An AI receptionist for air conditioning businesses
The first proper hot week sends everyone to the remote at once, and the ones that don't blow cold ring you. Your AI receptionist answers each of those calls on the first ring, tells a breakdown from a new install, books measure-ups and services into your calendar, and flags the warranty jobs.
Example call: a ducted system stops cooling in the heat
Your customer rings your business number.
Example call to Breezeway Air Conditioning, a fictional business. Your customer, Aisha, rings your business number about: Ducted system blowing warm air, Kirwan QLD. Your AI receptionist answers on the first ring, asks whether it's split or ducted, where they are and who installed it, then books Tomorrow 8:00am and reads it back. Aisha gets a text: Hi Aisha, Breezeway Air Conditioning will see you tomorrow at 8:00am at 5 Bramble Ct, Kirwan. We've noted your system is one of our installs. You get an email: New booking: Aisha, 0491 570 037. Ducted system blowing warm air. Our install, about 2 years ago: check warranty before the visit. 5 Bramble Ct, Kirwan. Tomorrow 8:00am.
Example call for a fictional business.
Read the whole call
- AI receptionistThanks for calling Breezeway Air Conditioning. You're speaking with their AI receptionist. Is this about a new system, a service, or one that's stopped working?
- AishaOurs has stopped cooling. It's just blowing warm air. We're in Kirwan.
- AI receptionistThat's rough in this heat. Is it a split system or ducted, and did Breezeway install it?
- AishaDucted. You put it in about two years ago.
- AI receptionistThanks, I'll flag it for a warranty check before the visit. I can book a technician tomorrow at 8am or 12:30pm. Which would you like?
- Aisha8am.
- AI receptionistSo that's Aisha, tomorrow at 8am, 5 Bramble Court, Kirwan, a ducted system blowing warm air that Breezeway installed. Is that all right?
- AishaYes, all good.
- AI receptionistDone. You'll get a text with the booking in a moment.
When the first hot week hits
Air conditioning calls bunch up. The heat that finishes off tired systems also sends people shopping for new ones, and it all lands on the days your technicians are flat out.
- Each call is answered on the first ring and sorted: breakdown, new install, service or warranty.
- It offers only times that are actually free in your Google or Outlook calendar, so a packed week doesn't get double-booked.
- When you're booked out, it does what you've chosen: offers the next free day, takes a callback request or takes their details for a cancellation.
- A summary of every call reaches you by email, so the morning starts with a sorted list instead of a full voicemail box.
Install, service or breakdown: what it asks
Your questions, not ours. This is a typical starting set that we refine with you before launch.
| What it asks | What gets booked | |
|---|---|---|
| New split system | Which rooms, roughly how big, and where the outdoor unit could go | A quote visit, or a callback if you quote splits by phone |
| New ducted system | Single or double storey, how many bedrooms and living areas, roof space access | A site measure-up, with enough time blocked out for the roof space |
| Replacing an old system | What's there now, how old it is, what's wrong with it | A quote visit |
| Service or clean | How many units, split or ducted, when it was last serviced | A service slot |
| Breakdown | Warm air, water dripping inside, an error code, or not turning on at all | The next free repair slot, flagged urgent if it matches your rules |
"Should I get split or ducted?"
Callers ask before they've booked anything. It answers with what you've approved and leaves the sizing to your technician.
General answers, in your words
If you want callers told how you usually compare split and ducted, we write that in. If you'd rather talk it through on site, it says so and books the visit.
No sizing over the phone
It doesn't recommend a capacity or a model. That needs someone to see the house, so it books the measure-up instead.
Brands you install
Asked whether you fit a particular brand, it answers from your list and takes a message for anything not on it.
Warranty calls, routed the way you handle them
A breakdown on a system you installed last year is a different job from one someone else put in. It asks who installed it and when, then follows your rule.
- Installed by you: the summary flags a warranty check, so the office can pull up the job before anyone drives out.
- Installed by someone else: it books a standard repair, or suggests the caller contacts their installer or the manufacturer first, whichever you prefer.
- If you want details collected for a manufacturer claim, such as the model and the install date, it asks for them on the call.
- It doesn't decide whether a repair is covered. It gathers the details and leaves that call to you.
Simpro, AroFlo and your calendar
Bookings go into your Google or Outlook calendar, and every call reaches you as an emailed summary with the system type, the address and any warranty flag. We also connect it to your job software, like simPRO or ServiceM8, so a call becomes a job.
If your technicians work from job software, we can build a connection for your account, scoped and quoted before you pay, so you know what it does and what it costs first.
Underneath, the receptionist runs on one of the most capable AI models available, and we move it up when a better one comes out. When your questions or rules change, we make the change within 2 business days under our change guarantee.
What it costs
From A$499 a month, set up and looked after by us. Every system starts with a 14-day free trial.
Card required. 14-day free trial, then $499/mo from day 15. No setup fee. No lock-in contract; cancel any time. Cancel before the trial ends and pay nothing.
Questions owners ask
Can an AI receptionist handle the summer rush for an air conditioning business?
It answers each call on the first ring, sorts breakdowns from install and service enquiries, and books only times your calendar shows as free. Inbound calls are unlimited, so a heatwave week costs you the same as a quiet one.
Can it book site measure-ups for ducted quotes?
Yes. It asks your measure-up questions, such as storeys, rooms and roof access, books a time that's free in your calendar and texts the caller a confirmation.
Will it give prices for a split system install?
Only from a price script you've approved. Without one, it explains that you quote after seeing the house and books the visit or a callback.
How does it handle warranty calls?
It asks who installed the system and roughly when, then follows your rule: flag it for a warranty check, book a standard repair, or point the caller to the installer or manufacturer. Whether something is covered stays your decision.
Does it work with simPRO or AroFlo?
Yes. We connect it to simPRO so a call becomes a lead or a job, and to AroFlo once AroFlo switches on API access for your account. Any cost is agreed before you pay.
Last updated
See if it fits your business.
A few quick questions, about a minute.
See if it fitsOr ring
0468 050 520Our AI receptionist answers, tells you how it would work for your business and books you a call with Sam.