Iris
Receptionist
Answers every call, sorts the no-heat emergency from the tune-up, and books it. 24/7.
The no-heat call at 2 AM, answered and triaged.
An AI receptionist for your HVAC business. Iris answers the no-heat call at 2 AM and the no-cool call in a July heat wave, pages your on-call for the real emergencies, and books the rest, while Dorian fills the shoulder season with tune-ups.
- Picks up
- First ring, 24/7
- No-heat calls
- Triaged and paged
- Tune-ups
- Booked in the lull
- Quotes chased
- 24h · 72h · 7d
The short answer · “ai receptionist for hvac companies”
What does an AI receptionist for an HVAC company do?
An AI receptionist for an HVAC company answers your phone around the clock, sorts the emergencies from the maintenance calls, and books the work onto your calendar. A furnace out in January with a baby in the house pages your on-call immediately. A thermostat question or a tune-up request books the next open slot. Nobody hears voicemail in the middle of a cold snap.
At Whitmore, the receptionist is Iris, and she comes with a crew. When a heat wave stacks your board with no-cool calls, she triages by your rules and keeps the schedule honest. When the shoulder season goes quiet, Dorian works the other side: reaching out to last year's customers about fall tune-ups and maintenance plans, a few personal notes a day from your own inbox, never a blast. Diego drafts replacement and install estimates from your rates.
Read on ↓Fold it back ↑
The software you dispatch from stays put, whether that's ServiceTitan, Housecall Pro, or Jobber. Whitmore answers, triages, books, and follows up in front of it, and you get one recap at the end of the day. Setup takes minutes: forward the number your customers already know.
Meet your crew
Four specialists who keep the board full in July and the pipeline warm in February.
Diego
Estimator
Drafts replacement and install estimates from your rates, equipment and labor split.
Dorian
Sales Rep
Fills the shoulder season: tune-up reminders, maintenance-plan renewals, quiet quotes chased.
Eleanor
Executive Assistant
Confirms tomorrow's visits, reschedules around the emergency, keeps the calendar honest.
The demonstration
A heat-wave week, kept in order.
An illustration of the book during a July spike: emergencies routed first, installs held, tune-ups placed in the gaps. Each entry carries its source, so you know how the work arrived.
Week of July 13
Mon
Tue
Wed
Thu
Fri
Demonstration data. On your calendar, the names are your customers'.
How does it start?
Forwarded today, triaging tonight.
- 01
Forward your number
Keep the number your customers know. Route it always, after hours, or only during the spikes.
- 02
Set your triage rules
What pages the on-call, what waits for morning, your rates, your service area, your maintenance plans.
- 03
Work the season, not the phone
Emergencies paged, visits booked, tune-ups filled in the lulls, and one recap at the end of the day.
Heat-wave season
Every call answered, even when they stack.
The week the phone melts is the week you can't answer it. The room can.
The room· Brief in progressLive
- OwnerThree installs today and it's 98 out. What's coming in?
Iris · ReceptionistEleven calls since 7. One real emergency, an AC down with an elderly resident, I paged Marcus. Six no-cools booked across today and tomorrow. The rest were filter questions; I answered them.
Eleanor · Executive AssistantI moved the Hendricks tune-up to Friday to clear the 2 PM slot. They were happy to shift.
Diego · EstimatorCondenser replacement draft for Okafor is ready, equipment and labor split, from your rates.
- OwnerApprove it after I check the model number.
- Whitmore · COO
It'll be waiting. Recap at five.
In this trade the phone rings hardest exactly when every technician is busiest. That is not a staffing problem. It is a physics problem, and we solve it.
Reference · typed and signed
To the owner mid-heat-wave,
From the room, plainly: when the board stacks up, Iris answers every call, moves the true emergencies to the front, and books the rest where they fit. Nobody with a down system talks to a machine and hangs up.
And when February goes quiet, Dorian goes to work on last summer's customers about maintenance plans. The slow months are when he earns his keep.
Whitmore
COO · The Whitmore Agency
The honest comparison
How does it compare to an HVAC answering service?
An answering service survives the heat wave by taking messages. Your customers needed the visit booked.
| Capability | Whitmore | A traditional answering service |
|---|---|---|
| Answers during call spikes | Every call, even when they stack | ~Hold queues when it's busiest |
| Triages no-heat and no-cool emergencies | Your rules decide what pages you | ~Escalates from a script |
| Books onto your calendar | Real openings, held on the spot | ×Takes a message for you to return |
| Fills the shoulder season | Tune-up and maintenance-plan outreach | × |
| Drafts replacement estimates | From your rates, you approve | × |
| What it costs | Plans from $49 a month | ~Commonly billed per call or per minute |
Comparison reflects typical answering-service offerings. Specific providers vary.
Before you forward the line
Yes, that's the point. Iris answers every call at once; there's no hold queue because there's no single operator. Emergencies page your on-call, the rest book by your rules, and the board stays honest.
You set the lines once: no heat below a temperature, no cooling with elderly residents or medical equipment, gas smells always. Iris asks the questions and follows your rules, and when in doubt she pages a human.
No. Dispatch, invoicing, and job history stay in the software you run today. Whitmore answers, triages, books, and follows up in front of it, then hands you the summary.
It can offer them the honest way: when a tune-up books, Iris mentions the plan if you want her to, and Dorian reaches last season's customers with a personal note in your voice. You approve the pitch once; nothing goes out without you.
That's when Dorian works: fall tune-up reminders, maintenance-plan renewals, and the replacement quotes that went quiet in the spring, each one followed up until it's a yes or a no.
Plans start at $49 a month for the whole team, no per-call billing. There's a 7-day free trial with no card required, so you can watch it handle a real week first.
Elsewhere in the catalog
Forward your number before the next spike.
By tomorrow, every call gets answered, real emergencies page your on-call, and the tune-ups start landing in the gaps, while your techs stay on the tools.
7-day free trial · No card required · Keep your number