Enter your numbers below. See exactly how many jobs, how much revenue, and how much profit you're leaving on the table every day, month, and year.
# of calls that go unanswered or to voicemail per day
% of missed calls that would have been an appointment if answered
Total revenue per completed job
What you keep after costs per job
% of scheduled appointments that result in a paid job
Optional — 100% Free
We'll send your numbers and the industry benchmarks so you can see where your business stands. No spam, no sales sequences.
Everything HVAC business owners ask about missed call revenue, calculator inputs, and AI receptionists.
Multiply your missed calls per day by your appointment set rate (the percentage that would have booked), then multiply by your close rate and your average job value. The calculator above does this automatically. Most HVAC shops in the 1-5 truck range lose $45,000-$120,000 per year from missed calls alone, before accounting for lifetime customer value.
A healthy HVAC appointment set rate for inbound calls is typically 60-80%. If a caller is actively reaching out about an HVAC problem, the majority should be convertible to a booked appointment if answered promptly. Rates below 50% often indicate missed calls, poor call handling, or callers being sent to voicemail before someone picks up.
The average HVAC close rate on booked appointments is typically 65-85% for residential service calls. Emergency calls close higher because the homeowner is highly motivated. Close rates can be affected by technician performance, pricing structure, and how well the appointment was qualified on the initial call.
For average ticket, use your blended average revenue per completed job across all job types (service, repair, maintenance, install). For average profit, use what you actually keep after parts, labor, and overhead. A healthy HVAC service business typically runs 30-45% net margin on service work. If you're unsure, pull the last 90 days of jobs from your scheduling software and divide total revenue and total profit by number of jobs.
Industry data shows 85% of callers who reach voicemail never call that business back, and 67% call a competitor directly. Emergency callers, which are typically your highest-ticket jobs, go to the next company immediately. New customers with no prior relationship rarely return. Even loyal customers will start calling around if they can't reach you, because when something is wrong with their HVAC, they want an appointment set now.
Yes. Modern AI voice systems built specifically for HVAC can answer calls 24/7, gather caller information, triage emergencies, book appointments into scheduling systems like ServiceTitan or Housecall Pro, handle routine questions like service area, diagnostic fees, and scheduling availability, and escalate true emergencies to the owner. Most callers simply want their problem acknowledged and an appointment set, which AI handles effectively.
A part-time receptionist at $16-$20/hr for 25 hours per week costs $1,600-$2,000 per month and only covers business hours Monday through Friday. A full-time receptionist runs $35,000-$55,000 per year in salary alone, plus benefits, and still goes home at 5pm. An AI receptionist built for HVAC typically costs a fraction of that while covering 24/7 including evenings, weekends, and peak-season overflow when your team can't get to the phone.
On average, small HVAC businesses miss 22-40% of all inbound calls. During peak summer season, that rate can climb above 70% as call volume spikes by up to 340% and all technicians are deployed in the field. After-hours calls account for 31% of emergency HVAC calls, and those are almost entirely missed without a 24/7 answering solution in place.
Answered HVAC is an AI receptionist built exclusively for HVAC contractors. It answers every call, books appointments, and escalates emergencies 24/7 — so you capture the revenue you've already paid to generate, without adding anything to your plate.
Pay only when we deliver booked jobs. Performance guarantee included.