5 Ways to Run a Better HVAC Service Business with Virtual Receptionists


Running a HVAC business is a demanding enterprise, between servicing existing clients and installing new systems. Clients insist on properly functioning systems to deliver the ideal level of comfort for their indoor climate. With Smith.ai’s HVAC answering service fielding incoming calls, your ability to focus on core services improves while we serve as your first line for customer service.

Building new heating and cooling systems requires planning while servicing existing system involves a high degree of attention. With our virtual receptionists handling your incoming calls, the productivity of technicians and other staff members improves, by giving you more time to thoroughly assess new projects and diagnose failures at existing client locations.

For a HVAC business, these five services our virtual receptionists perform improve staff performance by allowing everyone to stay on top of the tasks at hand, further improving overall productivity.

1.  Answer questions about credentials

As with many major renovation projects or other large purchases, customers perform research prior to selecting a provider. Prospective clients will want to know information such as if your business is a member of the Air Conditioning Contractors of America (ACCA) as well as licensing and bonding information required by the EPA for most municipalities. We can also direct prospects to past client recommendations you may have posted to your website or to third party sites such as the BBB.

2. Advise clients on your services

Depending on your experience, company size, and resources, you may be selective about the projects you accept. Some prefer to handle large commercial properties, others solely work on residential properties, though most handle a mixture of the two. We can also let clients know about your capabilities in performing specialty services, for example, if your business builds or services ISO-certified cleanroom systems.

3. Perform client intakes

Prior to meeting with new customers and assessing a property to produce an estimate, you’ll need to gather info about the business (or individual) and collect specific property information. We obtain information in a manner you specify which can be emailed to you or plugged into the CRM utilized by your business.

4. Schedule appointments and create tickets

With access to your calendar or scheduling application, we can set appointments for you. By minding your availability, we will setup meetings between you and your clients for any of the services your perform or simply to follow-up with a face-to-face meeting. If using a ticketing program for service and installation technicians, we can create tickets with your software, saving time with workflow.

5. Make outbound calls on your behalf

When you find yourself bogged down with work but need to follow-up with clients, our virtual receptionists can make calls on your behalf. Whether you need to call a prospect with a bid price or if you need to follow-up with a client to checkup with their satisfaction on a completed repair, simply call or email us and we’ll do it for you.

A Smith.ai Customer Testimonial

We’ve given you some great examples on how our virtual receptionists can serve your HVAC business and save precious time. Here’s what one of our satisfied clients had to say:

“My company has been using Smith.ai for about a year and the results have been great. The staff at Smith are incredibly friendly and work with you on a script for your callers. They even created a "call blast" service for us to guarantee a member of our staff received the message. I highly recommend if you are looking for a professional, courteous, and affordable answering service.”

Matthew Cotton – Restore Pros Remediation Services.

Learn More About Smith.ai

Running a HVAC business is demanding enough without regularly fielding calls to answer questions. If you’d like to learn more about how Smith.ai’s virtual receptionists can help your business, sign up for a free consultation with our team or get started risk-free with our 14-day money-back guarantee.

Business Education
Virtual Receptionists
Home Services
Written by Nick Epson

With over a decade of experience under his belt, Nick Epson is a professional copywriter and a well-versed content marketing expert.

Take the faster path to growth.
Get Smith.ai today.

Affordable plans for every budget.

Sign up for our newsletter

By signing up, you agree to receive news & updates from Smith.ai.
Thank you!
Your submission has been received.
Yikes! Something went wrong while submitting the form.

Take the faster path to growth.
Get Smith.ai today.

Affordable plans for every budget.