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Calls & bookings · HVAC & Plumbing

For the calls that arrive at the worst possible time.

Emergency work does not wait for office hours. These workflows are built to respond promptly, sort urgent from routine, and keep your team informed.

Fix missed callsSee what we set up

The problem

Where the work leaks.

A burst pipe at 9pm is the highest-value call of the week and the one least likely to be answered. Meanwhile the quotes sent last Tuesday sit unchased because everyone competent to chase them is on a job.

On the phone

How the AI receptionist handles HVAC and plumbing calls.

Three kinds of call make up most of the ringing, and each needs different questions before anyone rolls a truck.

01

No heat, no cooling, no hot water

It asks
Whether it is the furnace, boiler, air conditioner or water heater, whether it has stopped or is running badly, the model from the label if they can see it, and whether anyone at home is elderly, very young or unwell.
02

Leaks, backups and burst pipes

It asks
Where the water is coming from, whether they have found the main shut-off, whether a drain or toilet is backing up, and whether water is reaching a ceiling, wiring or the unit below.
03

Tune-ups, replacements and quotes

It asks
The property type, the age of the equipment if they know it, what they want done, and which days suit for a visit.

Flagged urgent

No heat in cold weather, water through a ceiling or a sewer backup is marked urgent for whoever is on call, in the caller's own words. A gas smell or a sounding carbon monoxide alarm is not a technician's job: the line gives your approved instruction to leave the home and call 9-1-1, or the gas utility's emergency line for a gas smell, and logs the call.

Booking tools

Field-service and dispatch software is not connected directly. If the schedule lives in Google Calendar, the assistant books into it; if not, it takes the request, sends the customer your booking link, and the job reaches the office in writing.

What we set up

Three that fit this work.

Each one is described by what sets it off and what then happens — so you can check it rather than take it on trust.

01

After-hours front door

Starts when
A call arrives outside working hours or while the line is engaged.
What happens
The line answers, captures the property, the fault and the urgency, and routes it — flagging anything described as an emergency for immediate attention.
02

Urgency triage

Starts when
An enquiry is captured with wording that suggests escalation.
What happens
It is separated from routine work and surfaced to whoever is on call, with the caller's own description attached rather than a summary of it.
03

Quote follow-up

Starts when
A quote has been sent and has had no response after a set interval.
What happens
A short follow-up sequence runs on the schedule you choose and stops the moment the customer replies.

Works with: AI receptionist · missed-call text-back

After-hours HVAC call workflow

Example scenario

A ceiling leak at 9:40pm

The line answers, gets the address and the fault, suggests closing the main water shut-off, and books the first emergency slot. The job is in the calendar before anyone has picked up a phone, and the transcript is attached to the record.

A worked example of how a run takes shape.

Scope

What this does not do.

The line takes details and books time. It does not diagnose faults or quote prices for work nobody has seen.

Getting it running

You approve it before it speaks to anyone.

How we work
01

Map

A session on how enquiries reach you now, which ones are missed, and what should happen instead.

02

Script

The greeting, the questions asked and the routing rules, written down for you to change before anything is built.

03

Build

Wired to your number, calendar and records, then tested end to end on a line that is not yours.

04

Launch

Live with a rollback path. We watch the first days of real enquiries and adjust against what people actually say.

Pricing

Month to month, published in the open.

Plans start at $299 a month plus $299 setup, including 200 voice minutes. Cancel any month.

See pricing

Questions

HVAC & Plumbing: common questions

It asks rather than guesses. A leak or a heating failure gets different questions from a tune-up, and a caller who describes water through a ceiling or no heat in winter is marked urgent for the person on call. A caller who mentions a gas smell or a carbon monoxide alarm is given the fixed instruction you approve, to leave the home and call 9-1-1, or the gas utility's emergency line for a gas smell, and the call is logged for the team. A routine request is written up for the office to schedule.

A written summary: the caller's name and callback number, the address, the fault in their own words, how urgent they said it is and what they have already tried, with the whole conversation written out underneath. A caller who asks for a person can be put through instead.

Yes. The number on your trucks, invoices and listings stays as it is. Calls your team cannot pick up are forwarded to the assistant, and any text back to the caller goes out from that same number.

Where we work

Where we work for HVAC & Plumbing teams.

Carrtel supports HVAC & Plumbing teams in Calgary, Airdrie, Cochrane, and Okotoks. Service delivery is remote: planning, setup, and ongoing support happen online or by phone, without requiring a local office visit.

Other industries

Same setup, different shape.

Gyms & Fitness

Retail & Boutiques

Grocery & Markets

Trades & Contractors

Auto Services

Dental Practices

All industries

Start with whatever costs you most.

A short call to map where enquiries are being lost, and what it would take to close the largest one.

Fix missed calls