Catch every air con breakdown call
Gavin is an AI receptionist for Australian air conditioning and HVAC businesses. It asks the brand, error code and who is at risk, then writes up every call.
New job from Gavin
Job card from a sample call
Urgent
- At risk in the heat
- Three-month-old baby at home
- Suburb
- Werribee
- Street
- Sample Street
- Owner or tenant
- Owner
- Job
- Split system blowing warm air, not cooling
- System
- Daikin split system, about seven years old
- Error code
- U4 on the remote, light flashing on the indoor unit
- Units
- Outdoor unit on the ground at the side. Single storey
- ✓Tells callers it is AI
- ✓Platform hosted in Australian regions
- ✓Test free before it takes a real call
The problem
Where air conditioning calls go missing
On a hot day, the job goes to the first business that answers.
- You are up in a roof space when the phone starts ringing
- The first hot week brings three calls at once, and you take one
- The call back waits until tonight, after the last install
- A family with a dead unit on a 40 degree day rings the next business
What Gavin handles
What Gavin does on every air conditioning call
- Breakdowns: not cooling, warm air, error codes, leaking indoor units
- Heatwave rushes: several calls at once, up to your plan
- Services: pre-summer cleans for split systems and evaporative coolers
- Quotes: split, multi-head, ducted reverse cycle and gas ducted heating
- Rentals and businesses: tenants, property managers, shops and offices
- Status calls: "When is the tech coming?" taken down as call backs
How air conditioning businesses use Gavin
Heatwave rush
When the first hot week brings calls at once, Gavin takes them, up to your plan, and marks anyone at risk in the heat urgent.
Up in the roof space
Breakdown calls arrive with the brand, error code and access written down, so you ring back ready.
Pre-summer services
Service bookings for split systems and evaporative coolers go into your calendar.
When it is urgent
When a call cannot wait
Pick what the caller says to see what Gavin does with it.
Asks who is at risk and marks it urgent. Is set up to say ring 000 if anyone is unwell
Urgent
Urgent or next day, as you choose, with brand, model and error code taken down
Urgent
Marks ceiling leaks urgent. Is set up to say switch the system off and avoid wet power points
Urgent
Marks it urgent. Is set up to say switch it off, stop resetting, and ring 000 for smoke or fire
Urgent
Urgent or next day under your rules, noting the heater type and age
Urgent
Urgent or next business day, under your rules for businesses
Urgent
Takes quote details as a call back, or books the service in
Does not take it as a job. Is set up to tell everyone to go outside, avoid switches, and ring the gas emergency line or 000
Safety first
What Gavin will not do
- Gavin does not quote an install it has not seen.
- Gavin does not diagnose a fault over the phone.
- Gavin never promises a same-day visit or a time you have not set.
- Gavin does not walk callers through checks beyond the ones you approve.
Try it now
Talk to Gavin in your browser
Ring it as if you were a caller and hear how it asks, books and flags urgent calls.
This sample uses our general demo agent. Your own Gavin is set up with your details during the free trial.
Gavin, demo
For air conditioning calls · about two minutes
This demo uses your microphone.
Read a sample call instead+
A sample call, word for word, and the job card Gavin wrote from it. The business name and street are made up for the example.
- GavinThanks for calling Example Air. You are speaking with Gavin, the AI receptionist, and this call is recorded. The techs are out on jobs, so I will take the details and get this to them. What is going on with your air conditioning?
- CallerOur split system just stopped cooling. It is blowing warm air and it is meant to hit 41 today.
- GavinThat sounds rough. Is anyone at home who is at risk in the heat, like a baby, someone older, or someone who is unwell?
- CallerOur baby is three months old.
- GavinThanks for telling me. I will mark this as urgent. If anyone starts to feel unwell from the heat, ring 000. What suburb are you in, and what is the street?
- CallerWerribee. Sample Street.
- GavinDo you know the brand of the unit? It is usually on a sticker on the outdoor unit.
- CallerIt is a Daikin. About seven years old, I think.
- GavinIs there a code or a flashing light on the remote or on the indoor unit?
- CallerThe light on the indoor unit is flashing. The remote says U4.
- GavinGot it, U4. Where is the outdoor unit, on the ground or up high?
- CallerOn the ground at the side of the house. It is a single-storey house.
- GavinDo you own the house, or are you renting?
- CallerWe own it.
- GavinThanks. I have marked this as urgent for the techs, and they will call you back on this number. Is this the best number for you?
- CallerYes, that is my mobile.
After the call
Into your CRM, calendar and workflows
Every call ends with a result your team can act on, sent where you already work.
Job card
A summary, recording and transcript of every call.
Bookings
Booked into Google Calendar, Outlook, Calendly, Cal.com or GoHighLevel.
Your CRM
The call summary, outcome, transcript and recording link sent by webhook to your CRM or other systems.
SMS and workflows
Agents can send an SMS during a call, and SMS workflows can follow up after it.
For air conditioning, that looks like this
- →Breakdowns arrive with the brand, error code and access.
- →Service bookings land in your calendar.
- →Anyone at risk in the heat is flagged urgent.
- →Gavin can send the caller an SMS confirming the service booking.
Pricing
What Gavin costs
Starter suits a one or two tech business sending Gavin missed and after-hours calls. Growth takes more calls at once for phones that run hot all summer.
US$149/month, excl. GST
A sole trader or small team covering missed and after-hours calls
500 minutes included, up to 3 AI receptionists, 3 calls at once, extra minutes US$0.25/min.
- A receptionist for your industry
- Calendar booking
- Job card after every call
- After-hours and overflow rules
- Urgent call alerts
Air conditioning answering service FAQs
Will my customers know they are talking to AI?
Yes. Our Acceptable Use Policy requires every agent to say it is AI at the start of every call and to tell callers when calls are recorded, so Gavin opens every call by saying it is the air conditioning business's AI receptionist.
What happens on a heatwave day when everyone rings at once?
Gavin takes more than one call at the same time, up to your plan's limit. Growth and Scale take more at once than Starter, so choose for your busiest summer day.
Can it quote a new system over the phone?
Not unless you give it figures. Gavin takes what the quote needs, such as rooms, current system and storeys, and can tell callers your service call fee and after-hours rate.
What if someone smells gas from their heater?
Gavin is not an emergency service. It is set up to tell the caller to get everyone into fresh air and ring the gas emergency line for their area, or 000 if anyone is unwell. It may not catch every emergency, so keep that number on your website too.
Does it work with my job management software?
Gavin books into Google Calendar, Outlook, Calendly, Cal.com or GoHighLevel, and can send each call result to your CRM or job software by webhook. Running something else? Book a demo, name your software, and we will tell you what connects today.
Be ready for the first hot week
What Gavin asks every caller+
- Suburb and street
- Today's run or across town
- What it is doing, in the caller's words
- Warm air and no power mean different faults
- System type, brand and model
- So you bring the right parts
- Error code
- Often the fastest clue to the fault
- Has the safety switch tripped?
- An electrical fault changes the job
- Anyone at risk in the heat
- Which job comes first, if they say
- Where the units are, and access
- Ladder, roof space or a second person
Gavin by Inspra, sample call
This demo uses your microphone. Privacy policy