HVAC Business Software

Your HVAC Business Runs.
Leads Don't Slip Through.

LeadSpheres gives HVAC companies an AI receptionist that answers every call, texts back every missed lead, and books service appointments 24/7 — including emergency calls at 11pm.

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✓No credit card✓$50 free credits✓Live in 2 hours✓30-day money-back
SK
Sarah Kim
● New lead · Missed call
AI Text-Back triggered · HVAC
Missed call from Sarah Kim
AC not cooling · Emergency · $1,400 est.
Lead captured · CRM updated
⚡ LeadSpheres automation
Hi Sarah, sorry we missed your call! We'd love to help — book a free estimate at your convenience: [booking link] Or call us back anytime.
Delivered in 27 seconds · Automated
SMS sent in 27 sec · No manual work
40%
After-hours calls
go unanswered HVAC
$1,200
Avg service call
HVAC residential
24/7
AI coverage
summer & winter peak
60%
Fewer no-shows
with automated reminders
The HVAC Revenue Problem

Every Unanswered HVAC Call Is
Revenue Walking Out the Door

Your techs are in the field. Your phone rings. No one answers. The homeowner’s AC is out in July and they need a technician today. They call your competitor. They answer.

🌡️

Emergency calls missed after hours

AC breaks at 9pm. The homeowner calls every HVAC company on Google. The first one that answers or texts back gets the job. You’re asleep. Your competitor has automation.

40% of HVAC calls happen outside 9–5
❄️

Techs in the field, nobody answering

Your crew is on 4 jobs simultaneously. Calls pile up unanswered. By the time you check voicemail, 3 leads have already booked with someone else.

Each unanswered call = $800–$2,400 lost
🗓️

No-shows waste field time

A tech drives 30 minutes to a service call. Customer doesn’t answer the door. No reminder was sent the night before. That’s a wasted half-day for a technician earning $85/hour.

No-shows cost 15–20% of HVAC revenue
🔄

No follow-up on service agreements

Customers whose equipment you serviced last year need annual maintenance. Without an automated follow-up, they call whoever comes up first in Google — not necessarily you.

60% of service customers never get follow-up
How It Works

Call Answered. Tech Dispatched.
Job Booked Automatically.

Whether it’s an emergency AC repair or a routine maintenance call, LeadSpheres captures every HVAC lead and books the appointment — without your technicians stopping to answer the phone.

Step 01
📞

Customer calls your number

The homeowner calls about an AC failure, furnace repair, or annual service. Your techs are in the field. LeadSpheres captures the call and triggers your automated response instantly — day or night.

Every call captured
Step 02
⚡

AI texts back in seconds

Within 30 seconds, your lead receives a personalised SMS: ‘Hi Sarah, so sorry we missed you — we know AC failures are urgent. Book your service here or call us back.’ Includes your booking link.

30-second response
Step 03
📅

Appointment booked, tech notified

The customer self-schedules directly into your dispatch calendar. The assigned technician receives an SMS and email with full job details. Google Calendar syncs automatically.

Tech notified instantly
Built for HVAC Operations

Everything Your HVAC Business Needs
in One Dashboard

From the first missed call to the annual maintenance reminder — LeadSpheres runs your customer pipeline automatically.

📵

Missed Call Text-Back

Every unanswered call gets an automatic SMS within 30 seconds — day or night, summer or winter. Includes your booking link so customers can self-schedule their service call immediately.

24/7 Response
🤖

AI Phone Agent

Answers calls when all your techs are in the field. Handles FAQs about pricing, service area, and emergency availability. Books appointments directly into your dispatch calendar.

Always Available
📅

Technician Scheduling

Customers self-book service appointments by selecting from your real-time availability. The right technician is assigned and notified by SMS and email with full job details.

Smart Dispatch
🔔

Maintenance Reminders

Automatically follow up with past customers about annual servicing, filter changes, and seasonal tune-ups. Recapture your existing customer base without any manual outreach.

Revenue Reactivation
💬

Unified Inbox

All calls, texts, emails, and Facebook messages from every customer and lead — one inbox, one thread per contact. Your dispatcher sees everything in one place.

Zero Chaos
📊

Revenue Pipeline

See every lead, every quote, and every booked job in your pipeline. Know your projected service revenue for the week before Monday morning.

Full Visibility
Real Results

Businesses Like Yours.
Real Revenue Recovered.

Service business owners who stopped losing leads and started booking more jobs automatically.

★★★★★11 service calls in one day
"My techs were all out during the summer heat wave. LeadSpheres handled 11 inbound calls automatically — booked 8 service appointments. Zero manual work from me."
Tina K.
Owner · Arctic HVAC Services · Austin, TX
★★★★★Replaced $380/mo answering service
"We cancelled our after-hours answering service — it cost $380 and only worked business hours anyway. LeadSpheres costs $97 and covers us 24/7. Night calls are now our best leads."
Derek M.
Owner · CoolBreeze HVAC · Dallas, TX
★★★★★No-shows down 65%
"Automated reminders cut our no-shows by 65%. That's 4–5 fewer wasted tech dispatches per month. The reminder automation alone pays for LeadSpheres 3× over."
Ryan P.
Operations Manager · ProTemp HVAC · Charlotte, NC
Side by Side

LeadSpheres vs.
How HVAC Companies Operate Today

Most HVAC businesses rely on a phone, a dispatch board, and a receptionist. Here’s what an AI-powered platform changes.

FeatureLeadSpheres
$97/mo		HubSpot
$800+/mo		GoHighLevel
Agency-first		Manual Stack
Multiple tools
24/7 call answering✓✕Add-onExtra cost
Missed call text-back✓✕✓✕
Technician scheduling✓Paid add-on✓Manual
Emergency call routing✓✕PartialPhone call
Maintenance reminders✓✓✓Manual email
Setup timeUnder 2 hrs2–6 weeks3–5 daysN/A
Monthly cost$97/mo$800+/mo$97–297/mo6+ tools
FAQ

Common Questions,
Straight Answers

Everything you need to know about LeadSpheres for your business.

Can LeadSpheres handle emergency HVAC calls differently from routine service calls?
+
Yes. You can configure the AI to recognise emergency keywords — 'no heat,' 'AC out,' 'system down' — and respond with an urgent message that includes your emergency call-back number alongside the booking link. Emergency leads get priority treatment automatically.
Does it work during peak summer and winter demand?
+
LeadSpheres handles unlimited simultaneous calls and leads. During your busiest weeks — July heat waves, January cold snaps — every lead gets an immediate response. No call goes unanswered, no matter how many come in at once.
How does the technician scheduling work?
+
You create service types (AC service, furnace repair, maintenance check) and assign each to the relevant technician based on their availability. When a customer books, only that technician's open slots are shown. The tech receives SMS and email notification instantly with the customer's address and job details.
Can I follow up with past customers for annual maintenance?
+
Yes. Set up an automated sequence that triggers annually for any customer who had a service call. The message goes out automatically — 'Time for your annual HVAC tune-up?' — with a booking link. This reactivates past customers without any manual outreach.
How quickly can I get live?
+
Most HVAC businesses are fully live within 2 hours. Connect your business number, write your follow-up message, sync your dispatch calendar, and you're done. Our team will walk you through setup at no cost.
Start Today

Your AC Leads Are Calling.
Is Anyone Answering?

Start your free trial and have your AI text-back and booking system live before your next service call. 14-day free trial. $50 free credits.

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✓No credit card✓14-day free trial✓$50 free credits✓30-day money-back