An HVAC answering service that answers the 2 a.m. no-heat call
Vomenta answers your HVAC company's phone with an AI agent that knows your service area, your diagnostic fee and your maintenance plans. It sorts emergencies from routine jobs, texts the details to your on-call technician and rings your dispatcher in the app when a person is needed.
14-day free trial · $25 usage credit · No credit card required
- every call answered, in a heat wave or a cold snap
- 24/7
- per month for the smallest setup, plus usage
- $64
- per inbound minute, no per-call fee
- 1.5¢
- languages, depending on the engine
- 30+
How the AI handles a no-heat call at night
The agent follows the questions you wrote, in order, and sends the result to the person on call before the caller hangs up.
- 01
It answers as your company
The call rings the agent directly, or reaches it from a call flow after hours. The agent greets the caller with your company name and asks what is wrong, in the caller's language.
- 02
It sorts the emergency
It asks the address, whether the problem is no heat or no cooling, the equipment type if the caller knows it, and whether anyone elderly, unwell or very young is in the home.
- 03
It texts your on-call technician
It sends an SMS with the caller's name, number, address and symptom to the on-call number you set, and tells the caller the callback time from your emergency policy.
- 04
It rings your dispatcher when a person is needed
If the caller asks for a person, or your instructions say the call needs a decision, the agent rings your dispatcher's team in the Vomenta app and keeps talking until someone answers. If nobody is free within two minutes, it tells the caller and keeps helping.
- 05
It saves the whole call
The transcript, the summary and the contact are saved in the app, so the technician who calls back can read what was said before dialing.
When a person is needed. When a caller asks for a person, or an emergency needs a decision, the AI rings your dispatcher in the app and stays on the line until they pick up.
Calls an AI receptionist for HVAC handles
For heating and cooling contractors with technicians in the field and a phone that rings hardest in a heat wave or a cold snap.
No-heat and no-cool emergencies
The AI asks for the address, the symptom and whether anyone at risk is in the home, then texts the summary to your on-call line.
Service and maintenance requests
It records the equipment, the problem and the preferred time window, and creates the contact in your CRM.
Pricing and service-area questions
It answers from your knowledge base: diagnostic fees, maintenance plans, brands you service and the areas you cover.
Maintenance plan sign-ups
It explains your plan tiers and prices from the knowledge base, records the caller's interest and saves the lead for your office.
Appointment confirmations and changes
It finds the caller by phone number, notes the new time window and emails the change to your scheduling desk.
Installation and replacement quotes
It records the home size, the age and fuel type of the current system and the best time for an estimator visit, then saves the lead.
Invoice and warranty questions
It looks up the invoice, reads back the balance and emails a copy on request. Warranty terms come from the documents you upload.
Three calls to an HVAC answering service
The tool lines show what the agent does in your systems while it talks. The wording is yours to set in the instructions.
- Caller“Our furnace stopped working and it's 20 degrees outside.”
- AI agent“I can help. What is the address, and is anyone elderly or unwell in the home?”
- Caller“42 Birch Lane. My mother is 81 and she lives with us.”
- ToolSend SMS to the on-call technician
- AI agent“I've sent this to our on-call technician as an emergency. They will call you back within 15 minutes. Do you have space heaters you can use safely until then?”
- Caller“I want to get my AC tuned up before it gets hot.”
- ToolLook up contact
- AI agent“I see you're on Oak Drive and we installed your system in 2021. Which days work for a morning visit?”
- Caller“Tuesday or Wednesday.”
- ToolSend email to the scheduling desk
- AI agent“I've sent that to our scheduling desk. You'll get a text with the confirmed window by the end of the day.”
- Caller“How much is a service call, and do you come out to Riverside?”
- ToolSearch knowledge base
- AI agent“Our diagnostic visit is $89, and it comes off the repair price if you go ahead. Riverside is inside our service area. Would you like to book a visit?”
Set up your HVAC answering service in an afternoon
Four steps in the app, no developer needed unless you connect scheduling software through its API.
- 01
Write the instructions
Tell the agent who it is, which questions to ask in which order, what counts as an emergency and what to promise about callbacks.
- 02
Upload the knowledge base
Add the documents listed here as PDF, Word or text files. The agent answers price and policy questions from them.
- 03
Connect the actions
Set the numbers and addresses that receive SMS and email, the CRM for leads and the team that gets the ring when a person is needed.
- 04
Point your number at it
Forward your existing number, or add a time-check step to your call flow so only after-hours and overflow calls reach the agent. Then call it from your own phone.
What to upload to the knowledge base
- Your diagnostic fee and what it covers
- The ZIP codes or towns in your service area
- The brands you service and the brands you install
- Maintenance plan tiers, prices and what each visit includes
- Your emergency policy: what counts as an emergency and the callback time
- Financing options and the questions you want asked before a quote
- Opening hours and the holiday schedule
AI or a human HVAC answering service?
A live answering service puts an operator on the call. Vomenta puts an AI agent on it, with your own team one ring away.
| Human answering service | Vomenta AI answering service | |
|---|---|---|
| Answer time | Callers wait when every operator is busy, which happens on the first cold night of the year. | Every call is answered at once. The fifth call in a cold snap gets the same answer as the first. |
| After-hours cover | Usually a higher tier or a per-call surcharge. | Included. A time-check step in your call flow sends after-hours and overflow calls to the agent. |
| Emergency details | An operator reads a script and relays a message. | The agent asks your questions in order, texts the on-call technician and saves the transcript. |
| Who takes over | The service's operators, who do not know your customers. | Your own dispatcher, rung in the app with the address and the symptom already collected. |
| Pricing | Per call or per minute, with overage charges in the busy season. | $64 per month for the smallest setup, plus 1.5¢ per inbound minute and AI usage. |
| What you get after the call | A message by email or text. | The transcript, a summary and the recording, saved on the contact in the app. |
HVAC answering service pricing
A fixed monthly price per seat plus metered usage. There is no per-call fee and no after-hours surcharge.
The smallest setup is one Starter seat ($29) plus the AI Voice Agent add-on ($35): $64 per month, plus 1.5¢ per inbound minute and AI usage.
AI usage is billed at the provider's cost plus 30%, or with no markup when you use your own provider key.
HVAC answering service: common questions
How does the AI handle a no-heat emergency at night?
It asks the questions you set, usually the address, the symptom and whether anyone at risk is in the home. It then sends an SMS with those details to your on-call number and tells the caller when to expect a callback. If the caller asks for a person, it rings your dispatcher's team in the Vomenta app and keeps talking until someone answers.
Can it text my on-call technician?
Yes. During the call the agent can send an SMS, a WhatsApp message or an email to any number or address you set, with the details it has collected. It cannot forward the call itself to an outside mobile number. If you want the caller connected to a phone outside the app, use a transfer step in a call flow.
What happens when the caller asks for a person?
The agent transfers the call to the team you chose, for example your dispatchers. Their phones ring in the Vomenta app, and the AI stays with the caller while they ring. If nobody is free within two minutes, the agent tells the caller and keeps helping.
Can it book jobs into my scheduling software?
If your scheduling software has an API, the agent can create and change jobs through a custom HTTP tool. There is no ready-made connector for field-service software or for Google and Microsoft calendars yet. Without an API, the agent records the request and emails or texts it to your office.
What does it cost for a one-truck company?
One Starter seat at $29 per month plus the AI Voice Agent add-on at $35 per agent per month, which is $64 per month. Calls are metered at 1.5¢ per inbound minute, and AI usage is billed at the provider's cost plus a markup, or with no markup on your own provider key. There is no per-call fee.
Does it speak Spanish?
You can choose from more than 30 languages or let the engine detect the caller's language, and coverage depends on the engine you pick. Greetings and call endings are tuned for English and Turkish. Make a Spanish test call during the trial before you point your number at the agent.
How long does setup take?
Most HVAC companies need an afternoon. Write the agent's instructions, upload the seven knowledge-base items listed above, set the on-call number and the dispatcher team, and point your number at the agent. The 14-day free trial includes $25 of usage credit and needs no credit card.
Put an HVAC answering service on your phone line.
Create a workspace, connect a number and hear the agent answer as your company. Or walk through your call types with a specialist.
14-day free trial · $25 usage credit · No credit card required