Your phone rings while the crew is on a roof, in an attic or on another call. If nobody answers, the customer usually calls the next company on the list. This calculator puts a yearly dollar figure on that, using your own HVAC job mix instead of a generic average.
To find what missed calls cost your HVAC company, multiply missed calls per year by the chance each one would have booked, then by the average value of the job. Split repairs from replacement quotes, add a peak-season uplift, and subtract any callers you win back. Enter your numbers below.
How much do missed calls cost my HVAC company?
HVAC missed-call cost calculator
Every field is an editable assumption, not a fact about your business. Replace the defaults with numbers from your phone log and invoices. Nothing is saved or sent.
Why do HVAC companies miss calls?
| Situation | What happens to the call | Cheapest fix |
|---|---|---|
| Tech is on a roof or in an attic | Phone stays in the truck | Forward to a second person or an AI receptionist |
| Heat wave or cold snap | Lines are busy all day | Overflow answering with a booking link |
| After hours and weekends | Goes to voicemail | After-hours answering and an urgent-call rule |
| Office is on another call | Rings out | Second line or automatic answering |
| Lunch or a staff day off | Unattended | Scheduled coverage |
How should I use the number I get?
Treat it as a range, not a promise. Run it three ways: with your current numbers, with a lower miss rate of 10%, and with a higher booking rate. The gap between the first and second runs is the part a better answering process can fix. Then compare it with the published options in our AI receptionist vs voicemail break-even calculator, the general missed-call calculator and the AI receptionist cost guide for Canada.
What should I do about calls I already missed?
Call or text back within minutes, not days. A reply to someone who asked about your services counts as an inquiry, which the CRTC treats as implied consent for six months, so a short text that names your company and offers an opt-out is the usual approach. Our missed call text back templates and CASL implied consent timer cover the wording and the dates, and HVAC missed calls and the AI receptionist explains the setup.
Calculator FAQ
How much does a missed call cost an HVAC company?
It depends on your mix of jobs. A missed repair call and a missed furnace replacement call are worth very different amounts, so the calculator weights both. Enter your own ticket sizes and booking rates and it shows the yearly total.
What share of HVAC calls should I assume are missed?
Use your own phone log. Count calls that went to voicemail or rang out over a typical month and divide by total calls. The default of 25% in the calculator is a placeholder, not a benchmark.
Why do I enter both a repair ticket and a replacement ticket?
Emergency repairs book fast and are smaller. Replacement and install quotes are rarer, close slower and are worth far more. Separating them stops one big job from hiding the real pattern.
Does the calculator include seasonal peaks?
Yes, through the peak-season uplift. Enter how much busier your peak weeks are than a normal week, and how many peak weeks you have. The result adds the extra missed calls from those weeks.
What does an AI receptionist cost compared with the loss?
AGNT/01 publishes its prices: Starter is $799 USD setup plus $297 USD per month, Foundation is $1,999 plus $1,197 per month. The calculator compares your lost revenue with the Starter first-year cost at an exchange rate you set.
Can I text back customers who called and hung up?
Often yes, if they were asking about your services, because the CRTC treats an inquiry as implied consent for six months. Name your company, keep the text short and include an opt-out. See the CASL pages linked below.
Sources
- AGNT/01 published pricing: Starter $799 USD setup plus $297 USD per month; Foundation $1,999 plus $1,197 per month (checked October 2026).
- CRTC: Guidance on implied consent under CASL (inquiry gives six months of implied consent).
All calculator defaults are editable assumptions, not industry statistics. Last verified October 2026 by Aniket Gandhi, AGNT/01.
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