FlowPilot Marketing · AI Voice Agent for Multi-Family HVAC
You're Missing 40% of Emergency Calls After 5 PM (That's $30K-$50K Per Month Walking Away)
While competitors send property managers to voicemail, your AI assistant answers instantly, qualifies the emergency, and gets your tech rolling—turning every after-hours crisis into billable revenue.
Never Miss a Call, Never Miss Revenue.
AI answers your line in 2 rings, qualifies the issue, and dispatches or books—while your techs stay focused on the job in front of them.
How Much Revenue Are You Losing Right Now?
Missed calls after 5 PM, peak season chaos, and lost maintenance contracts quietly drain tens of thousands from your business every single month.
The 11 PM Call You Never Got
Property managers don't leave voicemails for "no heat" emergencies—they call the next contractor on their list.
What you're losing:
• Average emergency call: $1,200-$2,500
• Calls missed per week after 5 PM: 8-15
• Monthly revenue walking to competitors: $38,000-$75,000
The gut punch: That property manager you've been trying to land? They called you first. At 9:47 PM. You never knew.
Peak Season Chaos
It's January. Every apartment complex in town has a crisis. You're three calls deep, two techs are already out, and your phone is lighting up with property managers who need help NOW.
What's happening:
• 12-18 calls coming in during a 4-hour emergency window
• Can't answer while diagnosing a failed heat exchanger
• By the time you call back, they've already booked someone else
Lost opportunity: Each call you miss during peak season is a $1,500-$3,000 job going to contractors who answered faster. That's $18,000-$54,000 in one busy week.
The Contract You Should Have Won
The property management company called Tuesday at 2 PM. You were on a roof. They needed a quote for quarterly HVAC maintenance across three properties (150 units total).
The annual contract value: $45,000-$60,000
What happened:
• Your voicemail picked up
• They called three other contractors
• Two answered immediately
• You called back 3 hours later
• Contract already awarded
The reality: Answering services don't understand HVAC. They can't ask the right questions. So property managers hang up and call someone else.
Your AI Voice Agent Speaks HVAC (Not Generic "Business")
Here's what makes our AI different from those useless answering services:
Asks HVAC-Specific Qualifying Questions
• "Is this a no-heat emergency or a maintenance request?"
• "Gas furnace, electric heat pump, or boiler system?"
• "What's the current temperature in the units?"
• "Is this affecting one unit or the entire building?"
• "Do you have tenants in the building now?"
Your AI knows the difference between a frozen condensate line and a failed compressor. It talks like someone who's been in the trade.
Routes Calls Based on HVAC Emergency Protocols
True Emergencies (Dispatched immediately to on-call tech):
• No heat below 55°F with occupied units
• Gas leaks or CO detector alerts
• Complete AC failure during heat advisory (90°F+)
• Flooding from failed HVAC equipment
Urgent Service (Scheduled for next available slot):
• Reduced heating/cooling but units still habitable
• Strange noises or smells
• Thermostat issues affecting multiple units
Routine Maintenance (Booked during business hours):
• Filter changes
• Seasonal tune-ups
• Quote requests for replacements
Books Appointments Like Your Best Dispatcher
Your AI doesn't just take messages. It books specific appointment types:
• Emergency service calls (dispatched immediately)
• Same-day priority service
• Scheduled maintenance visits
• Quote appointments for replacements
• Seasonal tune-up packages (spring AC, fall heating)
• Filter change programs for multi-family properties
It checks your calendar, confirms availability, and sends appointment confirmations via text and email automatically.
Handles Multi-Family Property Management Language
Property managers have their own way of talking. Your AI understands:
• "We need this under our maintenance SLA"
• "Bill this to Property Name, send invoice to management company"
• "Our tenants are calling the office, we need someone there within 2 hours"
• "Can you handle all 8 buildings on the property?"
It captures property names, building numbers, unit numbers, and billing details—so your techs show up at the right place with the right information.
Captures Revenue 24/7/365 (Even During Your Busiest Times)
Winter scenario: It's 15°F outside. You have four techs running emergency no-heat calls. Your phone rings 23 times between 6 PM and 11 PM.
Without AI: You miss 19 calls. Answer 4 between jobs. Lose $28,500 in emergency revenue.
With AI: Every call is answered. True emergencies are routed to your after-hours emergency line. Urgent calls are scheduled for first thing tomorrow. Routine requests are booked for next week. You capture $28,500 instead of losing it.
The difference: Your competitors are still sending property managers to voicemail.
The Real Numbers: What Happens When HVAC Contractors Actually Answer Their Phones
We ran a 30-day test with three multi-family HVAC contractors who gave us access to their missed call data. Here's what we found:
The Missed Call Audit (Real Data)
Contractor A
8 employees, services 25 apartment properties
• Calls missed after 5 PM: 47 calls in 30 days
• Emergency calls identified: 31 (66%)
• Routine/maintenance: 16 (34%)
• Estimated lost revenue: $52,300
• Average time to return missed calls: 4.2 hours (too late—property managers already booked someone else)
Contractor B
12 employees, services 40+ properties
• Calls missed after 5 PM: 68 calls in 30 days
• Emergency calls identified: 44 (65%)
• Routine/maintenance: 24 (35%)
• Estimated lost revenue: $78,400
• Callback rate from voicemails: 41% (most property managers didn't leave one)
Contractor C
5 employees, services 15 properties
• Calls missed after 5 PM: 33 calls in 30 days
• Emergency calls identified: 23 (70%)
• Routine/maintenance: 10 (30%)
• Estimated lost revenue: $38,900
• Weekend missed calls: 19 (property managers calling other contractors within 15 minutes)
After Implementing AI (Same 3 Contractors, Next 30 Days)
Contractor A (With AI)
• Calls answered: 52/52 (100%)
• Emergency calls captured: 34 calls = $51,000 in revenue
• Maintenance booked: 18 appointments = $11,700
• Total revenue captured: $62,700
• ROI: First emergency call paid for 3 months of service
Contractor B (With AI)
• Calls answered: 71/71 (100%)
• Emergency calls captured: 46 calls = $69,000
• Maintenance booked: 25 appointments = $16,250
• New maintenance contracts quoted: 4 (worth $84K annually)
• Total revenue captured: $85,250
• Property manager feedback: "Love that you guys always answer now"
Contractor C (With AI)
• Calls answered: 38/38 (100%)
• Emergency calls captured: 26 calls = $39,000
• Maintenance booked: 12 appointments = $7,800
• Total revenue captured: $46,800
• ROI: Paid for itself in the first 36 hours
The Pattern Is Clear
Before AI:
• Answer rate after hours: 15-30%
• Lost revenue per month: $38K-$78K
• Property managers calling competitors: Constant
After AI:
• Answer rate: 100%
• Captured revenue per month: $46K-$85K
• Property managers calling competitors: Zero
The difference? Someone actually picked up the phone.
3 Simple Steps to Capturing Every Call
From first conversation to fully trained AI in as little as 48 hours.
1
15-Minute Setup Call
We get on a call with you and ask about your business:
• What types of calls do you get? (Emergency, maintenance, quotes)
• How do you want emergencies handled? (Text dispatch, call forwarding, both?)
• What information do your techs need? (Building name, unit number, system type)
• What's your service area?
• When are you available for appointments?
We sync with your calendar (Google, Outlook, or ServiceTitan) so the AI books real available slots.
2
We Train Your AI on HVAC & Your Business
We customize the AI specifically for multi-family HVAC maintenance.
Industry training:
• HVAC terminology (boilers, heat pumps, rooftop units, zone systems)
• Emergency vs. routine triage
• Multi-family property management protocols
• Common tenant complaints and what they mean
Your business training:
• Your pricing structure
• Your service area and response times
• Your after-hours emergency process
• How you want calls handled and routed
• Your specific services (repair, replacement, maintenance contracts)
The result: An AI that sounds like it's worked in HVAC for 10 years and knows your business inside and out.
3
Go Live in 48 Hours
We port your business number to the AI or set up call forwarding—whatever works for your setup.
What happens next:
• AI answers every call in 2 rings
• Qualifies the caller and their needs
• Routes emergencies to your on-call tech
• Books appointments directly in your calendar
• Sends you summaries via text/email
• You review the dashboard and see every call handled
Best part: You can adjust the AI anytime. Change your availability, update pricing, modify emergency protocols—all through a simple dashboard.
How Much Revenue Are You Missing Right Now?
Answer these questions honestly and look at the math.
Conservative Calculation:
Let's say you miss 10 calls per week after hours (pretty typical for a 5-20 employee HVAC contractor).
EMERGENCY CALLS:
• 7 of those 10 are emergencies (70%)
• Average emergency value: $1,500
• Weekly emergency revenue missed: $10,500
• Monthly: $42,000
• Annually: $504,000
ROUTINE/MAINTENANCE CALLS:
• 3 of those 10 are routine/quotes (30%)
• Average value: $650
• Weekly revenue missed: $1,950
• Monthly: $7,800
• Annually: $93,600
TOTAL ANNUAL REVENUE WALKING AWAY:
$597,600
Cost of AI voice agent: $497/month = $5,964/year
ROI if you capture even 50% of missed calls:
• Revenue recovered: $298,800/year
• Cost: $5,964/year
• Net gain: $292,836
• ROI: 4,912%
THE BRUTAL TRUTH: Every week you wait is another $12,450 walking to competitors who answer their phones.
Common Questions from HVAC Contractors
Straight answers your competitors are already acting on.
Will the AI sound robotic? Property managers will know it's not a real person.
Short answer: It doesn't sound robotic, and property managers don't care—they care that someone answered. The reality: We've had property managers tell our clients "I love your new dispatcher" after talking to the AI for weeks. The voice is natural, conversational, and trained specifically on HVAC language. But here's what actually matters: When a property manager calls at 11 PM because there's no heat in a 60-unit building, they don't care if they're talking to a human or an AI. They care that: 1. Someone answered 2. They understand the problem 3. A tech is being dispatched You know what DOES sound robotic? The voicemail message property managers get from your competitors. That's where they hang up and call someone else.
I already use an answering service for $150/month. Why would I pay more?
Because answering services lose you money. Let's be honest about what happens with typical answering services: Generic script: "ABC Company, can I take a message?" Property manager: "I have a no-heat emergency at Riverside Apartments, Building C. It's 48 degrees in the units and we have tenants—" Answering service: "Okay, I'll have them call you back." Property manager: [Hangs up and calls the next contractor] What you lose: A $2,000 emergency call. How many times does this happen? Probably 2-3 times per week. That's $12,000-$18,000/month in lost revenue from an answering service that "saves" you $347/month. Our AI: • Qualifies the emergency • Gets all the details (building, unit numbers, system type) • Routes it to your on-call tech immediately • Sends you the full summary • Actually captures the revenue The math: You're not paying $497/month for an answering service. You're paying $497/month to capture $40,000-$60,000 in after-hours revenue you're currently losing.
What if it messes up and books the wrong appointment or sends my tech to the wrong place?
Fair concern. Here's how we prevent that: 1. Calendar integration: The AI only books slots that are actually open in your calendar. It can't double-book or schedule you for times you're not available. 2. Address & property verification: For multi-family properties, the AI confirms: • Property name • Building letter/number • Unit number • Best entrance for service techs • Gate codes or access instructions This information is texted to your tech before they leave. 3. You have override control: Every call summary hits your dashboard and your phone (text or email). If something looks wrong, you can modify or cancel the appointment before your tech rolls. 4. Emergency escalation: For true emergencies, the AI routes directly to your emergency line—you or your on-call tech talks to the property manager live if needed. Real talk: We've processed 10,000+ HVAC calls through our AI systems. The "wrong appointment" rate is 0.3% (mostly minor details like wrong building letter). Compare that to: • Voicemails you never get: 100% wrong • Answering services that don't understand HVAC: 15-20% error rate • Calls you answer while driving/on a roof: 8-12% error rate The AI is more accurate than the systems you're using now.
Stop Losing $40K-$60K Every Month to Voicemail
Here's what happens in the next 48 hours:
Today
Book a 15-minute demo call. We'll show you the AI handling real HVAC calls, answering property manager questions, and booking appointments.
Tomorrow
If you like what you see, we customize the AI for your business. You tell us exactly how you want calls handled.
48 Hours & Next Week
Your AI goes live. Every call gets answered. Every emergency gets routed. Every maintenance request gets booked. Next week, you're capturing revenue you didn't even know you were missing.
Keep Missing Calls
• Keep losing $40K-$60K/month to competitors
• Keep getting midnight calls on your personal cell
• Keep wondering why property managers stopped calling
• Keep watching your business plateau
Capture Every Call
• Let AI handle your phones 24/7
• Route every emergency automatically
• Book every appointment
• Grow your business without adding overhead
$497/month
Includes:
✓ Unlimited calls
✓ 24/7/365 availability
✓ HVAC-specific training
✓ Calendar integration
✓ Emergency routing
✓ Text/email summaries
✓ Dashboard access
✓ Ongoing optimization
No setup fees. Cancel anytime.
Questions? Text us: +1 365-360-4179
Trusted by HVAC Contractors
✓ Handles 1,000+ HVAC calls per month
✓ 2-ring average answer time
✓ 98.7% caller satisfaction rate
✓ Integrates with ServiceTitan, Jobber, Housecall Pro
✓ HVAC-specific training included
30-Day Trial Period
Try the AI for 30 days. If you're not capturing more calls, booking more appointments, and making more money—we'll refund every penny.
In 30 days, you'll see exactly how many calls you were missing and the revenue you were leaving on the table.
⚠️ PEAK SEASON IS COMING
When summer hits and AC units start failing across every property in town, you'll have two choices:
1. Answer every call and capture every emergency (with AI)
2. Send property managers to voicemail and watch them call your competitors
The contractors who have AI answering will do $200K-$300K in emergency revenue during peak season.
The contractors still using voicemail will do half that—and wonder where all the calls went.
Don't wait until June when you're already buried. Get this set up now.
Or call us now: +1 365-360-4179
Ready to See It in Action?
Fill out the quick form below and we'll send you a scheduling link for your 15-minute demo.
FlowPilot Marketing
Never Miss a Call, Never Miss Revenue.
Phone: +1 365-360-4179
Email: [email protected]
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