First heat wave, first cold snap — the phone does not stop
The first hot week of the year, every second house wants their AC looked at. Your office phone rings out because your one office person is already on another call, and those customers just move down the list.
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In your caller's language, in your business's own words — not a menu, not a voicemail.
She reads your own services, prices and hours, so she answers the way you would.
My AC quit last night. The fan's running but it's blowing warm air.
I can get you in for a service call. Is it a central system or a heat pump?
Heat pump. Mitsubishi, I think, put in a few years back.
I'll put the brand in the note so the tech knows what he's coming to. Is there a model number on the sticker you could read me?
I'd have to go outside and look.
Only if it's easy to get to. It matters because the tech would rather come with the right part than come twice.
Hang on. It's an MSZ and then a string of letters and numbers.
That's plenty, I have it written down. And roughly how old is the system?
Seven or eight years. We didn't put it in, it was here when we bought the place.
Noted, and that it wasn't your install, so nobody assumes it's under your own warranty. What's the address, and is the outdoor unit easy to get at?
Rutledge Street in Oakville. It's down the side of the house behind a gate. What do you charge just to come out?
The diagnostic fee is on our price list and I can give you that now. Anything past that gets quoted after the tech has looked at the unit.
Alright. When can somebody come?
Tuesday afternoon is the first opening. Is somebody home in the afternoon, or is the gate the only way in?
My wife's home. The gate sticks, you have to lift it as you push.
Booked for Tuesday afternoon. You'll get a text confirming, and what goes across with the job is a heat pump, the model off the sticker, seven or eight years old, not your install, somebody home, and a gate that lifts.
A scripted demonstration for hvac companies, not a recording of a customer call: the business, the caller and any prices in it are made up, and the caller is voiced. What is real is the receptionist, and you can hear her live on the demo line above.
Yes. She picks up several calls at the same time, so nobody in the rush hits a busy signal or a voicemail. Each one lands as a text to you and a row on the dashboard with what they wanted.
Only if you list the brands you work on at setup, and then she reads your list back as written. If the brand isn't on it she says she'll check and takes their details, rather than sending a tech to something you don't touch.
No. She books, she answers from what you typed in, and she passes the lead on. She does not take payment and she does not sign anyone up to anything, so the money conversation still comes back to you.
She answers that one. She asks what is happening, whether there is any heat in the house at all, what the thermostat is reading against what it is set to, how old the furnace is, whether it is in a basement or a crawlspace, and how somebody gets to it. Every answer is written down in the caller's own words, and it is on your phone as a text rather than in a voicemail box you open at seven the next morning. What she will not do is tell them it is safe to wait, tell them to relight or reset anything, or promise a truck by a particular hour. She takes the call and hands you a decision you can make in under a minute, in the dark, without ringing anybody back to find out what they wanted.
Only if you wrote it down for her. She reads your own setup answers back exactly as you typed them, so if check the breaker and the filter before we come out is one of them, she will say it. If it is not, she does not invent it. She has no eyes on the equipment and no training you did not give her, and a receptionist improvising instructions about a gas appliance is not a risk worth the call it saves.
She takes them the same way, and she writes down which one it is, because they are different visits and different hours of your day. She will not price equipment. She captures the brand, the age, whether the house has ductwork, whether it is the heat or the cooling they are replacing, and when somebody can be home, then books the visit or takes the details for you to call back. Sorting the emergency from the shopper before you touch the phone is most of what an office person does in a rush, and it is the part that quietly stops happening when there is nobody at the desk.
That is what the notes are for. Brand, the model off the sticker, roughly how old, what the caller says it is doing, whether the unit is on a roof or behind a gate that sticks, whether anybody will be home. She cannot be certain a caller has read the label right, because callers are not technicians. What she can do is ask all of it on every call, which is more than a voicemail does, and more than most people manage with a customer talking over them.
Those are the calls she exists for. She answers around the clock on every plan, the Sunday of a long weekend included, and each one reaches you as a text with the name, the number and what they said, with the full transcript in your dashboard. Whether you go out is still your decision. Knowing about it is no longer optional.
She books a maintenance visit exactly the way she books a breakdown: straight into your Google Calendar, with a confirmation text to the customer and the details to you. It is not a message left for somebody to action later, it is a slot taken. If you want every one of those bookings pushed into your own system as well, she can send it there, which is on every plan.
She answers in English and French on every plan, and she mirrors whichever of the two the caller opens in, without being asked. Her other languages start on the higher plans. Whatever she answers in, what lands on your phone is the same plain English note: name, number, and what they said was wrong with it.
There is nothing regional about her. She answers whatever line you point at her, and the four things below are the ones that actually matter once you are not in the same province as the company you bought from.
Weighing this up against something else? What to compare before you buy an AI receptionist in Canada — the four things that decide it, with prices read off each company’s own page.
No new handset, no app for your customers, nothing to learn.
Keep the number on your van and your cards. Unanswered calls roll to her.
She answers, asks what you would ask, and puts the job in your calendar.
Name, number and what they wanted — texted to you, and in your CRM.
7-day free trial, then renews monthly — cancel anytime before it starts. Keep your number.