The front office of a real HVAC company. Installed in yours in one day.
Not a chatbot bolted onto a website. The complete AI phone, booking, estimate follow-up and review system that runs a Mitsubishi Diamond Elite contractor every day, carried over to your business with your people, your zones and your rules loaded in. It was built by the person who manages that company's sales desk, and he is the person who installs it.
$5,000 Install Day one day, on site · then $397/mo to run it · month to month
One contractor per trade, per service area. We never take a client that competes with a client we already have. If your competitor is already with us, we will tell you on the first call and decline.
Built at a dispatch desk, not by a software vendor
Frank Davis owns Media Pillars and is also the Sales & Marketing Manager at Superior CO-OP HVAC and Adirondack Heat Pumps. He sits in the Friday management meeting. He knows which rep gets the next estimate, why the service tech gets two hours and a salesperson gets one, what happens when a customer calls back about a quote from last spring, and that the review request has to wait until the invoice is paid.
Every rule in this system was argued over at a real dispatch desk and then automated. The national "AI for HVAC" agencies sell you a template. This is a working company's front office, standardized so it can be dropped into yours. Read the Superior CO-OP HVAC case study →
218+ Google reviews, 4.9 stars
At the HVAC company this system runs. Every one of them requested automatically by the review workflow described below.
#2 for "hvac companies near me"
In its market, with a 24/7 AI booking line behind it. Source: Google Search Console, Jul–Sep 2026.
6,000+ customer records in sync
Between the CRM and Housecall Pro, both directions, with no double entry at the office.
Seven systems, one standard, already connected to each other
Each piece exists because a real office needed it. Together they mean a customer can call, text, chat or talk to your website at 9 PM, get a real appointment on a real tech's calendar, get reminded, get quoted, get followed up with, and get asked for a review, without anyone in your office touching a thing.
1. AI phone line
Answers every call around the clock on your existing number. Qualifies the caller, finds the right opening and books it. Marketed openly as your AI line, so nobody feels tricked.
2. Website voice, chat & text agent
One widget on your site offers voice, live chat or text. Same brain, same rules as the phone line, so a customer gets the same answer and the same booking whichever way they reach you.
3. Live booking into your scheduler
Not "we'll call you back." The agent checks real availability, respects travel time and existing calendar events, and creates the job or estimate in Housecall Pro while the customer is still on the line.
4. Customer sync, both directions
New contacts, phone changes, addresses: whatever changes in one system updates the other. One customer record, not two half-right ones.
5. Estimate pipeline & follow-up
Every estimate sent, opened, approved or declined moves through a pipeline automatically. Open quotes get a 14-day text and email sequence. The rep who wrote it is pinged the moment a customer opens or approves it.
6. Reminders from one number
Confirmations, day-before and two-hour reminders, "reply CHANGE to reschedule," all from one business number with every conversation in one inbox. The tech's "on my way" text stays where the tech sends it.
7. Reviews after paid work only
A job marked finished with a paid total triggers a review request by email, then text. Estimates, calculators and chats never do. That is how the rating stays at 4.9 across 218+ reviews.
+ Safety nets
Dropped call? Chat timed out? Booking failed? The customer gets a text to finish, the right rep gets the transcript, and the office gets a next-business-day check so nothing dies in a gap between systems.
+ Lead routing to the right person
A returning customer is routed to the rep who last quoted them. Estimate requests, callbacks and chat leads land with the person who already knows the house.
The booking rules are the product. The software is just where they live.
Anyone can connect a phone bot to a calendar. The value is in the decisions a seasoned office makes a hundred times a week. These are built in, and on Install Day we replace our names and zones with yours.
Service goes to the service tech. Sales goes to sales.
Repairs, maintenance and check-ups book as two-hour visits with your service tech. Estimates book as one-hour visits with a salesperson. The agent never confuses the two.
Estimates rotate fairly, with exceptions that match reality.
Residential estimates rotate through your sales reps in the order you set. Commercial goes to the manager. Ductwork goes to whoever is open first among the people qualified to quote it.
Drive time beats the rotation.
If a rep is already near the customer that day, that rep gets the appointment regardless of whose turn it is. Far-away jobs get clustered on the same day. Less fuel, more appointments per truck.
A returning customer gets the rep they already know.
If someone had an estimate before, the agent offers that rep first, ahead of every other rule. Relationships close jobs.
Nobody is ever told "no availability."
The engine looks 90 days out. If this week is full, the customer gets the next real opening, not a brush-off.
Book only into true open time.
Calendar events count, not just appointments. Travel time is reserved before and after. Day starts and ends are set per person, with the last job ending in time to get back to the shop.
Once the customer wants an estimate, stop selling and book it.
The agent keeps answers short, gets the appointment on the calendar, confirms, and closes the conversation. Questions get answered at the appointment, by a human.
Customers hear from one number. Techs keep their own.
Every customer-facing message comes from the business line and lands in one inbox. The one exception is the technician's "on my way," which stays with the tech.
Reviews only after paid work.
No review requests after a quote, a calculator, a chat or a cancelled visit. Only finished, paid jobs. Rating protected, volume steady.
Nothing missed, nothing doubled.
No duplicate workflows firing on the same event, no flood of internal alerts, and a backstop that checks the next business day whether every request actually got scheduled.
What a 9 PM phone call looks like on your side
A customer's path through the system, start to finish, with nobody in your office involved until the rep walks into the house.
9:02 PM · Call
Customer calls about a heat pump quote. The AI line answers on the second ring.
9:04 PM · Booked
Agent finds Thursday 10 AM with the rep nearest their town and creates the estimate in Housecall Pro.
9:05 PM · Confirmed
Customer gets a text confirmation and a link to your savings calculator. The rep gets the Housecall Pro notification.
Wednesday · Reminders
Day-before text. Thursday 8 AM, a two-hour text. "Reply CHANGE to reschedule."
Thursday · Estimate sent
Rep sends it from Housecall Pro. Customer opens it; the rep gets an alert that it was viewed.
Days 1–14 · Follow-up
Text, email, text, text. Stops the moment the customer replies or approves. The rep gets a "call this one" nudge on day 7.
Approved · Won
Thank-you text goes out. Pipeline moves to Won. Office and rep are notified.
Job finished · Review
Two days after the paid job closes: review request by email, then text. One more five-star review.
Anything breaks · Caught
If any step fails, the customer gets a text to finish, the office gets an alert, and it is re-checked the next business day.
What this is not
Not new software to learn
Housecall Pro stays your system of record. Your techs keep dispatching, invoicing and texting "on my way" exactly as they do now. Your office gets one app for every customer conversation.
Not a new phone number
Your number keeps working. We put the intelligence behind it. Callers who want a person still get a person during office hours.
Not a template with your logo on it
Templates come from people who have never worked a dispatch desk. This came out of one, and the person who built it is the person who installs it.
Not a contract
Install Day is a one-time fee. The monthly plan that runs it is month to month with 30 days' notice. If it is not booking jobs, you leave.
Not available to your competitor
Media Pillars does not take any client that competes with a client we already have. Not in the same trade, not in the same service area, no exceptions and no "we'll keep them separate." One HVAC company per market, one plumber, one electrician. We check before we quote. If a competitor of yours is already with us, we tell you on the first call and turn the work down. If you are with us, nobody who competes with you can buy this system from us.
One day to install. One plan to run it.
Every price is published. Install Day covers the setup fee of whichever monthly plan you start that day.
Install Day
- Loaded with your reps, techs, zones, services and booking rules
- Phone number, website widget and Housecall Pro connected and tested live
- Estimate pipeline, follow-up sequences and review automation turned on
- Existing customer list synced
- Office staff trained on the one inbox before we leave
Front Office AI
- AI receptionist and website agent kept trained on your business
- Booking engine, sync and follow-ups monitored daily
- AI-drafted responses to every review
- Quarterly customer text campaigns
- Monthly performance report
Get Found Everywhere
- Everything in Front Office AI
- Google Business Profile managed
- Local SEO for 5 towns, 2 pages optimized monthly
- AI Visibility Foundation: ChatGPT, Gemini and Google AI naming you
- Monthly newsletter and social posts
Already on a Media Pillars plan? Install Day adds the operating system to what you have. Backed by our 14 written guarantees. See every plan and price on one page →
Operating system questions
Plain answers from the owner, not a sales script. Type a word to jump straight to yours.
Does this replace Housecall Pro?
No. Housecall Pro stays your system of record for jobs, schedules, dispatch and invoices. The operating system sits in front of it: it answers, books into it, follows up on the estimates it sends and asks for reviews when it marks a job finished.
What if we're not on Housecall Pro?
The booking rules, follow-up sequences and review logic transfer to any business. Deep two-way sync is built for Housecall Pro today. If you run Jobber, ServiceTitan or paper, tell us on the call and we will say plainly what connects live and what runs through your calendar instead.
Will you install this for my competitor too?
No. Media Pillars does not take on any client that competes with a current client, in any trade or market. One HVAC company per service area, one plumber, one electrician. We check before we quote, and if there is a conflict we say so and decline.
How is this different from a generic AI receptionist?
A generic receptionist takes a message. This one knows your rotation, your service tech, your zones, who last quoted the customer, how long an estimate takes and how far your trucks drive, and it books the appointment live into your scheduling software.
How long does setup take?
One day on site. We arrive with the standard already built, load your people, zones, services and rules, connect your phone number and scheduling software, and leave it running.
Will my customers know they're talking to an AI?
The phone line is presented openly as your AI line. The website widget introduces itself as your assistant. Customers get an appointment instead of a voicemail, and they get a human at the appointment. Call (518) 777-2263 and you will hear the same system answering for us.
Is this only for HVAC?
It was built in an HVAC company and the rules fit plumbing and electrical the same way: a service tech, a sales rotation, estimates, follow-ups, reviews. If your trade runs on scheduled visits and quotes, it fits.
What does it cost?
Install Day is $5,000 one time. Running it is $397 a month on Front Office AI, or $897 a month on Get Found Everywhere if you also want the Google and AI search work. Month to month, no contract.
Hear it answer before you buy it
Call (518) 777-2263 any hour. The AI that picks up is the one we install for you. Ask it how booking works. Ask it to book you a 15-minute walkthrough.
A straight answer and a price in writing, today
Tell us what is going wrong — missed calls, a site nobody finds, no reviews — and we reply with what we would do and what it costs. Same business day, no sales deck.
- Every price is published; the quote matches a plan to you
- Month to month, no contracts, setup waived when you start within 7 days
- A real person replies: Frank, (518) 588-4012
Prefer to talk? Call or text (518) 777-2263 — answered 24/7.