HVAC Dealer

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Case

A local HVAC dealer implemented a Voice AI Agent to manage sales inquiries, service appointment bookings, and customer follow-ups

Introduction

“ComfortAir Solutions,” a regional HVAC distributor and service provider, struggled to keep up with customer calls about new HVAC systems, maintenance schedules, and emergency repairs— particularly during extreme weather seasons. Up to 25% of calls were missed when staff were busy with on-site work, leading to lost sales and frustrated customers. The company aimed to enhance customer service availability, streamline scheduling, and improve overall responsiveness.

Before Implementation

  • 25% of inbound calls went unanswered in peak heating or cooling seasons.

  • Staff devoted 35% of their day to repetitive scheduling questions, leaving less time for onsite repairs and sales consultations.

  • Customer satisfaction dipped whenever hold times exceeded 2 minutes.

After Implementation

  • Missed calls declined to 1%, thanks to the round-the-clock Voice AI Agent.

  • Booking for routine maintenance and new system consultations accelerated, with most calls handled in under 1 minute.

  • A 35% increase in closed sales was recorded, as potential customers received immediate responses and follow-up scheduling.

How It Works

  • The Voice AI Agent greets callers, determines if they need to schedule repairs, inquire about new HVAC installations, or request emergency service.

  • It checks real-time technician availability or sales rep schedules, then books appointments or escalates urgent cases.

  • For basic troubleshooting (e.g., resetting a thermostat), the AI Agent can offer step-by-step instructions before dispatching a technician.

Conclusion

By integrating a Voice AI Agent, “ComfortAir Solutions” improved customer engagement, boosted appointment booking efficiency, and freed technicians to concentrate on higher-level tasks. This not only improved day-to-day operations but also increased revenue from new system installations, affirming the company’s reputation for fast, reliable service.

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