An AI receptionist that books HVAC, plumbing, and electrical jobs 24/7.
Every missed call is a job your competitor wins. We build custom AI receptionists for HVAC, plumbing, electrical, pest control, roofing, and cleaning operations — answering 24/7, qualifying leads, booking appointments, and routing emergencies to the right technician in real time.
- Call coverage
- 24/7
- Per saved emergency call
- $400–$2,000
- Custom build
- 4–6 wks
- Live deployments
- 11 clients
Every after-hours call is answered, qualified, and booked or routed — no voicemail black hole.
Typical job value of a single HVAC, plumbing, or electrical emergency captured outside business hours.
From kick-off to a production AI receptionist trained on your trade's intake script.
8 US + 3 Canadian field service operators currently running Xenara software in production.
Last updated
Why field service businesses lose revenue at the phone
An HVAC operator doing $5M–$30M a year typically misses 30–60% of after-hours emergency calls. A single captured emergency call — furnace failure in February, water leak at 2 a.m., commercial freezer down on a Saturday — is worth $400 to $2,000 in billable work. Multiply that across a year and the math is brutal.
Generic answering services charge $1–$2 per minute and read scripts they don't understand. Off-the-shelf AI receptionist SaaS (Goodcall, RingCentral, Synthflow) does a passable job for generic businesses but fails on trade-specific intake — they can't tell a 24-hour leak from a scheduled drain cleaning, can't triage a freon recharge vs a compressor failure, and don't know which tech is on-call.
A custom AI receptionist trained on your trade, your dispatch rules, and your existing CRM closes that gap. Calls get answered. Emergencies get routed. Routine jobs get booked. Your team only sees the calls they actually need to handle.
What we build into every AI receptionist
- Trade-specific intake script — HVAC, plumbing, electrical, pest control, roofing, solar, cleaning — built from your real call recordings, not a template.
- 24/7 voice answering with natural conversational AI (latency under 1.2s for first response).
- Emergency triage — fire/flood/no-heat/no-AC calls get routed to on-call dispatch, not booked into next-week schedule.
- Direct booking into your existing scheduler — ServiceTitan, Jobber, Housecall Pro, FieldEdge, custom CRM.
- Lead qualification — service type, address, equipment age, preferred time window, payment readiness.
- Service-area enforcement — automatically declines or routes out-of-area calls.
- Bilingual support where it matters — English + Spanish for US operators, English + French for Quebec.
- Live transfer to a human technician for high-value or escalated calls.
- Post-call SMS confirmation with appointment time, technician name, and rescheduling link.
- Call recording, transcription, and CRM logging — every conversation searchable.
- Custom escalation rules — VIP customers, repeat callers, commercial accounts handled differently.
- Dashboard with answered / booked / declined / transferred metrics and weekly performance summary.
How we deliver
- 01
Call audit & intake mapping
We listen to 20–40 hours of your recorded inbound calls, map your actual intake patterns, and identify the 80% of call types where AI can fully handle vs the 20% that need human escalation.
- 02
Trade-specific script + dispatch logic
We build the conversational AI script around your trade, your service area, your dispatch rules, and your existing scheduling system. Not a generic chatbot — a system that knows the difference between a tune-up and a no-heat.
- 03
Integration & dispatch wiring
Connect to your CRM (ServiceTitan, Jobber, Housecall Pro, or your custom platform). Map services to your job types. Wire emergency routing to the right on-call technician.
- 04
Pilot + tuning
Soft launch on after-hours and overflow calls first. We tune the conversation flows weekly from real call transcripts until quality is production-ready.
- 05
Full deployment + ongoing
24/7 cutover, dashboard live, weekly performance reviews. We continue tuning monthly based on call patterns and seasonal demand shifts.
Industries we ship this for
Engagement & pricing
Best for: single-location operators 5–20 technicians wanting custom AI receptionist with CRM integration.
Best for: multi-trade or multi-location operators needing service-area routing, multi-brand handling, complex dispatch logic.
Best for: 30+ technician operators or franchised brands with custom CRM, voice biometrics, or unique escalation requirements.
Frequently asked
How is this different from Goodcall, Synthflow, or RingCentral AI receptionist?+
Those are SaaS products with generic configurability. We build custom — your intake script trained on your real calls, your dispatch rules, your specific CRM integration. The result handles trade-specific edge cases (compressor age, drain line cleanouts, panel upgrades) that generic AI gets wrong.
Does this integrate with ServiceTitan / Jobber / Housecall Pro?+
Yes. We integrate with ServiceTitan via API, Jobber via API + Zapier, Housecall Pro via API, FieldEdge via custom connector. Bookings flow directly into your existing scheduler. If you're on a custom CRM, we wire that in too.
What's the actual ROI?+
Typical math: an HVAC operator missing 6 emergency calls per week × 50 weeks × average $700 captured job value = ~$210,000 in recoverable revenue per year. Even at 30% capture rate that's $63k. Against a $300–$800/mo run-rate, the payback is usually under 6 weeks.
How long until it's live?+
4–6 weeks from kick-off to production for the standard build. Most clients run a 2-week pilot on after-hours calls first, then expand to 24/7 once quality is verified.
What happens if the AI gets a call it can't handle?+
Configurable escalation — live transfer to your on-call dispatcher, SMS the owner, or schedule a callback within X minutes. Critical accounts and high-value commercial calls can always escalate to a human by default.
Will customers know it's AI?+
We disclose by default — opening line is 'You've reached [Company]. I'm the automated receptionist.' Customers tolerate AI more when it's honest about being AI. Trying to fake human voices is what triggers complaints.
What about Spanish-speaking customers?+
We deploy bilingual receptionists for US operators with significant Spanish-speaking customer bases. Same dispatch logic, separate intake scripts, full English/Spanish call handling. Quebec operators get English/French.
Can it book recurring service contracts?+
Yes — recurring jobs (pest control quarterly, HVAC maintenance plans, recurring cleaning) are first-class. The AI offers the recurring slot, confirms cadence, and books all future appointments in one call.
Talk to us
Tell us what you're trying to ship and what's in the way. You'll get a real reply from a senior engineer — not a sales script.