AI receptionist for air conditioning
First 38-degree day, every phone in the suburb rings. Yours gets answered.
Heatwave Monday. You’ve got four units on the truck and forty calls you’ll never get to. Receptly answers every one, sorts the no-cool emergency from the new-install quote, and books what you can take.
1300 556 520Ring it now and tell it your air con’s stopped working. See what it asks.
The air con tech’s problem
Your whole year arrives in three weeks, and the phone can’t cope
Air conditioning is a seasonal trade with a brutal peak. The first heatwave and the first cold snap bring more calls in a week than the quiet months bring in two. Every one of those callers is hot, or cold, and has already rung two other companies. Whoever answers gets the job. The rest go to voicemail and never ring back.
Outside the peak, the calls are quotes: a new split system, a ducted replacement, a landlord with a compliance service. Those are the big-ticket jobs, and they get missed for a different reason. You’re on a roof with a unit and the phone’s in the cab.
What it asks an air conditioning caller
It sorts the no-cool emergency from the install quote
The receptionist is set up for air conditioning before it takes a call. It knows a service call from a quote request, and it asks what you’d ask:
- What’s the problem? Not cooling, not heating, leaking water, making a noise, an error code on the controller, or a new install or replacement. Error codes get captured word for word.
- What’s the unit? Split, ducted or cassette, the brand if they know it, and roughly how old. Helps you decide between a service call and a replacement conversation.
- Where is it? Address, house, unit or commercial, and roof or ground access for the outdoor unit.
- How urgent? No cooling now with someone vulnerable in the house, today, or a quote this week. Vulnerable-occupant calls go straight to your phone.
- Who’s paying? Owner, tenant, agent, strata or a builder. Warranty questions get captured and passed to you, not answered.
It lands on your phone as a text while you’re still on the roof. In peak week, that list is your day.
Bookings
Straight into your job software or calendar
Tell it your working hours, your service area and how long a standard job takes, and it books straight into ServiceM8, simPRO, Fergus, AroFlo or Google Calendar (Tradify on request). The job card has the address, the details, the access notes and the caller’s number. No re-typing from a voicemail.
If you’d rather approve every booking first, it holds the slot and texts you. You reply Y and the customer gets a confirmation.
How it works
You don’t set anything up. We do.
- One call with usWe learn how you run: the jobs you take, the areas you cover, what’s urgent, what gets quoted, who gets called back first.
- Your number stays the sameKeep the number on the van. Calls you don’t pick up in a few rings divert to the receptionist. Nobody notices a change, except that someone answers.
- Live within the weekWe listen to the first month of calls and tune it. Anything it can’t handle, it takes a message and texts you.
Questions air conditioning businesses ask us
Straight answers
Can it handle peak week?
That’s the point. It answers every call at once, all day. Fifty calls in an hour is the same to it as five. You’ll see them all in the summary and decide what to book.
Can it book services in a run?
Yes. Tell it your service areas and the days you’re in each, and it fills the run rather than scattering jobs across the map. Or it holds slots for you to approve.
Can it quote a split system?
No. It captures room size, single or multiple rooms, existing unit or new, whether there’s a switchboard photo, and tells the caller you’ll quote on site or from photos. You set whether it mentions a supply-and-install starting price.
What about gas heaters?
If a caller mentions a gas smell from a heater, it tells them to turn it off, ventilate, leave if the smell is strong, and ring the gas emergency line first. Then it texts you. That script is fixed.
Pricing
Less than one missed install quote a season
Starts the day it goes live. Nothing charged until it’s answered your calls for a week. Cancel inside the week and you pay nothing, setup included.
Less than one missed install quote a season. A lot less than a receptionist.
No surprise bills: go over two months running and we tell you before we move you up. Full pricing and what’s included.
Book a setup callWork out what missed calls are costing you with the missed call calculator, or see how it works in your city. Other trades: all trades.