
Spring and fall maintenance calls are easy to book and easy to lose. It fills the slots you set aside for them without anyone at the desk.
Replacement questions
It can explain what you offer and that a comfort advisor visits first, then takes the details so your sales team calls back with a time.
Plan members
If you run a maintenance plan, write down what members get. It answers from those notes and books members into the times you reserve.
Three settings that matter most for HVAC companies
- 1
Hold slots for the rush
Keep a few repair windows open on your booking calendar in peak season. The receptionist can only offer times that are actually free.
- 2
Use overflow mode
Choose the mode where your phone rings first. On a quiet day your office answers everything, and on a busy one the receptionist catches the rest.
- 3
Write the questions you ask
System type, age, brand, and whether anyone at home is vulnerable to heat or cold. Put them in your notes so the summary has what dispatch needs.
The same three plans, whatever your trade.
Starter
$49/mo
For a solo owner who mostly needs the missed calls covered.
- 100 AI-answered minutes a month
- Then $0.35 a minute
- Every feature, no add-ons to unlock
- Most popular
Pro
$99/mo
For a busy shop that wants nights, weekends and lunch rushes handled.
- 250 AI-answered minutes a month
- Then $0.29 a minute
- Every feature, no add-ons to unlock
Growth
$199/mo
For a team that sends a large share of its calls to the receptionist.
- 600 AI-answered minutes a month
- Then $0.25 a minute
- Every feature, no add-ons to unlock
7-day free trial with 30 minutes included. No credit card to start, cancel anytime. Learn more at Tactly.ai
Already have a WorkspaceCMS website? Add Tactly from your dashboard so everything stays on one account.
More than one location? One bill for all of them, and every location after the first is 10% to 25% off. Sign up for multiple locations →
Every plan includes
- A local phone number
- After-hours answering
- Appointment booking with calendar sync
- Transfers to a person
- An emailed summary and transcript of every call
- Text alerts to your mobile after every call (coming soon)
On the Essentials website plan it cannot book appointments; booking by phone needs Growth or above.
- Calls under 15 seconds are not billed
- Switch plans any time, prorated
- Buy it on its own. No website plan needed
Extra charges outside the plan. A phone number outside the US (Mexico, Spain or Latin America) is $10 a month on top of your plan and takes calls only; it cannot send texts. It takes the place of the included US number rather than adding a second one, and ordering it needs your business documents. Your US local number is included in every plan with no extra fee. Caller texting, coming soon, is an optional add-on at $79 once plus $10 a month, which covers registering your business with the phone carriers and their monthly fee.
Questions from HVAC companies, answered.
What if a caller smells gas?
If a caller describes an emergency, it tells them to hang up and call 911. Add your own safety guidance to your notes as well, such as leaving the house first.
Can it book maintenance plan visits?
Yes. It books into whatever appointment types and times you set on your booking calendar, and answers plan questions from your notes.
Can it hand a call to my dispatcher?
Yes. During your hours, when a caller asks for a person, it transfers to the number you choose, such as your dispatch line.
How many minutes does a busy season use?
It depends on your call length and how many calls you send it. Each plan includes minutes, extra minutes are billed at your plan's rate, and you can switch plans any time, prorated.
See how it works for other businesses
- PlumbersYour hands are wet and your phone is in the truck. The receptionist picks up, asks what is going on, and puts the job on your calendar.
- Law firmsA prospective client calls once. If nobody answers, they call the next firm. The receptionist picks up, takes the details and gets them to you.
- DentistsYour front desk is checking someone out while the phone rings. The receptionist answers, books the cleaning, and leaves your team a note.
- Med spasYour injector is mid-treatment and the front desk is with a client. The receptionist answers the call from the person who just saw your ad.
- Real estateA buyer calls about the house on Maple Street while you are walking someone else through a kitchen. The receptionist answers and gets you their details.
More about the AI Receptionist
- AI Receptionist overviewAn AI receptionist agent that answers your business calls, books appointments, transfers to your team and emails a summary of every call. From $49/mo.
- BookingAn AI receptionist that books callers into real open times on your calendar, and only confirms once the calendar accepts the booking.
- After hoursNights, weekends and holidays covered. The AI receptionist tells callers you are closed, books them a time or takes a message for the morning.
- PricingThree AI receptionist plans from $49/mo, each with a local number, booking, transfers and call summaries. Short calls are free.
Press play and listen to Tactly take a call.
Example calls in Tactly’s voice, with a sample voice playing the caller. Pick a call and the transcript follows along as it is spoken. More sample calls on Tactly.ai →
- TactlyThanks for calling Northwind Heating and Air. I'm their virtual assistant, and this call may be recorded. I can book a visit, answer questions or take a message. How can I help?
- CallerHi, yeah, our furnace is blowing cold air, and it's getting pretty chilly in here.
- TactlyOh no, I'm sorry to hear that. Let's get a technician out to you. Can I get your name?
- CallerSure, it's Paula Reyes.
- TactlyThanks, Paula. What's the address for the visit?
- CallerIt's 14 Linden Court. Oh, wait, sorry. 41. It's 41 Linden Court.
- TactlyNo problem, 41 Linden Court. One sec, let me check the schedule.
- Looking up open repair times
- TactlyI have tomorrow at 8:30 a.m. or 1 p.m. Which works better?
- CallerOh, 8:30. The earlier the better, honestly.
- TactlySo that's a no-heat repair tomorrow at 8:30 a.m., at 41 Linden Court. Shall I book that?
- CallerYes, please.
- Booked: No-heat repair, tomorrow 8:30 am
- TactlyYou're all set, Paula. The technician will see you tomorrow morning.
Paula Reyes called because her furnace is blowing cold air. She booked a no-heat repair for tomorrow at 8:30 a.m. at 41 Linden Court.
Try it live: call (305) 928-1811. Tactly answers our own line, so you hear exactly what your callers would.
Let it answer the next call.
You finish the job in front of you.
Plans from $49/mo, each with a local number, booking, transfers and a summary of every call.
Comparing options? AI receptionist vs an answering service