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Real client

HVAC company: six AI callers pick up while techs are on jobs

A tech is on a job. The office phone rings, and nobody is free. Now each service line has its own AI caller and number, inside the GoHighLevel account they already use.

Real screen, names boxed
Real client system, inside their own GoHighLevel. Names on screen are changed.
Read the transcript

A calling agent to receive all of the calls, so we don't miss any call. A chatbot to handle all of the FAQs, all of the appointment booking. And it can book meeting, it can search for our contacts that we already have in our CRM, or it can create new contacts, and it can book appointments based on the availability. There is a chatbot that is built in Voiceflow. It is also answering FAQs and booking meetings. All this data go into our CRM. For CRM we are using GoHighLevel. So here we have all of the data is coming, and contacts are being created in calendar, like these are the appointments that are being created. Then there are some workflows, some automations based on different scenarios. When we have to send the email, if email is found or not, there are different automations that can be set up for different stages. And then when we get all of those leads, it all goes into our CRM. And from CRM, multiple automations are running to send them emails, follow-ups, and all that. Let's talk about your project and see how I can help you there.

Trade
HVAC and electrical company
Tools
  • GoHighLevel
  • Vapi
  • Voiceflow
  • n8n

Before and after

Techs were out on jobs. Repair, maintenance and estimate calls all rang one front desk.

Before and after
BeforeAfter
CallsOne front desk took six kinds of customer callsEach service line has its own AI caller and number
Estimate follow-upSomeone had to remember14-day and 1-year follow-ups run on their own

What we built

  • A caller per service line. HVAC repair, maintenance, estimates, electrical repair, electrical estimates and dryer vent. Each one has its own number.
  • Finds or adds the customer. The caller looks the customer up in the CRM, or adds them, then books from open slots.
  • Website chat. A chat on the website answers common questions and books the visit.
  • Follow-ups on HVAC timing. After a visit, estimates get a 14-day and a 1-year follow-up. Nobody has to remember them.

How it works

  1. A customer calls the number for one service lineGoHighLevel phone number
  2. That line's AI caller answers and finds or creates the contactGoHighLevel voice agent
  3. It books an open slot on the calendarGoHighLevel calendar
  4. Confirmation and follow-up emails go out on the HVAC rhythmGoHighLevel workflows

What broke and how we fixed it

What broke

The first callers ran on a separate voice tool that charged by the minute.

How we fixed it

We rebuilt them as voice agents inside GoHighLevel. One less tool to pay for.

Missing calls while your techs are on jobs?

Tell us who answers the phone now, and what happens after 5 pm.

Ask about AI calling

We reply within one business day. No card, no contract.

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