An answering service built for HVAC companies.
Kaico Voice is an AI receptionist that answers your phones 24 hours a day, books service calls straight onto your calendar, and hands real emergencies to a human. We built it in Tulsa, Oklahoma, where we know exactly what a 100-degree July afternoon does to a phone line. It works the same anywhere weather breaks equipment.
That phone number is the AI agent itself. Ask it whatever a customer would ask you.
The calls you lose are the ones you never hear ring.
HVAC demand is weather, and weather doesn't keep office hours. The system that limped through the afternoon dies at 9 pm. The furnace that short cycled all week finally quits on the coldest night of January. Your heaviest call windows are exactly the hours when nobody is sitting near the phone: evenings, weekends, and the middle of a heat wave when every tech you have is already committed. "HVAC after hours answering service" is searched about 390 times a month in the United States, and the broader "after hours answering service" about 2,900 (Semrush, October 2026).
Even during business hours, your people physically cannot answer. Nobody picks up a phone from the top of an attic ladder, or halfway through a condenser swap, or while brazing a line set. If the owner is the one answering, the owner is the one not billing. The phone rings when you are least able to reach it. That is not a staffing failure, it is just the shape of the trade.
Meanwhile, the homeowner with a dead AC in July isn't leaving a voicemail and waiting patiently. They are working down a list. They call you, hit voicemail, hang up, and dial the next company. Whoever answers first usually gets the job, along with the repair, the replacement quote if the unit is done, and the maintenance relationship that follows. Voicemail does not lose you a phone call. It loses you the customer.
What it actually does.
Six behaviors, no mystery. This is the whole product.
Answers every call, 24/7.
Nights, weekends, holidays, heat waves. Every call gets picked up, whether it comes in at 2 pm on a Tuesday or 2 am on Christmas Eve. No hold music, no voicemail.
Books straight onto your calendar.
It checks real availability and puts the job on your Google Calendar, with the caller's name, address, callback number, and a plain description of the problem.
Flags calls that need a human.
If someone asks for something the agent could not resolve, it records the request for your team to follow up. Caller texts require separate consent and an approved messaging setup for your business.
Screens spam and robocalls.
Robodialers, solicitors, and junk calls get filtered out before they reach you. The calls that make it through are actual customers with actual problems.
Transfers real emergencies to a human.
A gas smell, or no heat with an infant in the house, is not something we let software handle alone. Those calls get transferred to a person on your team immediately.
Sends a transcript of every call.
Every conversation shows up in writing, and a text or email summary reaches you after each call. You can read at 7 am exactly what happened overnight, word for word, and catch anything that needs a human follow-up.
What an after-hours call sounds like.
It is 9:40 on a Tuesday night in July, and Janelle's AC has quit. She calls your number. Instead of voicemail, the line picks up on the first ring with your company name. The agent asks what is going on, and she explains: the unit is running but blowing warm air, and the house is at 84 degrees and climbing.
The agent collects her name, address, and callback number, then asks the clarifying questions you told it to ask, like whether a breaker has tripped or the thermostat batteries are fresh. It checks your Google Calendar and offers the first real opening: a technician can be out tomorrow between 8 and 10 am. She takes the slot. The appointment lands on your calendar with the full details, a text or email summary reaches you, and the transcript is waiting for you in the morning.
One important exception: if at any point she mentions a smell of gas, the booking flow stops and the call is transferred to a human immediately. That is the standing rule for anything that sounds like real danger.
An HVAC after-hours answering service, on a July night.
The after-hours call is the one most HVAC phones miss, and the one the homeowner is most ready to book. Here is what it looks like with Kaico on the line, as an illustration with a fictional caller.
What a summer night call looks like.
11:15 pm in late July. Luis calls: the AC quit an hour ago, the house is at 86 and climbing, and the kids are awake. Every HVAC line in the metro is getting the same call this week, and a lot of them roll to voicemail.
What the receptionist does.
It picks up on the first ring with your company name and tells him it is an AI. It asks the questions you set: is the unit running at all, has a breaker tripped, is anyone in the house at risk. Then it takes his name, address, callback number and a plain description of the problem.
Booking, and the transfer rule.
It checks your Google Calendar, books the first real opening with the details, and sends you a text or email summary. A gas smell, a suspected carbon monoxide problem, or no heat in dangerous cold with an infant or an elderly person in the home transfers to your cell instead. The $299 plan includes that transfer.
An AI receptionist for HVAC companies, not a message-taker.
A traditional answering service takes a message, and you call back from an attic. Kaico Voice is an AI receptionist for HVAC companies: it is written around your services, your hours and your escalation rules, it books the service call into your Google Calendar while the caller is still on the line, it transfers urgent calls to your cell, and it sends you a text or email summary of every call. It tells every caller it is an AI. The same receptionist is inside Front Door.
The proof, stated honestly.
Every number we ever quote is reconciled against the owner's calendar first, which is why you will not see one here yet. How we verify, and the work so far.
Where the phone fits.
The phone is $299 a month on its own as the 24/7 AI Receptionist, plus a one-time $299 setup, or inside Front Door from $900 a month with site care, Google listing, scheduler and job system (pricing). Every project is scoped with a free front-door audit before we quote.
Frequently asked.
Is this an AI receptionist for HVAC companies?
Yes. Kaico Voice is an AI receptionist built for heating and air companies. It answers 24/7 with your company name, asks the questions you set, books the service call into your Google Calendar, transfers urgent calls to your cell and sends you a text or email summary after each call. It tells callers it is an AI, and you can hear it yourself at (918) 359-2644.
Does the HVAC after-hours answering service book jobs at night?
Yes. A call at 11 pm is booked the same way as a call at 11 am: the receptionist checks your Google Calendar and offers the first real opening, so the homeowner hangs up with a time instead of a voicemail. Calls that match your emergency rules, such as a gas smell or a suspected carbon monoxide problem, transfer to your cell instead.
Will callers know they are talking to an AI?
It sounds natural, and it never pretends to be a human if someone asks directly. Most callers just want their problem handled: a clear answer, an appointment, a callback. The fastest way to judge it is to call (918) 359-2644 yourself. That number is the agent, answering live.
What happens with real emergencies?
The agent does not handle real emergencies on its own. Calls like a gas smell, a suspected carbon monoxide problem, or no heat in dangerous cold with an infant or an elderly person in the home get transferred to a human immediately. You decide who that human is and how the escalation works.
Does it work with my scheduling software?
The agent books appointments directly onto your Google Calendar. If your schedule lives inside field service software, tell us on the setup call and we will map out the cleanest handoff for your dispatcher before the agent takes a single live call.
What if it cannot answer a question?
It does not guess, and it does not invent prices. If a caller asks something outside what you have approved, the agent takes a message for your team to return. You get a transcript of every call, so you can see exactly what was asked and follow up yourself.
How long does setup take?
Your receptionist is answering calls within 7 business days once we have your hours, services and call-forwarding details. Before that we learn your service area and the questions your customers actually ask, then test the agent with you before it ever answers a live call.
Is there a contract?
Month to month, with 30 days written notice to cancel. The phone is $299 a month on its own, plus a one-time $299 setup, or inside Front Door, Kaico's monthly service, from $900 a month. Build deposits are non-refundable once work begins; unused prepaid months are refunded.
Hear it answer before you spend a dollar.
Call the number below and you are talking to the actual agent. Ask it what a customer with a dead AC would ask. Then decide.