Seasonal spikes
Call volume jumps with the weather, so the same team that answers everything in April can miss a third of calls in July.
Free tool / HVAC
What do missed calls cost an HVAC company?
Priced for a heatwave week.
HVAC calls bunch up. The first hot or cold week of the season can double call volume while every technician is already on a job. This page starts from a conservative repair value, not a system replacement, so the number is a floor rather than a sales pitch.
Run your numbersWorked example
$33,170 a year,
from the defaults.
An example HVAC company taking 60 calls a week, using the sourced defaults below. If it answered 80% of the calls it misses, it would keep about $26,536 of that a year. Your numbers will differ, so run your own below.
| Step | Result |
|---|---|
| 60 calls a week × 27% missed | 16.2 missed calls a week |
| × 52 weeks | 842.4 missed calls a year |
| × 45% new customers | 379.1 new callers |
| × 50% who never reach you again | 189.5 lost enquiries |
| × 50% booking rate | 94.8 repair calls |
| × $350 each | $33,170 a year |
Calculator
Now use your
own numbers.
It starts on the HVAC defaults. Change any field and the result updates as you type. The address bar keeps a shareable link.
Estimated revenue at risk from missed calls
$33,170a year
$2,764 a month · about 94.8 repair calls a year
You would keep$26,536about 75.8 repair calls a year
Still at risk$6,634a year
Assumes an answered caller books at your usual rate of 50%.
How this is worked out
- 60 calls a week × 27% missed × 52 ÷ 1270.2 a month
- × 45% new customers31.6
- × 50% who never reach you again15.8
- × 50% you would normally book7.9 repair calls
- × $350 average first job$2,764 / month
- × 12 months$33,170 / year
- × 80% answered (scenario)$26,536 kept
The link holds only these numbers, with no name, email or business details.
Email me a PDF of this estimate
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Find out where your calls slip.
The $249 Website & Lead-Flow Audit tests how a call or form actually reaches you, including after hours, and gives you a ranked list of fixes. Or bring these numbers to a free 20-minute call about a Tether pilot.
An estimate from the numbers above. It is not a forecast or a promise that any revenue can be recovered. Your figures stay in this browser unless you copy the link.
Why it happens
Where HVAC calls
go unanswered.
Techs on the roof
Owner-operators often answer from the job. Hands in a condenser means the phone rings out.
No-cool and no-heat after hours
Breakdowns don't wait for business hours, and an after-hours caller with no AC usually rings the next company on the list.
Make it yours
When to change
the defaults.
- If you sell maintenance plans, raise the job value: a new customer is often worth more than the first repair.
- If replacements are a big part of your work, run the numbers twice: once with a repair value and once with your average install, at a lower booking rate.
- Use a peak-season week for the calls figure if you want to see the worst case, and a shoulder-season week for the typical case.
Tether / Sample conversation
See how Tether
would answer your call.
A sample conversation, written by us, showing how Tether, the MoxiSync AI receptionist, could handle a call you would otherwise miss and what your team would receive. It is not a recording or a live agent. Tether is offered through guided pilots that are scoped and tested with each business.
Sample conversationWritten by MoxiSync to show how Tether could handle this call. Not a recording, and not a real caller.
Tuesday, 7:40 pm · the office is closed
- Tether · AI receptionist
Thanks for calling. The team is out on jobs right now, so I'm taking calls for them. How can I help?
- Caller
Our air conditioning stopped blowing cold this afternoon. It's really hot upstairs.
- Tether · AI receptionist
Sorry to hear that. Is this your home or a business, and is anyone at the property who's vulnerable to the heat?
- Caller
It's our home. My mom lives with us and she's eighty-two.
- Tether · AI receptionist
Thank you. I'm marking this as urgent and passing it to the on-call technician now. Can I confirm the best number to reach you?
Tether: Thank you. I'm marking this as urgent and passing it to the on-call technician now. Can I confirm the best number to reach you? Outcome: Urgent callback sent to the on-call tech: AC not cooling
OutcomeUrgent callback sent to the on-call tech: AC not cooling
- Urgent
- No cooling
- Elderly occupant
- Callback number confirmed
- Sent to on-call tech
Sample call with AI voices, not a real customer.
Where the defaults come from
Sources and
estimates.
We picked the conservative end of every range. Most published missed-call figures come from companies that sell answering services, so we say when a number is one of those, or our own estimate.
| Default | Value | Basis |
|---|---|---|
| Calls a week | 60 a week | MoxiSync estimate. Example volume of 60 inbound calls a week for a small, owner-led business. Replace it with your own phone log. |
| Missed-call rate | 27% | Invoca (2022), as cited by The Open University's OpenLearn Create. Around 27% of calls to home-service companies go unanswered. Vendor-sourced; we use it as stated rather than the higher 62% figure often repeated online. |
| New-customer share | 45% | MoxiSync estimate. Under half of missed calls are new customers; the rest are existing customers, suppliers and sales calls. |
| Never call back | 50% | MoxiSync estimate. Half of missed new callers never reach you again. Lower than the ~85% 'don't call back after voicemail' figure attributed to Dialzara (2023), because we could not verify that study. |
| Booking rate | 50% | MoxiSync estimate. Half of new repair enquiries you speak to become a booked job. |
| Average first job | $350 | Angi / HomeAdvisor HVAC repair cost guide (2025 data). National average HVAC repair of about $350 (typical range $100–$3,000). Uses a repair, not a system replacement, so it stays conservative. |
Common questions
HVAC missed calls,
answered.
Why use $350 and not a full system price?
Most first calls are repairs. Angi and HomeAdvisor's 2025 cost guide puts the national average HVAC repair at about $350. Using a replacement price would inflate the estimate for most callers.
Where does the 27% miss rate come from?
Invoca (2022), as cited by The Open University, reported that about 27% of calls to home-service companies go unanswered. Your own phone log is a better number. Most phone systems can export missed calls.
Does answering more calls guarantee more jobs?
No. The scenario assumes an answered caller books at your usual rate. Price, availability and follow-up still decide whether the job happens.
$249 / Website & Lead-Flow Audit
Check how calls reach you
A recorded audit of your website and enquiry path, including after hours, with a ranked list of fixes.
See the auditKeep reading
Related.
Missing HVAC calls?
Bring your numbers to a free 20-minute call. We'll look at where calls slip and whether a Tether pilot fits.