A reliable 24/7 answering service for HVAC businesses
From winter heating callouts to summer cooling demand, never miss a service call or new installation enquiry. Stay connected to every opportunity around the clock, in the easiest and most cost-effective way possible.
Ensure customers can always speak to someone, even when you’re on a job or it’s the middle of the night
24/7 answering service
After-hours, weekends and bank holidays … we answer every call so you never miss a booking.
UK receptionists
Our local virtual reception teams answer your calls, with overflow support to ensure a fast speed of answer.
New job enquiries
Can’t answer the phone when you’re on a job? We capture, qualify and send you leads so you can keep working.
Quote/job scheduling
Appointment bookings, cancellations and general diary management – in the tool of your choice.
Emergency call-outs
We follow your preferred scripting to determine when it’s an emergency, quoting call-out fees as required.
Mobile-optimised portal
Use our online client portal to check messages or easily change availability for call transfers when you’re on the go.
How your HVAC answering service works
Set up within minutes
Tell us about your business, your preferred greeting and how you’d like us to interact with your callers. Then simply confirm who should receive messages or, depending on your plan, call transfers when they’re available.
Customer calls you
By forwarding your business phone to the unique number we provide, we’ll know when an incoming call is for you. You’ll have flexibility to send all calls to us or only unanswered calls.
We answer for you
Our friendly and professional receptionists will answer your business calls with your preferred greeting, 24/7 if you wish. Depending on your plan, we can take messages, transfer selected calls, answer FAQs, submit leads into your CRM, take orders, process payments, schedule your appointments and more.
We deliver your messages
After each call you’ll immediately receive a message by email, SMS or both (as chosen by you) including details such as the caller’s name, phone number and, of course, the reason for their call.
Why HVAC businesses choose ReceptionHQ
Never miss a job in peak season
UK HVAC businesses face their heaviest call volumes exactly when their teams are stretched the most. Cold snaps drive urgent heating repair requests, hot summers push air conditioning demand through the roof, and Britain’s unpredictable weather means it can happen at almost any time of year.
We handle calls for:
- New installation enquiries
- Service and maintenance bookings
- Urgent repair and breakdown requests
- Quote follow-ups and callbacks
Every call is answered by a real person, with job details captured accurately so you can prioritise callbacks when you’re free.
Flexible call handling
When a heating system fails overnight or a cooling unit goes down during an unexpected heatwave, customers need to reach someone fast. Our plans are designed to flex around your business, from straightforward message taking through to fully tailored call handling with custom scripting and urgency assessment.
Our call handling process can include:
- Messages sent via SMS and/or email instantly
- Custom scripting to assess and categorise call urgency
- Collect key details such as location, system type and fault description
- Communicate next steps and response times to caller
- Transfer calls based on your availability
We work to your preferred process and priorities, ensuring urgent situations are always handled with the appropriate level of care.
Book directly into your preferred tool
Our receptionists can work with the platform your business already uses. There is no need to change your systems or processes, we slot in alongside the way your team already operates.
We use your scheduling tools to manage:
- Service call and repair bookings
- Installation and quote appointments
- Maintenance scheduling and recurring jobs
- Cancellations, reschedules and diary updates
No double-handling, no back-and-forth with customers, and no missed bookings.
Why HVAC businesses choose ReceptionHQ
Never miss a job in peak season
UK HVAC businesses face their heaviest call volumes exactly when their teams are stretched the most. Cold snaps drive urgent heating repair requests, hot summers push air conditioning demand through the roof, and Britain’s unpredictable weather means it can happen at almost any time of year.
We handle calls for:
- New installation and system upgrade enquiries
- Service and maintenance bookings
- Urgent repair and breakdown requests
- Quote follow-ups and callbacks
Every call is answered by a real person, with job details captured accurately so you can prioritize callbacks when you’re free.
Flexible call handling
When a system fails, customers need to reach someone fast. We follow your custom scripting to assess urgency, collect the right details and ensure the appropriate action is taken every time.
Our call handling process includes:
- Messages sent via SMS and/or email instantly
- Custom scripting to assess and categorise call urgency
- Collection of key details such as location, system type and fault description
- Clear communication to callers on next steps and response times
- Call transfers based on your availability settings
We work to your preferred process and priorities, ensuring urgent situations are always handled with the appropriate level of care.
Books into your preferred tool
We can work with whatever platform you already use, no need to change a thing.
We use your scheduling tools to manage:
- Service call and repair bookings
- Installation and quote appointments
- Maintenance scheduling and recurring jobs
- Cancellations, reschedules and diary updates
Stay in control of your reception
Stay in control of your reception
Access Anywhere
Manage your communications wherever work happens. The portal works seamlessly on your desktop, laptop or mobile so you stay connected in the office or on the move.
- Desktop & mobile compatible
- Accessible from multiple devices
- Multi user access
- Real-time updates
No extra setup or learning curve required.
Our call answering solutions
*Plus VAT. Refer to Terms & Conditions.
Our call answering solutions
Our call answering solutions
- Fully customised greeting
- Unlimited contacts/departments
- 5 details requested
- Warm call transfers
- Advise business hours and location
- Answer common questions
- Personalised greeting
- Single contact/department
- 3 details collected
- Fully customised greeting
- Unlimited contacts/departments
- Unlimited details taken
- Advise business hours and location
- Answer common questions
- Scripted questions and responses
- Quote fees and take payments
- CRM input or submit online forms
- Fully customised greeting
- Unlimited contacts/departments
- Unlimited details taken
- Warm call transfers
- Advise business hours and location
- Answer common questions
- Scripted questions and responses
- Quote fees and take payments
- CRM input or submit online forms
- Appointment scheduling
- Diary management
*Plus VAT. Refer to Terms & Conditions.
Complementary business solutions
Complementary business solutions
Phone numbers
Add additional local phone numbers, a 0333 number or a 0800 freephone number to the free number you receive with your live call answering package.
Automated messaging
Have voicemails instantly emailed to you, both for convenience and to ensure no important communications are ever missed.
What our customers love
What our customers love
Trusted by tradesmen throughout the UK
FAQs
Find out more
Have questions? Please fill in your details and we’ll be in touch.
Want to try our call answering services for free?
Put the United Kingdom’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.
Want to try our call answering services for free?
Put the United Kingdom’s leading virtual receptionist solution to the test! We’re ready to answer your phone FREE for 7 days.
What does the free trial include?
Our free trial is based on our MyReceptionist service, with professional receptionists able to take messages and transfer calls based on your availability settings.
Every call answered, every opportunity captured
Demand can shift from steady to overwhelming with very little warning for those in the heating and cooling trade. A cold front sweeping across Scotland and northern England, an unexpected heatwave in London and the South East, or a prolonged period of damp weather causing heating and cooling issues across Wales and the Midlands, can all generate a significant spike in inbound calls within hours.
For HVAC businesses without dedicated reception support, managing that volume while running a full job schedule is incredibly difficult.
Built for every season
Unlike markets with more predictable climates, UK heating and cooling businesses face demand that can spike at almost any point in the year. Winter remains the busiest period for heating repairs and system callouts, but the growing demand for air conditioning across the South East and major cities means summer is increasingly busy too.
With ReceptionHQ answering on your behalf around the clock, every enquiry is handled professionally and every opportunity is captured regardless of when it comes in.
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Keep working. We’ll keep answering.
When you’re servicing a heating system, installing an air conditioning unit or responding to a breakdown, answering every inbound call simply is not possible. But customers who reach voicemail don’t wait, they call the next HVAC business on their list. ReceptionHQ answers in your business name, captures every job detail accurately and delivers your messages instantly so you can follow up between jobs without losing a single lead.
The first heating and cooling company to answer their call and capture their details professionally is almost always the one who gets the job.
After-hours and urgent call handling
HVAC emergencies don’t keep business hours. A heating system failing on a cold January night, a heat pump going down during an unexpected warm spell or a commercial cooling system fault outside of office hours can all generate urgent calls at any hour.
Our receptionists can follow your custom scripting to assess the urgency of after-hours call, communicate clearly with the caller about next steps and send urgent notifications directly to your staff when the situation requires immediate attention.
Keep working. We’ll keep answering.
When you’re servicing a heating system, installing an air conditioning unit or responding to a breakdown, answering every inbound call simply is not possible. But customers who reach voicemail don’t wait, they call the next HVAC business on their list. ReceptionHQ answers in your business name, captures every job detail accurately and delivers your messages instantly so you can follow up between jobs without losing a single lead.
The first heating and cooling company to answer their call and capture their details professionally is almost always the one who gets the job.
After-hours and urgent call handling
HVAC emergencies don’t keep business hours. A heating system failing on a cold January night, a heat pump going down during an unexpected warm spell or a commercial cooling system fault outside of office hours can all generate urgent calls at any hour.
Our receptionists can follow your custom scripting to assess the urgency of after-hours call, communicate clearly with the caller about next steps and send urgent notifications directly to your staff when the situation requires immediate attention.
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Accurate job details from the very first call
Commercial HVAC clients, property managers and facilities teams across the UK often require specific information to be captured at the point of first contact, including site addresses, system types, fault descriptions and preferred contact details.
Our receptionists can be briefed on exactly what to collect, ensuring your team has everything they need to respond efficiently without following up for missing information.
A cost-effective alternative to hiring staff
ReceptionHQ offers flexible monthly plans based on either calls or minutes, each with an included amount per month to suit your typical call volume. As your business grows or your needs change seasonally, you can scale your plan up or down accordingly.
Many HVAC businesses choose a higher tier plan during the winter heating season and adjust back during quieter periods, giving them professional call handling when they need it most without the fixed cost of additional headcount year-round.
Start your 7-day call answering free trial
Start your 7-day call answering free trial
Fill out the form and have our team start answering your calls within minutes.
- Instant Service Activation
- No Credit Card Required
- Professional Receptionists
- 25,000+ Happy Customers
- Plans From £15 Per Month Post-Trial
- No Lock-In Contracts
Your virtual reception free trial will be based on our ReceptionistPlus service, the most popular of our range of call answering solutions.
By starting a free trial, you are agreeing to the Terms & Conditions.
By starting a free trial, you are agreeing to the Terms & Conditions.
Your virtual reception free trial will be based on our MyReceptionist service, the most popular of our range of call answering solutions.