Case study · Wisconsin HVAC contractor
A 24/7 AI Receptionist That Turned Missed Calls Into Booked Jobs
Before AI, every after-hours call rang out — and most callers never called back. We built a voice agent that answers every call, qualifies the lead, books the job, and escalates true emergencies to the on-call tech.
The Challenge
Like most HVAC contractors in Wisconsin, the team was drowning in calls during peak heating and cooling season — and bleeding revenue every time the phone rang and no one was there to pick it up.
Internal call logs showed roughly 30–40% of inbound calls went to voicemail after-hours, on weekends, and during dispatch crunches. The painful part: most of those callers never called back. They called the next contractor on Google.
At an average HVAC ticket of $400–$1,200, even a handful of missed calls per week added up to tens of thousands of dollars in lost revenue every month — and a steady drip of bad reviews from frustrated customers who couldn't reach a human.
What We Built
24/7 AI voice receptionist
A natural-sounding ElevenLabs voice agent that picks up every inbound call within one ring — day, night, weekends, and holidays.
Smart lead qualification
Captures name, address, system type, issue, and preferred time. No more half-finished voicemails dispatch has to chase.
Direct calendar booking
The agent books standard service jobs straight into the dispatcher's calendar — confirmed via SMS to the customer.
Emergency escalation
No-heat, no-AC, gas smell, and water leak calls are flagged and patched live to the on-call tech. Real emergencies never wait.
Admin dashboard
Owners and dispatchers see every call, transcript, booking, and missed-opportunity flag in one live dashboard.
Twilio + scheduler integration
Hooked into the existing business phone number and field-service scheduler — no rip-and-replace, no new phone hardware.
Stack: ElevenLabs voice · Twilio · Custom scheduler integration · Supabase · Real-time admin dashboard
The Results
- 100% of inbound calls now answered — including nights, weekends, and the dispatch lunch hour.
- Zero missed leads since deployment. Every voicemail-to-the-void is now a captured lead in the CRM.
- Recovered tens of thousands per month in jobs that previously went to whichever competitor answered first.
- Dispatchers got their day back — they handle exceptions and emergencies, not 'do you guys do furnace tune-ups?' calls.
- Faster emergency response: true no-heat calls hit the on-call tech in under 60 seconds.
- Better Google reviews — customers consistently mention how fast someone 'picked up' and got them on the schedule.
"We used to lose calls every single night and weekend. Now nothing slips through. The phone is answered, the job is booked, and I see it on the dashboard the next morning."
Want a system like this for your business?
Ready to see what AI can actually do for your business?
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