Seasonal call surges
Weather-driven demand can overwhelm a small office just when technicians are busiest.
Backed byAI Receptionist & Customer Intake for HVAC Contractors Keep HVAC
AI Receptionist & Customer Intake for HVAC Contractors Keep HVAC
calls covered.
Keep HVAC calls and service requests organized. Zweelie connects customer messages, equipment photos, opportunities, and follow-up reminders.
Customer work for hvac contractors
Zweelie helps HVAC contractors handle incoming calls and organize service inquiries while technicians are occupied. A no-heat request, replacement inquiry, and maintenance question need different next steps. Keep those details visible so the office can prepare a useful response without asking the customer to start over.
Built around the work of: hvac company owners, service managers, hvac office coordinators.
When a request gets lost, the work can follow.
The customer communication problems that hvac contractors need to solve.
What's at stake
Equipment details missing
A callback starts slowly when nobody has the system type, model photo, or description of the issue.
Replacement leads go quiet
Customers considering a new system need an owner for the next conversation, not another forgotten note.
From the first inquiry to an owned next step
Example workflow for hvac contractors; your staff confirm scope, timing, and any professional decisions.
Understand the inquiry
Capture whether the customer is asking about a repair, maintenance visit, or replacement, along with the property location.
Give the office context
Attach equipment photos and customer notes to the request. Assign an opportunity for the service manager or estimator to review.
Keep the next step visible
Staff confirm availability and scope in their scheduling tools, use follow-up reminders, and connect payment activity to the customer.
Capabilities
One customer history, from inquiry to follow-up
Give your team calls, forms, opportunities, files, notes, and payments that share customer context. Features and usage allowances depend on your plan.
Calls and SMS
Configure your receptionist and call routing. Keep customer texts, call summaries, and request details available for your team's response.
My furnace isn't keeping the house warm. Can I send the model number?
Thanks, Ethan. Robin will follow up with you.
Furnace service requestAssigned to Robin Hayes
Thanks, that works for me.
Robin has your request.
EB
Ethan Brooks
1 call
Ethan shared the furnace model and thermostat photo. Call before 4 PM to arrange the next step.
Opportunities
Review potential work from calls, texts, and forms. Assign a responsible person and follow-up reminder so the next customer conversation has an owner.
Furnace service request
Ethan Brooks
Files
Link customer-provided photos and documents to contacts and opportunities. Give the person handling the request the materials needed for review.
EB
Ethan Brooks3 files
Drop files hereFiles for furnace service request
equipment-label.jpgEthan Brooks · Furnace service request
Photosystem-photo.jpgEthan Brooks · Furnace service request
Photomaintenance-request.pdfEthan Brooks · Furnace service request
DocumentForms
Build an intake form around property location, system type, model photo. Accept relevant files and connect submissions to customer opportunities.
Boreal Air & HeatHeating and cooling request
Tell our team what you have in mind.
Form submitted
Furnace service request
Payments
Your team can send an agreed payment link and view payment activity alongside the customer history. Stripe and Square connections are available; provider capabilities vary.
Boreal Air & Heat$195Furnace service request
- Customer
- Ethan Brooks
- Status
- Draft link
Notes
Keep your team's observations and agreed next steps attached to the customer or opportunity, rather than in separate personal notes.
RH
Furnace service request
Ethan shared the furnace model and thermostat photo. Call before 4 PM to arrange the next step.
Ethan BrooksFurnace service requestIn progressCM
Heat pump installation quote
DraftSofia is comparing heat pump options. Review the home details before preparing a site-visit quote.
Sofia AlvarezHeat pump installation quoteOpenIntegrations
Works with the tools you already use
Zweelie connects with Stripe, Square, and Google Calendar so payments and dates end up where your team already looks.
Don't see an integration here? We can build it.
Keep your specialist tools. Connect the customer conversation.
Retain your HVAC estimating, inventory, maintenance-agreement, and dispatch systems. Zweelie does not determine equipment safety, diagnose failures, or check technician capacity before promising a visit.
Zweelie brings customer communication, intake, and follow-up ownership together on web, iOS, and Android. Review your team's requirements and available plan features before moving a workflow. Read our privacy policy or talk through your workflow in a demo.
Pricing
Simple plans that grow with your business.
Capture new inquiries, stay on top of opportunities, and automate routine work as your business grows.
Small Business
$49/ month
Capture every lead with your business team.
- 2 team members per business
- 1 business phone line
- 75 call minutes monthly
- 100 text messages monthly
- Up to 100 contacts
- Up to 15 open or in-progress opportunities
- Activities, contacts, opportunities, calendar, files, and notes
Business
$129/ month
Handle more inquiries and keep every opportunity organized.
- 2 team members per business
- 1 business phone line
- 300 call minutes monthly
- 250 text messages monthly
- Up to 500 contacts
- Up to 50 open or in-progress opportunities
- Activities, contacts, opportunities, calendar, files, and notes
Business Pro
$499/ month
Automation and collaboration for the whole operation.
- Up to 3 team members
- 3 included business phone lines
- High-volume calls and texts, subject to fair use
- Unlimited contacts
- Unlimited opportunities
- Multiple locations
- All products, including conversations, forms, and reports
Questions from hvac contractors
Can Zweelie automatically book HVAC service appointments?
Coming soon: automatic HVAC appointment booking with availability checks and service types for repairs, maintenance, and replacement consultations. Today, your team can collect equipment details, assign the inquiry, and confirm the appointment. Qualified staff assess urgency and equipment safety. Need this sooner? Contact us to discuss your requirements and timing.
What should hvac contractors keep in their existing systems?
Retain your HVAC estimating, inventory, maintenance-agreement, and dispatch systems. Zweelie does not determine equipment safety, diagnose failures, or check technician capacity before promising a visit.
Can our owner and office team work from the same customer history?
Yes. Zweelie connects calls, texts, contacts, files, notes, and opportunities so the people handling a request can review its history. Assign opportunities and follow-up reminders to your team. Team access and product availability depend on your plan and permissions. This page is written for hvac company owners, service managers, hvac office coordinators.