We help you get more customers for your business.
ApexSmartAI is a 24/7 English + Spanish answering service for HVAC companies. It answers your calls, captures the caller's name, number, and service request, and sends the details directly to your team by SMS and email.
$385/month · $0 setup · 7-day free trial · Month-to-month
Maya is one of our AI receptionists — call her and you're hearing the product itself, while she answers your questions on pricing, setup and getting started.
You're on a job, on a roof, or asleep — and the phone rings.
If no one answers, that potential customer will often just call the next HVAC company on Google.
After-hours, weekend, and Spanish-speaking calls can be especially difficult to handle when your team is busy or unavailable.
Hiring a full-time receptionist can cost thousands of dollars a month — and traditional staffing still doesn't give you 24/7 coverage.
That's where ApexSmartAI comes in.
You focus on the job — and let us take care of the phone.
Before selling anything, we wanted to know whether missed calls were a real problem or a sales story. So we read the public Google reviews of 59 home-service companies in one U.S. city, looking for one thing only: a customer saying they called and nobody answered.
Google reviews read, one at a time
companies had a public review from a customer who couldn't reach them
of the companies we looked at — that review is on their profile right now
Every negative review was read by hand. We counted reviews, not missed calls — no tool can measure how many calls a business misses from the outside, and we don't pretend otherwise. Read the full method and the numbers →
The review that says "I called and nobody answered" is the only bad review written by someone who never became your customer.
ApexSmartAI answers your calls like a professional receptionist, so leads don't slip through — day, night, weekend, in English or Spanish.
You just call the customer back and book the job.
ApexSmartAI is a 24/7 AI answering service, and it's a managed service: we build it around your business, in English and Spanish, and we keep maintaining it for you.
You fill in one onboarding form about your HVAC company. We turn it into a receptionist that knows your services, hours, service area and call rules.
Before a single real customer reaches it, we run test calls together and walk you through the call-forwarding step with your own phone provider.
New service, new hours, a rule you want changed — you tell us and we update it. No dashboard for you to learn.
A customer calls your business — day, night, or weekend.
ApexSmartAI answers in English or Spanish, greets them like a friendly receptionist, and captures their name, number, and service request.
You get the call details by SMS and email, usually within about a minute — just call back and book the job.
We build and set it all up for you — you don't touch a thing.
Nothing about your business moves out of your hands.
The number on your trucks, your signs and your Google listing stays yours, registered with your own phone provider. Your line simply forwards to the receptionist.
Every call 24/7, after hours only, or only when nobody at your shop picks up after a set number of rings. With that last option, your people get the call first. We don't replace you — we cover you when you can't pick up.
What it may say, what it must never say, what counts as urgent and who gets notified. When a caller asks something you haven't approved, it doesn't guess — it takes the question down and it arrives with the lead.
Month-to-month, no long-term contract. Turn the forwarding off at your phone provider and everything is back to exactly how it was.
ApexSmartAI is a Smart Answering Service, custom-made for your business. We don't hand you software. We build it around your services, your hours and your rules, and we run it for you. The custom build is part of the service.
The same price for every customer, written here rather than hidden behind a sales call.
$0 today. Your card is saved securely but not charged. Your 7-day free trial starts the day your line goes live, and we email you that day with your exact first billing date. Cancel any time before it and you pay nothing. For most businesses it pays for itself with one saved job a month. Setup takes one to two business days, counted from the day you send the onboarding form. See our terms for the details.
“You focus on the job — and let us take care of the phone.”
Three ways an HVAC company can handle the calls it cannot pick up. Here is what actually differs between them.
| Voicemail | Traditional answering service | ApexSmartAI | |
|---|---|---|---|
| Answers at 2 AM | Takes a message, if the caller leaves one | Usually yes | Yes, 24/7 |
| Spanish | No | Varies by provider — sometimes a paid add-on | Included, 24/7, and the caller can switch mid-sentence |
| What you receive | A recording you have to listen to | A message, usually short | Name, number, address, the problem in the caller's words — by SMS and email |
| How it is billed | Included with your line | Commonly per minute, which rises in your busy season | $385 flat, $0 setup, 500 minutes included, then 43¢/min |
| Who sets it up | You | Varies | We do — you answer questions once at onboarding |
| Can you test it before buying | — | Usually a sales call first | Call the number on this page right now |
Category comparison as of September 2026. The middle column describes what is common in the category, not any one company. Compare any specific quote against your own numbers — our article on what an HVAC answering service costs shows how per-minute and flat-rate pricing diverge once call volume rises.
A real call to our demo line. The name and address are example details given during the call. The caller’s phone number has been replaced with a fictional 555 number, including where the receptionist reads it back. A heating-or-cooling question and a few false starts were trimmed; nothing else the receptionist said has been changed.
The caller cuts in and switches language:
“Yes, I speak Spanish. Would you like us to continue in Spanish? Would you like the team to call you tomorrow morning?”
| Name | Mike Turner |
| Service | Residential |
| Issue | My AC is not cooling enough. |
| Address | 410 Maple Avenue, Encino 91316 |
| Best time | tomorrow morning |
The lead reached the team by email and text, with the details as they were spoken. Only the phone number is replaced with a fictional one.
Don't take my word for it — call Maya and hear it yourself.
Maya is one of our AI receptionists. One call does both jobs: you hear the exact quality your own callers would get, and she answers everything you want to know about pricing, setup and getting started. Yours is built around your business — your services, hours, service area and call rules, exactly as you describe them at onboarding.
English & Spanish · Available to talk now
$385 a month, with $0 setup — the custom build is part of the service. That includes 500 call minutes a month; beyond that it is 43¢ a minute. You start with a 7-day free trial that begins the day your line goes live: cancel before it ends and you pay nothing. Month-to-month, cancel anytime. The price is the same for every customer and it is published here rather than hidden behind a sales call.
It holds the conversation in Spanish, and the caller can switch language in the middle of a sentence. You do not have to take our word for it — call the demo number on this page and start speaking Spanish partway through. The transcript above shows exactly that happening on a real call.
No. You keep the number your customers already know and the number on your trucks. Your existing line simply forwards to us when nobody at your shop picks up. One code dialled on your own phone turns it on, and one turns it back off. We walk you through it together on a call and then test it with you.
The call opens with a safety check — gas smell, smoke, a carbon-monoxide alarm — before anything else. From there it follows the urgent-call rules you set for your own business at onboarding, including escalating to your on-call tech when you have configured that. You decide what counts as an emergency, not us.
It reads details back and asks the caller to confirm them. In the transcript above the caller's last name is misheard, the receptionist catches it, asks him to spell it one letter at a time, and reads it back again before moving on. That exchange was left in on purpose — a demo that only shows the easy calls is not a demo.
One to two business days, counted from the day you send the onboarding form. We configure the agent around your services, hours, service area and call rules, set up how your leads reach you, and run test calls with you before it takes a single real call.
Calls can open with a spoken recording disclosure, configured per business to match the consent rules of the state you operate in. It is set during onboarding, not left to chance.
It is month-to-month with no long-term contract — you email us and all future charges stop. Cancel during your 7-day free trial and you pay nothing. After that, months already billed are not refunded. Our terms page has the details.
Written for HVAC owners, not for search engines. No email required.
One call does both: you hear exactly how our AI sounds, and you get every question answered — in English or Spanish.
No pressure, no obligation. We'll show you how it works and answer your questions.
Stop missing calls. Start booking more jobs.