How a Virtual Receptionist Can Help Manage Your HVAC Business

With a virtual receptionist, you can take your HVAC business to the next level. Customer service will improve, revenue will increase, and efficiency levels will rise significantly. Virtual receptionist Texas staff explores how exactly a virtual receptionist can help your business in various ways.


There’s a lot of (well-deserved) excitement about new internet technologies and the significance of social media. Despite this, according to studies, customer service is best when it’s a one-to-one interaction between humans.

Commercial terms suggest that the telephone is still king when it comes to speaking with customer service. Even millennials, who practically grew up with smartphones, would rather speak to another human being than use their phone in these situations.

As much as customers think that social media is important for customer service, companies will be telephone-reliant for many years to come.

How do you improve your customer service over the phone?

HVAC companies need to be available for their customers outside of standard work hours because competition in the industry is higher than ever. Answering phones during business hours is not sufficient.

Your company needs to go above and beyond to make sure that you are always there for your customer’s HVAC-related needs, whether they call at two in the afternoon or two in the morning.

Fortunately, the field of virtual reception has presented an inexpensive, beautiful method for companies to enhance their customer communications. What is a virtual receptionist and what can they accomplish? Let’s get started.


A virtual receptionist (sometimes known as an answering service) is a person who works from an off-site call center. Virtual receptionists are frequently employed by several different businesses to help minimize costs.

When your office’s phone number is called during your set time, it will ring at the virtual receptionist’s desk. The pre-set greeting for your company will play, and then they will proceed to assist the caller with any questions or problems they may have.

The virtual receptionist should be familiar with your company’s policies and procedures and can handle greetings, take client information or messages, or pass calls to the correct member of your team.

They can send emails, text messages, or voice mails to deliver information. It’s entirely up to you. A virtual receptionist may also be taught to perform data entry chores or gather data. They can assist with invoicing and payments, service calls, and a variety of other services.

Customers will not suspect they are speaking with an off-site employee when you have a great virtual receptionist. They’ll just be glad to speak with a pleasant, helpful representative of your firm.


Let’s get something straight. While there are advantages to you and your employees, the most important reason to hire a virtual receptionist is to enhance your client’s customer service experience.

Below are some of the benefits your customers will receive by utilizing a virtual receptionist:

1) 24/7 Coverage on Your Phones

He or she clocks out at 5 p.m. and activates the after-hours voicemail with a typical in-house receptionist. If a person calls your workplace at 7 p.m., they are given only three bad alternatives:

There are three possible scenarios that can play out when a customer attempts to call a business:

  1. They leave a message, not knowing if or when they will be called back;
  2. They hang up and call again during regular business hours, provided that they don’t forget or get sidetracked or
  3. They hang up and call your competitor instead.

This last point is especially scary for small business owners. If you’re not ready to take on new customers or serve your current ones, you could be missing out on vital revenue. But that’s not all virtual receptionists can do!

2) Proactive Scheduling and Customer Outreach

Your virtual receptionist can not only answer your calls, but make them as well. And there are a number of ways they can help you expand your business too. For example, Veta virtual VR’s trying to schedule maintenance appointments or calling customers to offer early bird discounts.

Using an after-service office answering service to handle customer outreach might help you boost early-season income and smooth out the seasonal workload. You can follow up a week or a month later after each installation or maintenance session.

Furthermore, this provides an opportunity for you to collect authentic feedback from customers about your service quality and what areas need improvement.

3) Handling Incoming Sales Leads

Having a virtual receptionist to help you isn’t simply an extravagance, it’s key in helping increase sales. They can obtain contact information from potential leads as well as aid in sending out marketing materials or scheduling meetings. You should look for certain qualities in the VR at the time of hiring.

Don’t let potential clients go elsewhere with their checkbook. Make certain you’re able to stay in touch with them as soon as they decide to contact your firm.

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