AI Receptionist for HVAC Companies: What It Answers, What It Books, What It Costs
Updated
The short answer
An AI receptionist for an HVAC company answers your incoming calls and messages, books the appointment into your calendar, follows up with the leads who did not book, and hands the conversation to your team with a written summary when a person should take over.
With Delta AI Agents from Black Umbrella, the phone option costs $5,000 to set up and $199 a month for hosting and support. Calls and messages together cost $10,000 to set up and $499 a month. AI, messages, phone minutes and phone numbers are paid separately, on your own provider accounts.
A standard system installs in seven days and connects to GoHighLevel.
What it answers
Delta answers on the channels you buy. The phone option answers incoming calls. The messages option replies to text, web chat, email, Facebook and Instagram. Messages + Phone does both and keeps calls and messages in one conversation history, so a lead who calls and then texts stays one conversation.
It answers from your knowledge base and your policies. For an HVAC company, that is the detail you give us: for example the areas you cover, your hours, the systems you service and how you price a visit. We build, configure and train it on that for you.
It replies in short messages, like a person texting, and it remembers every conversation. It can build a quote and send it as a PDF on the spot.
- Phone: incoming calls.
- Messages: text, web chat, email, Facebook and Instagram.
- Answers come from your knowledge base and your policies.
- Quotes go out as a PDF.
What it books
It books the appointment into your calendar, over the phone or by message. On the phone option it also calls your leads back and books them.
Delta schedules its own follow-ups for a lead who does not book, works quiet leads across 7 follow-ups, and stops the moment they book or buy. It also follows up with old contacts.
It updates your GoHighLevel tags, fields and pipeline stages itself, without anyone on your team touching it.
It knows the time zone your lead is in, and it handles opt-outs and do-not-disturb itself.
When it hands a call to your team
When a person should take over, Delta hands the conversation to your team with a written summary, so whoever picks it up knows what the customer already said.
Your policies decide when that happens.
After launch, standard systems include email and Slack support, performance monitoring and conversation tuning.
What it costs
You pay us two things: a one-time setup fee and a monthly fee for hosting and support. These are the three options, as listed on our investment page.
Messages or Phone
Handle the part of your follow-up that needs help.
$5,000 one-time setup
Choose one: Messages or Phone
$199/month hosting and ongoing support, plus provider usage
Best for: Businesses that need one part of lead response handled.
Messages + Phone
Handle calls and messages together.
$10,000 one-time setup
$499/month hosting and ongoing support, plus provider usage
Best for: Businesses that want calls and messages handled together.
Custom
Build around requirements outside the standard setup.
Custom pricing
Monthly hosting and support quoted before you pay, plus provider usage
Best for: Multi-location businesses and specialized operations.
See whether Delta fits your business
Book a fit call. Every standard option includes white-glove setup and training.
Book a Fit CallWhat you pay your providers
AI, messages, phone minutes and phone numbers are billed separately through your own provider accounts. Your existing GoHighLevel subscription remains separate.
You bring your own AI provider API key and your own messaging account, and you pay those providers directly at cost. What that adds up to depends on your volume.
You can start with one channel and add the other later for $5,000 when your original business scope stays the same. Your monthly then moves to $499, the same as buying Messages + Phone outright.
Which option fits an HVAC company
If most of your leads call you, Messages or Phone, set up as Phone, covers them. If they also use web chat, text you or message you on Facebook and Instagram, Messages + Phone answers both and keeps them in one history.
If you run several locations or need booking connected to specialized business software, the Custom option is quoted before you pay.
How long setup takes
Standard systems install in seven days, including outbound follow-up and booking on the option you buy. Custom installation dates are agreed before payment.
You do not need to be technical. We build, configure and train everything. You provide your AI provider API key and connect your channels, and you get a simple dashboard to monitor conversations.
The guarantee
The guarantee is measured on your own leads and has conditions, including a minimum lead volume. Here it is in full.
Guaranteed to book more appointments than a human setter, or we refund the install.
Measured in your first 30 days against the same 30 days before we installed, on the channels you bought and on your own leads. It covers Messages on its own, Phone on its own, and Messages + Phone together, each measured against that channel's own baseline.
Requires a minimum of 100 qualified inbound leads per month routed into the system through the channels you bought, those channels left connected to the system for the whole 30 days, and a 30 day tuning window, plus the rest of the conditions in the full terms. Full guarantee terms.
- 1.At least 100 qualified inbound leads a month through the channels you bought.
- 2.Those channels stay connected to the system for the whole 30 days.
- 3.A 30 day tuning window: we adjust the agent during the first month and you give us the access to do it.
- 4.The baseline is the number of appointments your setter or team booked from your inbound leads on those same channels in the 30 days before install; if you have no baseline we measure a 7 day lead-response audit before the install starts and use that.
- 5.If, at the end of the first 30 days, the agent has not booked more appointments from those leads than the baseline, the install fee is refunded in full. Monthly hosting stands for the days used.
Frequently asked questions
Does it answer HVAC calls after hours and on weekends?
If you buy Phone, on its own or with Messages, yes. Delta works 24/7, so a call at night or on a weekend is answered and can be booked like a call during the day. It also knows the time zone your lead is in.
Can it book the job into my calendar?
Yes. It books the appointment into your calendar over the phone or by message, and it updates your GoHighLevel tags, fields and pipeline stages itself.
How much does an AI receptionist for an HVAC company cost?
With Delta, the phone option is $5,000 to set up and $199 a month for hosting and support. Calls and messages together are $10,000 to set up and $499 a month. AI, messages, phone minutes and phone numbers are billed separately through your own provider accounts. Your existing GoHighLevel subscription remains separate.
What happens when a caller needs a person?
Delta hands the conversation to your team with a written summary. Your policies decide when that happens, and standard systems include conversation tuning after launch.
Does it work with GoHighLevel?
Yes. We build your system, connect it to GoHighLevel and train your team. Your GoHighLevel subscription stays separate. Connecting booking and follow-up to other specialized business software is Custom work, quoted before you pay.
How long does setup take?
Standard systems install in seven days, including outbound follow-up and booking on the option you buy. Custom installation dates are agreed before payment.
Do I need to be technical?
No. We build, configure and train everything for you. You provide your AI provider API key and connect your channels, and you get a simple dashboard to monitor conversations.
See whether Delta fits your business
Book a fit call. Every standard option includes white-glove setup and training.
Book a Fit Call