CallwakeMissed-Call Recovery · HVAC
Missed-call text back for HVAC companies
When HVAC companies miss calls
HVAC is a seasonal business, and the phone knows it. The first heat wave or the first cold snap brings a wave of calls at once. Your techs are on rooftops replacing capacitors, in attics checking ductwork, or in a basement relighting a furnace. The office line rings out more than anyone would like.
Those calls matter. Someone with no cooling in July or no heat in January is calling every company that shows up in search. Industry data says 27–28% of calls to small service businesses go unanswered, and fewer than 3 in 100 callers leave a voicemail. In peak season, that gap is wider than it is the rest of the year.
Callwake forwards unanswered calls to your dedicated text line. The caller hears a short notice and gets a text from your business within seconds. It asks what's wrong, follows your approved answers, and offers a repair or maintenance time from your real availability. Your dispatcher or the owner sees every conversation and every booking.
What callers usually need
HVAC accounts start with these services. Many callers can't name the problem, so the conversation asks a simple question about what the system is doing.
- AC repair. Warm air, a unit that won't turn on, or ice on the lines.
- Furnace repair. No heat, short cycling, or a furnace that keeps shutting off.
- Maintenance. Seasonal tune-ups and maintenance plans. Good calls to book in the slow weeks.
- New system install. Homeowners comparing replacement quotes. These calls are worth following up.
- Thermostats. Smart thermostat installs and thermostats that stopped working.
No heat, no cooling
When a caller says the system is completely down, Callwake uses your emergency answer and offers the earliest times your rules allow. If your answers don't fit, it hands off to you. It won't promise a same-day visit your schedule can't support.
What it looks like
Here's a typical conversation after a missed call. The caller first hears a short recorded notice, then gets this text from the business's dedicated text line.
Your Business: Sorry we missed your call! This is our text line - what do you need help with? Reply STOP to opt out, HELP for help.
AC is running but blowing warm air
Your Business: Sorry about that, we can help with AC repair. Is the outdoor unit running, or is it quiet?
Fan is spinning I think
Your Business: Thanks. We have Wed at 8:00 AM or Wed at 2:00 PM - which works for you?
the 8am
Your Business: You're booked for Wed at 8:00 AM. We'll see you then. Reply STOP to opt out.
In busy weeks, slot rules keep Callwake from overbooking. It only offers the times you have open. Want to try one yourself? Use the live demo.
Answers you can approve
These are the starting answers for hvac accounts. Callwake uses only these to reply. Change the wording, delete what doesn't fit, or add your own.
- Do you handle emergencies?
- Yes - same-day for no heat or no cooling when we can.
- What areas do you serve?
- We serve the local area; tell us your address and we'll confirm.
- Do you service all brands?
- We work on most major brands; tell us yours and we'll confirm.
- Are you licensed and insured?
- Yes, fully licensed and insured.
- How soon can you come?
- Usually within 1-2 business days; we'll offer the next available times.
Rules it follows
Callwake only texts people who called your business. Every text starts with your business name and comes from a dedicated text line verified in your name. STOP and HELP always work, and there are no marketing texts. See the full overview for how setup, compliance and pricing work.
Pricing
Missed-Call Recovery is $99 a month, or $79 a month billed annually, with up to 300 conversations a month. Add Quote Follow-up with the Revenue Recovery Pack for $129 a month. 14-day free trial (card required), 30-day money-back guarantee. See all plans.
Frequently asked questions
Can Callwake keep up in peak season?
Each missed call gets its own text conversation within seconds. Your plan includes up to 300 conversations a month.
Can it book maintenance visits but not big installs?
Yes. You decide what it books. For install leads, you can have it offer an estimate visit or hand off to you.
We have a dispatcher. Who gets the alerts?
Alerts go to the notification email and mobile number set in Settings. Use whichever person handles scheduling.
What about callers asking about a specific brand?
Callwake uses your brand answer. By default it says you work on most major brands and asks which one they have.
Related
Stop losing jobs to missed calls.
Early access is open to 10 trade businesses. They keep the launch price for 12 months.