They call. We answer. You book.
When the AC dies in July, customers book the first qualified provider who picks up. A ZyllSoft seat answers, triages emergencies, schedules technicians and chases every unapproved estimate.
Peak-season voicemail
Technicians and office staff are frequently unavailable when customers call. During heat waves and cold snaps, calls go to voicemail and get returned late.
Unapproved estimates go quiet
Installation quotes get sent, then nobody follows up. Customers with financing questions or scheduling concerns simply pick another provider.
Maintenance plans lapse
Seasonal tune-up reminders and plan renewals need consistent outreach, exactly the work that gets dropped when the office is busy.
What the agent handles
- Incoming repair enquiries, triaged by urgency, emergency, routine, installation, maintenance
- Customer qualification and technician scheduling
- Missed-call callbacks and appointment confirmations
- Installation-quote follow-up and financing questions routed to your salesperson
- Maintenance-plan reminders and renewals
- CRM updating across every interaction
How we screen for HVAC
- Mock calls on service scenarios, a no-cool emergency, a quote follow-up, a schedule change
- Calm, clear handling of stressed customers
- Scheduling discipline: right technician, right window, confirmed
- CRM and calendar literacy
- Human review before anyone reaches your shortlist
You train the selected agent on your services, dispatch rules, membership plans and pricing.
Recovering missed calls and increasing monthly sales by 47%
A residential HVAC company with ≈310 inbound enquiries a month, emergency repairs, installations, seasonal maintenance and service agreements. One inbound sales and customer coordination agent, working inside the client's own phone system and CRM under our written response-time standard.
| Performance metric | Before | After | Improvement |
|---|---|---|---|
| Average response time | 47 min | 3m 40s | 92% faster |
| Successful contact rate | 62% | 86% | +24 points |
| Monthly booked service calls | 88 | 124 | +41% |
| Quote acceptance rate | 28% | 39% | +11 points |
| Monthly sales revenue | $96,000 | $141,000 | +47% |
≈$45,000 in additional monthly sales, while office staff stopped interrupting admin work to chase missed calls, and technicians got a confirmed, organized schedule.
"Our missed-call and follow-up problem improved significantly after bringing in a Zyllsoft agent. Customers are contacted faster, appointments are scheduled properly, and our sales team has more time to focus on closing jobs. Highly recommended."
HVAC Service Provider"Our agent is punctual, accountable, and comfortable speaking with customers. They follow up on unclosed quotes, confirm appointments, and maintain accurate CRM records. Zyllsoft has also been available whenever we needed support or feedback."
HVAC Maintenance CompanyCan the seat cover evenings or weekends?
Coverage hours are agreed in the role profile, and the five-minute standard applies within them. Many HVAC clients set coverage around their peak call windows rather than a standard nine-to-five.
How does the agent work with dispatch?
The agent books into your scheduling system under your dispatch rules, service areas, technician skills, time windows. You define the rules; the agent applies them consistently and confirms every appointment.
Do they sell maintenance plans?
They can. Plan reminders, renewals and enrollment on qualified calls are common seat responsibilities, scoped in the role profile so expectations are written down before anyone starts.