Virtual Assistant for HVAC
HVAC is feast or famine. The first heat wave floods your phones with no-cool calls, and then spring and fall go quiet unless somebody fills the calendar with tune-ups.
On top of that come warranty registrations, utility rebate forms and maintenance agreements that renew on dates nobody is tracking. An HVAC virtual assistant smooths out the peaks and keeps the paperwork from costing you money.
What your VA handles
Seasonal tune-up reminders
Your VA works your customer list before each season, calling and texting maintenance customers to book spring AC and fall furnace tune-ups while your techs still have room.
Dispatch coordination
During a heat wave your VA triages calls (no cooling with elderly residents first), assigns techs, updates arrival windows and keeps customers informed when the day slips.
Warranty registrations
Every new install gets registered with the manufacturer on time. Miss that window and your customer loses the extended warranty, which comes back to you when a part fails.
Rebate and incentive paperwork
Utility rebates and tax credit documentation take forms, model numbers and invoices. Your VA collects them, submits them and tracks the status so your customer gets paid and remembers you for it.
Maintenance agreement renewals
Your VA tracks renewal dates in ServiceTitan or your CRM, sends renewal notices and calls anyone who hasn't renewed. Recurring revenue stays recurring.
Replacement quote follow-up
System replacement quotes are big tickets. Your VA follows up, answers financing questions and books a second visit if the homeowner wants to compare options.
A dedicated VA, backed by AI
Your VA works with AI that takes the edge off the rush. An AI voice agent answers overflow calls during heat waves and after hours, asks the key questions (system age, symptoms, any vulnerable people at home) and books or escalates.
We also set up automated campaigns: tune-up reminder texts that go out on schedule, and a workflow that creates a warranty task the moment an install closes. Your VA sees a short, sorted queue every morning instead of a pile of sticky notes.
How it works
Getting started is simple. We begin with a short call about where your hours go, then match you with a VA whose experience fits your industry. During the first week they shadow your process, and we write it into a playbook so the work stays consistent even on days your VA is out. You review their work, give feedback, and add tasks as trust builds.
Pricing
Our virtual assistants start at $20 an hour, with a 40-hour minimum to get started. You get a dedicated assistant trained on your business, a written playbook of everything they handle, and one point of contact on our team. AI voice agents, chatbots and workflows are scoped separately based on your volume.
Frequently Asked Questions
What does an HVAC virtual assistant cost?
Our VAs start at $20 an hour with a 40-hour minimum. Many HVAC companies add hours ahead of summer and winter, then scale back in the shoulder seasons.
Can the VA handle rebate paperwork?
Yes. Your VA gathers model and serial numbers, invoices and customer details, submits utility rebate forms and tracks them. You stay responsible for anything that needs your certification.
Will they work in ServiceTitan?
Yes, along with Housecall Pro, FieldEdge and Jobber. Your VA gets their own login and follows your dispatch board rules.
Is a VA better than a seasonal hire?
A seasonal hire needs training every year and leaves when it's busy elsewhere. A VA stays with you, keeps what they've learned and simply adds or drops hours with the season.
How soon can I have help before peak season?
One to two weeks is typical. If summer is close, tell us on the call and we'll prioritize phones and dispatch first, then layer in warranty and rebate work.
Get a virtual assistant for your hvac business
Tell us where your week goes and we'll show you which tasks a VA and a little automation can take off your plate. No long contracts.