You receive a request identified as a breakdown, replacement or maintenance visit, with the equipment and affected areas recorded. Your receptionist follows your breakdown priorities and offers your available slots for a tune-up or a replacement assessment.
$39 CAD / month · 50 Standard calls · 1 local number
The system has stopped. She records the appliance, when it stopped, which zones are affected and the temperature reported inside, then applies your urgency rule. Deep cold or a heat wave, an elderly person or a baby in the house: the alert goes out immediately.
A wall or central heat pump, a furnace, a full system. She records the existing appliance and its documented capacity, what the caller is aiming for, the area and zones to cover, then offers a visit — sizing happens on site.
The caller is already on the annual contract. She pulls up the file, records the covered appliance, the date of the last service and the warranty being invoked, and prioritises by the terms of the plan rather than by order of arrival.
The fall service before the first cold snap, the spring one before the heat. These are appointments that can be planned: she places them on the calendar in the windows you keep for maintenance.
The on-call technician gets the alert with the address, the furnace model, the indoor temperature and a vulnerable-occupant flag. He calls back within minutes, ahead of the two messages left on a competitor's voicemail.
Sunday, 9:15 p.m., an extreme-cold warning is in effect. A woman calls: her furnace has stopped and her 84-year-old mother lives with her.
ReceptionistClimatisation Desrosiers, good evening. Let me take your name and a callback number first, in case we get cut off.
CallerLine Gauthier, 514 555-0173. My furnace has been dead since supper.
ReceptionistDo you smell gas, or is a carbon monoxide alarm going off?
CallerNo, nothing like that. But it is 14 degrees in the house and my 84-year-old mother lives with me.
ReceptionistNoted, and that moves you up. I am alerting the technician on call right now. He will confirm an arrival window rather than an exact time, and he cannot say what failed before he has seen the unit.
Four very different requests arrive on the same number. She tells them apart before qualifying anything.
She takes the name and callback number before she even knows which appliance is involved.
In her first sentence, in case the line drops.
She identifies the kind of request — breakdown, replacement, tune-up or maintenance plan — before qualifying anything else.
A breakdown does not end up in the same queue as a tune-up: the preset splits the four paths from the start.
She asks whether the system is completely stopped right now.
The answer tells a real breakdown apart from maintenance to plan, without diagnosing the appliance.
No heat during a cold warning, or no cooling during a heat wave: she alerts you right away, with priority for elderly occupants or babies.
Deep cold or overwhelming heat, the rule is the same — a stated vulnerability moves the call ahead of the others.
If the caller mentions a gas smell, a hiss near an appliance or a carbon monoxide alarm going off, she drops the script: get everyone out, touch nothing, call 911 and the distributor’s emergency line.
No appointment is booked in that case: it is no longer a heating question.
She records the existing appliance and its documented capacity, what the caller is aiming for, the area and the zones to cover.
The fields that actually prepare a real sizing visit, not an improvised estimate.
She offers a visit, because sizing a heat pump or a furnace is calculated on site.
No BTU capacity and no model is recommended over the phone.
She explains that rebate programs exist, without guaranteeing eligibility or the amount.
The exact wording you want her to use is configured on your profile.
To a shopper asking the price of a heat pump, she explains that sizing happens on site and keeps the request.
Recommending a capacity or a model over the phone would short-circuit the visit.
She places the seasonal tune-up on the calendar, in the windows you keep for maintenance.
The fall service before the cold, the spring one before the heat — two visits that get planned, not two emergencies.
For a customer on a maintenance plan, she pulls up the covered appliance and records the last service and the warranty being invoked.
She does not decide herself what the plan covers.
She prioritises by the terms of the plan rather than by order of arrival.
A customer under an annual contract does not wait behind a new prospect.
Each of these options is added separately, when it is useful to you.
She prepares your heat pump estimate and follows up until she gets an answer.
A heat pump estimate is rarely decided the same day — you approve every version before it is sent. Assisted estimates
She tracks maintenance plans and tune-ups per appliance: what is due, what was done, what comes up for renewal.
Included in Contracts and recurring service, separate from dispatch. Contracts and recurring service
She assigns the job to the technician on call during a cold snap, and shows you who accepted.
An installer on a site, another one available for the emergency — each task goes to whoever can take it. Dispatch and field work
She continues by text about the appliance and your availability, without giving repair instructions.
Optional SMS channel: the conversation continues without the caller having to repeat everything on the phone.
She logs the client and the service request in Jobber, once writing has been proven on your account.
Client, request and quote model already documented. Without a connection, she works in Zenvox native mode. Jobber
She prepares the same request for Housecall Pro if that is your tool, while write access is confirmed.
The interface key is documented at the product’s top tier. Eligibility still has to be qualified with the vendor. Housecall Pro
She stays ready for ServiceTitan if your company depends on it, while the authentication contract is established.
Access is negotiated with the vendor before any announcement. ServiceTitan
She answers from the calls, requests and business information you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich calls concern a breakdown rather than a replacement?
She reads the request type, equipment and reported symptoms without diagnosing the fault.
Which cold-snap or heat-wave emergencies did I get this week?
She reads the alerts sent and the requests flagged urgent in your requests.
Which heat pump estimates sent this month have had no reply?
Add-onWith Assisted estimates: the last follow-up and the current version of each file. Without the option, she does not track estimates.
Which services are due this week, under my active plans?
Add-onWith Contracts and recurring service: what is due, completed and up for renewal, per appliance. Without the option, she does not track plans.
What counts as an urgent breakdown at your shop, who gets the alert in the evening, which windows you keep for tune-ups, and what your receptionist does not say. All of it changes from the app, including in the middle of a cold snap.
Name and callback number first. Then the kind of request — breakdown, replacement, tune-up, plan. Then the appliance type, the address with the postal code, and whether the system is fully stopped right now.
A breakdown in extreme weather triggers an immediate alert. A quote request and a tune-up land in your written summary, with everything needed to prepare the visit without calling back twice.
A receptionist who answers for you, in both languages, and sends you a written request. No setup fee, and you keep your number.
She does not recommend a BTU capacity, a tonnage or a specific model.
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which calls concern a breakdown rather than a replacement?
She reads the request type, equipment and reported symptoms without diagnosing the fault.
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
Contracts and recurring service already includes dispatch for jobs covered by those contracts. The Dispatch and field work option is only added for separate jobs outside that scope.
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Continue discussing the equipment and customer’s availability without giving repair instructions.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Client, request and quote model documented; writing each object still has to be proven on a real account before it is announced.
Interface key and callback secret are documented at the product's top tier; eligibility and write coverage still have to be qualified with the vendor.
The exact authentication contract and the write coverage are not established; access is negotiated with the vendor before any announcement.
In heating and cooling, four completely different calls arrive on the same number. "I have no heat" has nothing to do with "I want a quote on a heat pump", which has nothing to do with "I would like my fall tune-up", which has nothing to do with a customer already covered by a maintenance plan. Running all four through one script means a breakdown waits behind a price shopper.
Your receptionist identifies the path before she qualifies. She takes the name and callback number, asks what kind of request it is, and branches. A breakdown during an extreme-cold warning, or dead cooling in a heat wave at an elderly person's home, goes straight up; a tune-up request waits for the end of your day.
And if the caller mentions a gas smell, a hiss near a gas appliance, or a carbon monoxide alarm going off, she drops the script entirely: get everyone outside, touch no switch and no flame, call 911 and the gas distributor's emergency line. No appointment is booked in that case.
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Trades & maintenanceThat is exactly her second question. The heating and cooling preset separates four paths — breakdown, replacement, tune-up, maintenance plan — and she branches before qualifying anything. A breakdown does not end up in the estimate queue.
No, and that is deliberate. Recommending a BTU capacity or a model over the phone short-circuits the sizing. She records the area, the zones, the existing appliance and the installation constraints, then books the visit where it is actually calculated.
She explains that programs exist for heat pumps, that eligibility and amounts are confirmed at the assessment, and she guarantees none of them. The exact wording you want is configured on your profile.
She drops the script. Gas smell, a hiss near an appliance, a carbon monoxide alarm, several occupants with headaches or nausea: get everyone out into the open air, touch no switch and no flame, call 911 and the gas distributor's emergency line. She books nothing and does not try to assess the cause.
Yes — that is when she earns her keep. A cold snap or a heat wave brings calls in bunches, often in the evening and on weekends. She answers all of them, applies your priority rule, and you get a sorted queue instead of twenty voicemails.
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberHeating and cooling
