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Software for HVAC contractors · answers after-hours, confirms appointments, cuts no-shows

The AC died at 7 PM in July.
You didn't pick up.
Someone else did.

Built for 1–5 truck residential HVAC shops: AI estimates and automatic SMS lead follow-up for $29/mo, plus an optional 24/7 AI phone receptionist that captures after-hours emergencies and cuts no-shows for $96/mo total — so a $600 summer compressor call never goes to the next shop on Google.

Start free — no credit card What is a missed call costing you? →
FREE FOREVER · PRO $29/MO · BUNDLE WITH RECEPTIONIST $96/MO · CANCEL ANYTIME

Two leaks that quietly drain an HVAC shop.

Leak #1 — the after-hours gap
When a homeowner's AC dies at 7 PM in July, they call. If you don't answer, they call the next shop. In peak summer, that's an emergency dispatch lost — and you never even hear the phone ring over the one you're already on.
Leak #2 — the no-show morning
You blocked 10 AM Tuesday for a maintenance visit. They forgot, or canceled at 8:45. Now you're driving back to the shop with a $0 morning and a tech on the clock. A confirmation text the day before would have caught it.

Neither leak needs a $300–$600/mo answering service or a multi-week enterprise rollout to fix. They need a tool that answers when you can't, confirms every appointment, and follows up on every lead — running quietly in the background while you're on the roof.

A 7 PM no-cool call, captured — not missed.

A real scenario HVAC shops live all summer. Here's how it goes with SiteLine running in the background.

1
After-hours, AC down, 95°F inside
7:10 PM. A homeowner with no cooling calls. Normally: voicemail, then they dial the next three shops until one answers. The job's gone before you finish dinner.
2
SiteLine answers and triages · bundle
The AI receptionist picks up, asks heating-vs-cooling, system age, whether the fan runs, any noise or smell — flags "no cooling in a heat wave" as urgent and texts you the summary plus the recording.
3
The customer gets a hold time
SiteLine texts the caller: "Got it — we'll be in touch shortly." You call back from the couch, set a first-thing slot, and the day-before + day-of reminders make sure they're home when you arrive.

What SiteLine does for an HVAC shop.

Answers After-Hours Emergencies · bundle
The Pro + Receptionist bundle ($96/mo) answers nights and weekends, runs HVAC-aware intake, flags no-cool/no-heat as urgent, and texts you the lead summary plus recording.
Cuts No-Shows With Two-Stage Reminders
Day-before confirmation text and a day-of "on my way" message, with one-tap reschedule — so fewer techs show up to an empty driveway.
Texts Back Missed Calls in Seconds
If a call slips, SiteLine texts the caller immediately, answers basic questions, and holds the lead until you can call back.
HVAC Estimates in Seconds
Condenser swap, coil replacement, mini-split install, seasonal tune-up — describe it on your phone and get an itemized estimate to send on-site. Drafts for you to review first.
🔁
Maintenance Renewal Reminders
Tracks your maintenance-agreement customers and texts them when their seasonal tune-up window opens — recurring revenue you don't have to chase.
🌐
Bilingual Intake
The receptionist detects English or Spanish and handles intake in either — your summary always comes back in English.
⭐
Turns Finished Jobs Into Reviews
After the visit, SiteLine sends a one-tap review request. Recent local reviews are what feed next summer's leads.
📤
Your Data, Exportable Anytime
Every recording, captured lead, and customer number is yours. Export to CSV whenever you want — no lock-in.
📶
Works on the Roof and in the Attic
Estimates, leads, and checklists are cached on your phone — no signal in an attic or mechanical room? It still works.

Already on Jobber, Housecall Pro, or ServiceTitan?

Keep it. SiteLine is focused on the call-capture, confirmation, and follow-up layer that those tools leave thin for a small shop. Many HVAC contractors run SiteLine for after-hours answering and reminders and keep their existing platform for dispatch and invoicing. The AI phone receptionist and automatic lead follow-up are the pieces those tools don't offer at their entry tiers.

📊 Run your own numbers

What is one missed summer call actually worth?

A compressor job, an emergency no-cool dispatch, a system replacement — the ticket sizes add up fast. Use the free calculator to estimate what missed calls cost your shop in a year. Every number is yours to adjust.

Open the missed-call calculator →

Pricing built for a few trucks, not a fleet.

Free
$0/forever
  • Estimate Template Builder
  • Materials Calculator
  • Job Checklists
  • License + insurance tracker
  • Lead Tracker (up to 25 leads)
  • No AI features
Start free
Pro
$29/month
Or $249/yr — almost 3 months free
  • AI HVAC Estimate Generator
  • AI-Drafted Invoices + Reminders
  • Automatic SMS Lead Follow-Up
  • Review Request AI
  • Change Order Generator
  • All free tools included
  • Offline mode + mobile PWA
  • Phone receptionist available in bundle →
Start 14-day trial
Most popular
Pro + Receptionist
$96/month
$29 SiteLine Pro + $67 Receptionist add-on
  • Everything in Pro, plus:
  • 📞 24/7 AI Phone Receptionist
  • 💬 Missed-call text-back in <10s
  • 📅 Two-stage appointment reminders
  • 📅 Auto-booking from text replies
  • ⭐ Review-reply drafting
  • 💭 Web chat widget on your site
Start 14-day trial

HVAC questions, answered.

What's the best scheduling software for a small HVAC shop?

For a 1–5 truck residential shop, the right fit captures after-hours calls and cuts no-shows without enterprise overhead. SiteLine pairs a lead tracker, AI estimates, and automatic SMS follow-up at $29/mo with an optional 24/7 AI phone receptionist and appointment reminders in the $96/mo bundle. The free plan covers the core toolkit forever.

How does SiteLine cut no-shows?

With the Pro + Receptionist bundle ($96/mo), SiteLine sends a day-before confirmation text and a day-of "on my way" reminder, both with one-tap reschedule. Consistent confirmation texting is one of the most reliable ways to keep customers home when your tech arrives.

The AC is broken and the customer is sweating in 105°F — what happens?

The receptionist flags "no cooling" during hot weather as urgent and alerts you immediately with the call recording, while texting the customer that you've been notified. It helps you respond fast — it is not an emergency service, and customers in danger should always call 911 or their utility.

Will it handle Spanish-speaking customers?

Yes. The AI phone receptionist detects English or Spanish and handles intake in either language. Your captured-call text summary comes back in English regardless.

I already use Jobber / Housecall Pro / ServiceTitan. Why also SiteLine?

If you're happy with your CRM, keep it. SiteLine focuses on the call-capture, confirmation, and follow-up layer. Many shops run SiteLine for after-hours and reminders and keep their CRM for dispatch and invoicing — captured-call details flow to you so you can log them however you like.

Who owns the data?

You do. Every call recording, captured lead, and customer phone number is yours. Export to CSV anytime — no data lock-in.

Keep reading

See how SiteLine handles your after-hours calls, whether you need a human answering service, gets you more Google reviews, cuts appointment no-shows, or why lead response time wins the job. Work in San Diego? See SiteLine for HVAC contractors in San Diego, Chula Vista, or Oceanside.

In private beta with independent HVAC contractors.

We don't ship invented testimonials. Real contractor quotes will appear here once our beta cohort opts in to share their results. Want to be one of them? Start a free trial and tell us how it went.