HVAC Lead Follow Up for New Web-Form Requests
HVAC lead follow up calls new web-form leads within about a minute during allowed calling hours, with their written consent. Try our receptionist in the browser, then decide whether this add-on fits your shop's callback work.
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Call New Web Leads While Your Crew Is Working
The follow-up add-on calls people who request service through your web form and tick a consent box naming your business. It handles that first conversation while your team handles the work already booked.
Fresh requests
Follow up with people who just submitted your service form.
Written permission
Your form needs a consent box that names your HVAC business.
Useful intake
Collect service needs and contact details before your team calls back.
More detail
This optional add-on follows up on AC service requests using your business rules. It uses one fixed consent box, unchecked by default:
"By checking this box, I agree that [Your business name] may call me at the phone number above about my request, including calls made with automated technology and an AI voice assistant. Consent is not a condition of purchase. I can say "stop" on any call and I won't be called again."
With consent, calls go only to the 50 US states within about a minute during calling hours, 8 a.m.-8 p.m. the lead's time, otherwise the next morning. Each follow-up includes one attempt plus one retry 10 minutes later, with at most one follow-up per number per day. You control services, service area and next steps.
From Form Submission to a Useful Callback
After an eligible form submission, your receptionist calls within about a minute between 8 a.m. and 8 p.m. in the lead's time zone. It introduces itself before asking about the request.
Clear opening
The greeting identifies the virtual assistant and says the call is recorded.
Service questions
Your receptionist asks about the request using your shop's intake rules.
Short attempt limit
Follow-up allows one initial call and one retry, with opt-outs honored immediately.
More detail
The call starts with the virtual-assistant and recording notices, then moves to the homeowner's request. A tune-up inquiry needs different questions from a furnace that stopped heating overnight. Your receptionist uses your service area, price policy and urgency instructions to guide that conversation.
For an urgent call, the receptionist can try your on-call person through the escalation order you set. For routine work, it can book into Google Calendar or gather the details for your callback. You receive the call summary, urgency tag, transcript and recording by email and app push notification.
Set Your Form Consent and Shop Instructions
You supply the business instructions and keep the consent records for follow-up calls. Start with the form's permission language, then define services, territory, pricing policy and the person who handles urgent requests.
Business knowledge
Give your receptionist the services, hours and territory your shop actually covers.
Price policy
Choose whether it explains a diagnostic fee or takes pricing questions for callback.
Urgent routing
Set who gets urgent calls and the order your receptionist tries them.
More detail
We learn your business through an onboarding chat and the website you provide. Explain whether you service boilers, handle commercial rooftop units or only work on residential equipment. Tell your receptionist what your office needs to know before returning a lead's call.
Your web form also needs the consent box naming your business. Our follow-up requires prior express written consent under the TCPA framework; the business keeps those consent records. The setup walkthrough covers the receptionist setup, and you can change business instructions later by telling the AI in plain words.
Consent, Calling Hours and Retry Limits
Follow-up is limited to consenting web-form leads, with calls between 8 a.m. and 8 p.m. their time. We allow one attempt plus one retry and stop immediately when someone opts out.
Eligible leads only
Follow-up starts with your web form and the required written consent.
Local calling window
Outbound attempts stay between morning and evening in the lead's time zone.
Immediate opt-outs
A request to stop ends further follow-up attempts to that person.
More detail
This add-on does not dial purchased leads, prospect lists or people who have not given the required permission. Entering a phone number in a service form alone does not meet our requirement for a consent box naming your business. Keep the permission record with the lead's details.
The calling window and attempt limit apply even when your shop wants work quickly. A callback also does not promise a sale or a truck arrival. Your receptionist follows your price policy and intake instructions; your team remains responsible for the service decision and the work itself.
Test the Lead Conversation in the Browser Demo
Use the browser demo to test the conversation a new lead could have with your receptionist. Ask about an AC tune-up, a replacement estimate or a no-heat problem, then assess the questions.
Routine request
Ask for an AC tune-up and listen for useful intake questions.
Price question
Ask what a replacement costs and check how the receptionist handles pricing.
Urgent situation
Describe an overnight heating failure and assess how it recognizes urgency.
More detail
The browser conversation demo uses a fictional HVAC business and needs no signup. Play a homeowner who submitted a request for cooling service. Give an incomplete description, ask about the service area, then see whether the receptionist gathers details you would want in a callback message.
The demo lets you judge the conversation; it does not place an outbound follow-up call to test timing or consent. When you're ready, request your receptionist's free trial; we will email your sign-in link when the trial is ready. Add your shop's instructions before assessing whether to add follow-up for your own web-form leads.
Frequently asked questions
Does a web-form phone number give permission for an AI callback?
Our follow-up add-on requires more than a phone number. The person must tick a consent box naming your business and provide the required prior express written consent. You are responsible for keeping the consent record. We do not use purchased leads or prospect lists for this service.
How quickly does the receptionist call a new lead?
It calls within about a minute of an eligible web-form submission during the calling window. Outbound calls run between 8 a.m. and 8 p.m. in the lead's time zone. There is one initial attempt plus one retry, and an opt-out stops further follow-up immediately.
Will it quote a new AC system over the phone?
It follows your shop's price policy rather than inventing an equipment quote. You can explain whether you give a diagnostic fee, use ranges you supply or take price questions for your own callback. Give those instructions during onboarding so replacement inquiries get the response you want.
Can it dispatch my on-call tech during a follow-up call?
It can flag urgency and follow your escalation order. With a warm transfer, the on-call person hears a short summary and presses 1 to accept. You can also use a page to that person. Set the urgency rules so an ordinary estimate request gets different handling from an urgent service need.
How do I see what happened on the callback?
You get an email and app push notification for the call, with its summary, urgency tag, transcript and recording. The dashboard keeps calls available for review, and a daily digest arrives by email. Use the details to decide whether your office needs to call back or take another action.
Try Your Next Lead Conversation
Open the browser demo and ask for service as a new homeowner. Then request a free trial to give your receptionist your shop's instructions.
Sources: ecfr.gov