AI Receptionist for HVAC Companies
When the first cold snap or heat wave hits, every homeowner calls at once. Viyo answers each one, sorts no-heat emergencies from routine tune-ups, and fills your dispatch board.
Urgent calls are flagged and routed to your on-call technician.
Peak season floods the phones
The busiest weeks are also when you can least afford to miss a call.
Ringing phones during the first cold snap
Your office cannot answer every line at once. Callers that hit voicemail move on to a competitor with a shorter wait.
No-heat calls in the middle of the night
A dead furnace at midnight is an urgent call. If nobody answers, the customer signs up with whoever does.
Dispatch juggling between repairs, installs and maintenance
A quick filter swap and a full system replacement take very different crews. Confirming windows by phone slows everyone down.
Separating maintenance plans from replacement leads
A tune-up request and a homeowner asking about a new system deserve different follow-up. Missed calls blur that line.
Routing that matches your dispatch
Different calls, different paths.
No heat or no cooling
A system that has stopped working.
- 1Ask about the system type and what the thermostat shows.
- 2Check for young children, elderly residents or health needs at home.
- 3Notify the on-call technician with the details.
- 4Tell the caller when to expect a callback.
Repair visit
Odd noises, weak airflow or a system that cycles too often.
- 1Record the symptoms and how long they have lasted.
- 2Offer the next service window.
- 3Note access, pets and parking.
- 4Confirm by text.
Seasonal tune-up
Routine maintenance before summer or winter.
- 1Confirm the equipment and last service date.
- 2Book the visit and mention any maintenance plan.
- 3Send a reminder ahead of the appointment.
New system estimate
A homeowner asking about replacement.
- 1Capture home size and current equipment.
- 2Ask about budget comfort and timeline.
- 3Book an in-home estimate for your advisor.
What your HVAC receptionist takes on
The front-desk work that keeps techs on the road and jobs on the board.
A call at six thirty on a freezing Monday morning
No caller stuck on hold
Everyone gets a person to talk to, even when the board is full.
Techs go out with a full picture
Equipment details and symptoms are in the work order before the truck leaves.
Cleaner priorities for dispatch
Emergencies rise to the top while routine tune-ups fill the gaps between them.
More replacement leads captured
Enquiries for new systems are recorded and passed to your advisor, not lost to voicemail.
Hi, our furnace isn't blowing any heat and it's freezing in here.
I am sorry, that is no fun. Does the thermostat show anything, and is the unit making any noise?
The screen is on, the fan runs, but the air is cold.
Got it. Is anyone at home elderly, very young, or dependent on heat for health reasons?
We have a toddler, so we'd like someone soon.
I have marked this as a priority no-heat call. Can I take your name and address?
Dan Ortiz, 22 Birch Street.
Thanks Dan. I have sent the details to our on-call technician, who will ring you shortly to confirm arrival.
Thank you so much.
You are on the board, Dan. A text will follow with the summary.
Ready before the next cold snap
Tell us about your services
Heating, cooling, maintenance plans and the areas you cover.
Set emergency criteria
Decide what earns an immediate alert to your on-call technician.
Forward overflow and after-hours calls
Or send every call through Viyo, whichever suits your office.
Review and refine
Check the recaps, adjust wording and adapt as the seasons change.
Fits with your existing setup
Bookings and notes flow where dispatch already looks.
Your scheduling software
Books visits onto the calendar and windows your dispatcher manages.
Your customer records
Finds existing customers and adds equipment and site notes for new ones.
Your phone line
Keep your published number and forward calls to Viyo.
Email and text confirmations
Confirms appointments with the homeowner and alerts your team.
Call a Viyo agent as a hvac companies customer would
Pick up the mic and talk to a live voice agent. No signup needed.
You'll say: “Hi, my furnace stopped heating this morning and the house is getting cold.”
Then listen as the agent checks availability, confirms the details, and wraps the call - the way it would on a real call.
Live call via the Viyo Voice SDK · mic access required
HVAC Companies: what you'll want to know
What if a caller smells gas or suspects carbon monoxide?
The agent does not diagnose or promise safety. It flags the call as urgent, takes the address and number, and alerts your on-call technician. You can also script it to tell callers to contact emergency services for those situations.
How does it treat a no-heat call differently from a tune-up?
It follows your rules. No-heat and no-cooling calls with vulnerable occupants are flagged and pushed to your on-call technician, while tune-ups are booked into normal slots.
What if a customer asks something outside its script?
It tells them a team member will follow up, records the question, and puts it in the recap.
Can it pass a call to my dispatcher?
Yes. Choose which calls transfer live to dispatch or the on-call tech, and it takes a message if nobody answers.
Can I keep my existing business number?
Yes. Your number stays the same and calls forward to Viyo when you want.
How hard is setup for a busy shop?
You share your services, service area and emergency rules, then listen to sample calls. Most of the time goes into deciding your priorities, not technical work.
Get ahead of the next rush
Viyo picks up every call, sorts urgent breakdowns from tune-ups and keeps your dispatch board full.