Every missed HVAC call, answered and booked — for a flat $199/mo.
First 100° day of summer, your phone rings off the hook — and every tech is on a rooftop. First cold snap, same thing. HVAC call volume spikes exactly when nobody can answer, and a homeowner sweating in an 85° house doesn't leave a voicemail. They call the next company on Google.
RetainCall fixes the structural problem: Sara, our AI dispatcher, answers every missed call in under 60 seconds, holds a real SMS conversation, qualifies the lead, and books the job straight into your Google Calendar, Outlook, or Housecall Pro. She knows the trade — condensers, evaporator coils, TXVs, mini-splits, and MERV filters — so your callers never feel like they're talking to a generic bot.
What a missed no-AC call during a heat wave actually costs
Typical miss rate: ~30% of inbound calls
Missed callers who book a competitor: ~70%
At just 40 calls/week that's ~15 lost jobs and ~$5,092/month walking to your competitors.
Run your own numbers with the missed-call calculator, or read the full breakdown in our missed-call math post.
What Sara does for a HVAC company
- Answers in under 60 seconds — every missed call gets a real reply before the caller dials a competitor.
- Talks the trade — she recognizes condensers, evaporator coils, TXVs, mini-splits, and MERV filters and mirrors your customers' language.
- Triages emergencies — a no-AC call during a heat wave is treated as urgent; routine work books normally.
- Books into your real calendar — Google Calendar, Outlook, and Housecall Pro, only slots you actually have open.
- Works 24/7 — nights, weekends, holidays, storm surges. No queue, no hold music, no PTO.
- Flat $199/month — unlimited calls, no per-call fees. Your busiest month costs the same as your slowest.
Common questions
Can Sara tell a real HVAC emergency from a routine tune-up request?
Yes. Sara triages by HVAC-specific rules: no-heat in winter or no-AC in summer is treated as same-day urgent; filter changes and seasonal tune-ups book as routine. She asks the qualifying questions a good dispatcher would — is the system not cooling, not heating, or not turning on at all?
How much does an answering service for a HVAC company cost?
RetainCall is a flat $199/month with unlimited calls — no per-call or per-minute fees. Human answering services typically run $315+/month with per-minute billing; other AI services add usage fees as your volume grows. See the full side-by-side comparison.
Do I have to change my phone system?
No. Your existing number forwards to RetainCall when you don't answer — one carrier setting, about 5 minutes. Setup end-to-end takes under 10 minutes and there's no card required to start the trial.