AI receptionist for HVAC · UK
Breakdowns and quotes. Both answered.
Magixis is a 24/7 AI receptionist for UK heating, ventilation and air conditioning firms. It answers while you're on a roof or inside a plant room: takes the site and the asset, logs the contract reference, escalates a live breakdown to the engineer on call, and qualifies install enquiries into a survey slot — then writes the job up in a CRM that fills itself in. From 70p a minute, no contract.
Hear it before you decide
One agent. One call.
Our own line is answered by the same agent your callers would get — 24/7. Give it a walk-in chiller that has stopped overnight, as though you were the duty manager of a restaurant, and see how it triages. Then let it book your 30-minute demo while you're still on the line.
- 24/7, 365 days
- ICO-registered · ZC223083
- UK/EU data storage · signed DPA
- No contract · from 70p a minute
The system
What does an AI receptionist do for an HVAC company?
It answers every call to your number — from a roof, from a plant room, at ten at night. Breakdowns are triaged: site, asset number, contract reference, whether the unit is running at all, what temperature it's holding. Anything meeting your priority rule goes to the engineer on call. Install enquiries are qualified and booked in for a survey. Every call lands in your CRM as a job record.
Picked up from the roof and the plant room
The agent answers in your firm's name within two rings, at six in the morning and at midnight. It knows your patch, your call-out and out-of-hours rates, the equipment you're accredited on and the jobs you don't take — and it filters the sales calls that eat your afternoon.
Priority ones escalated, the rest booked
Your rules decide what happens next: which site, which asset, is anything running, what is it holding, is there a contract reference and a response time. Breakdowns that meet your priority rule go to the engineer on call with the asset number. Everything else takes a slot or a survey, with an SMS confirmation.
The job sheet writes itself
Site and access, asset make, model and number, the fault in the caller's own words, the contract reference, the property type and existing system on an install enquiry, the slot booked and who is going. The Magixis CRM is included in every plan, so the record exists before you're off the roof.
Where the work goes
Two businesses share one phone line.
One caller has a site down and a response time written into a contract. The other is ringing round three installers this afternoon for a heat pump quote. Both come through the same number, and both decide about you on whether anyone picks up.
Nobody answers a phone in a plant room
Gauges on, vacuum pump running, half a fan coil in your hands: that is not a moment you stop for a ringing phone. Stopping costs you the job you're stood in. Not stopping costs you the next one, and on a busy week that is four or five calls a day.
a contract, not a message
A stopped chiller rings the next contractor
A walk-in going warm at half nine at night, a comms room at thirty degrees, a restaurant with tomorrow's stock at stake — those callers work down their list until somebody talks to them. Ringing back later is the wrong end of it: 86% of calls from unknown numbers go unanswered.
response clock running
The first hot week takes a month of calls
Heat and cold both spike. The first proper hot spell buries the cooling side of the business; the first hard frost does the same to heating. The calls all arrive in the same five days, at the exact point every engineer you have is already on a job.
peaks don’t book ahead
What happens
62%
of calls to small businesses never reach a live person.
Why ring-back fails
86%
of calls from unknown numbers go unanswered — so when you ring the caller back, they don't pick up.
Why install calls don’t wait
3 quotes
the number of installer quotes the Energy Saving Trust tells homeowners to get before committing to a heat pump.
How the agent handles HVAC calls
Two illustrative transcripts.
Scripted examples of how the agent handles these calls, not recordings of real callers. The priority rules, the safety script and the prices are the ones you configure.
Out of hours · escalated to the engineer on call
Contract breakdown
AGENTAshfield Climate Services, out-of-hours line. Which site are you calling about?
CALLERThe Old Bank on Deansgate — I'm the duty manager. The walk-in has stopped. It's reading eleven degrees and going up, and tomorrow's stock is in there.
AGENTIs there an asset number on the door frame or the unit?
CALLERAC-114. There's no noise at all from the outside unit, no fan, nothing.
AGENTSo nothing running. Do you have your contract reference?
CALLEROB-2231. We're on the four-hour response.
AGENTThat's a priority one on your agreement, so it goes to Dan, who is on call tonight. Your site notes say not to reset the unit, so leave it as it is for him. Out of hours is charged at your contract rate and he'll confirm any parts with you before fitting them. He'll ring you within thirty minutes.
P1 breakdown · The Old Bank, Deansgate · asset AC-114 · not running · 11°C rising · contract OB-2231 · 4-hr response · on-call → Dan · 21:38
Domestic enquiry · qualified and surveyed
Heat pump
CALLERI'm after a price for a heat pump. I'm ringing round a few of you this afternoon.
AGENTI can get a surveyor out to you. What sort of property is it?
CALLERNineteen-thirties three-bed semi in Chorlton. Gas combi at the minute, about twelve years old.
AGENTAnd have any radiators been changed since it went in?
CALLERTwo upstairs. Do I get the seven and a half thousand grant on this?
AGENTEligibility is decided by the scheme rather than by us, so I won't guess at it. I've written the question down and Sam will go through it on the survey with the paperwork in front of him. The survey is free and takes about an hour — Tuesday at ten, or Saturday morning?
CALLERSaturday, if you've got half nine.
AGENTBooked: Saturday 9:30, three-bed semi in Chorlton, gas combi, two radiators replaced, grant question flagged for Sam. Confirmation and his details come to you by text now.
Heat pump survey · 1930s 3-bed semi, Chorlton · gas combi 12 yrs · 2 rads replaced · grant question flagged · Sat 09:30 → Sam
Your CRM, written by the call
No job sheet to write up in the van.
Every plan includes the Magixis CRM, and the record fills itself in while the caller is still on the line. This is what a job record carries.
ContactName & mobile
ContactRole on site
SiteAddress & postcode
SiteAccess & site rules
AssetMake, model, asset no.
FaultSymptom, in their words
FaultRunning or stopped?
ContractReference & response time
EnquiryProperty & existing system
DiarySlot & engineer assigned
Beyond reception
Every call becomes a customer record — with a job value attached.
Magixis isn't only the voice that answers. From the first ring it builds a CRM keyed to your customer base, so you can see the value sitting in your call pipeline — call-outs, service contracts, air conditioning installs, heat pump surveys — and which sites ring most.
01 · CRM from call data
Caller → site, with asset history
Every caller becomes a contact from their first call — names and numbers masked by default — and the site, the assets on it, the services done and previous visits build up behind them. No evening spent typing job sheets into a spreadsheet.
02 · Value you can defend
Pipeline and job-type value
See the value at stake in your enquiries and what callers ask for — breakdown, service, air conditioning install, heat pump survey, ventilation work — drawn from the prices you configure. An estimate of opportunity, never a claim of banked revenue.
03 · Every call reviewable
Transcript, recording, captured intent
A full log of who rang, what they said the plant was doing, and what was captured. Spam is flagged and excluded from the numbers. Your engineers can correct the agent, and every correction is logged — never silent.
04 · 24/7 human handoff
A real person for the genuine emergency
Anything you choose routes to a person working 24/7 who books into your diary; in hours, a caller who needs a qualified judgement is warm-transferred. You keep authority to approve, override, reassign.
05 · One dashboard, full audit
Run the business from one place
Access is capability-based, not job-title-based — you control who sees what and who can unmask a contact. Sensitive actions need a logged reason; every consequential action sits in a tamper-evident audit log.
06 · Commercials
A posted rate per minute
From 70p a minute, posted publicly — no allowance to blow through in the first hot week of the year. Lite has no setup fee and no subscription; every price is on the pricing page.
The alternatives
How does Magixis compare with a telephone answering service?
Most firms weighing us up are choosing between voicemail, a human answering service such as Moneypenny, and an AI receptionist. The short version: an answering service takes a message; Magixis has the conversation, triages it against your contract priorities, books the slot and writes the record. The detail, like for like:
| Magixis | Human answering service | Voicemail | |
|---|---|---|---|
| Answering hours | 24/7, 365 days — included | Typically 9am–5pm Mon–Fri; Moneypenny lists 24/7 as an add-on from £35/month | Always on; most callers hang up |
| What the caller gets | Triaged on your priority rules, read your safety script, booked in or put through to the engineer on call | A message taken — typically up to five agreed data fields — passed on by email or text | A beep |
| What you get afterwards | A job record written on the call: site, asset number, symptom, contract reference, slot, engineer | An email or SMS to action yourself | A voicemail to ring back — and 86% of ring-backs from unknown numbers go unanswered |
| Pricing | From 70p/min posted publicly · no setup fee on Lite | Quote-based; UK rates not published on moneypenny.com | Free |
| Contract | None — cancel any month | Moneypenny's smaller message-taking plans carry a three-month minimum | — |
Moneypenny details from moneypenny.com/uk/message-taking-service — hours, 24/7 add-on pricing, data fields and minimum terms as published there. Ring-back figure: Hiya, State of the Call 2026. Last checked: 13 August 2026.
Moneypenny is a well-regarded service — if what you want is a human taking messages in office hours, it's a fine choice. Magixis is for firms whose calls arrive at half nine at night with a walk-in full of stock going warm.
Pricing
How much does it cost?
Calls run from 70p a minute. Lite is £1.35 a minute with no setup fee and no subscription; most firms run Pro — £995 setup once, then £99 a month plus 85p a minute, automated CRM included; multi-site Command brings it to 70p a minute. No contract on any plan.
Who's behind the line
Manchester-born. Built for the whole UK.
Magixis is a UK company, founded in Manchester in 2026. A phone line has no radius: a practice in Truro gets the same two-ring answer as one in M2. What travels with every call is the paperwork — ICO registration, UK/EU data storage, a signed DPA — all in writing on the trust page.
CompanyMagixis Limited · UK
HQManchester, M2
CoverageUnited Kingdom
ICOZC223083
Companies House17372370
Before you call · heating and cooling
One phone line, two different businesses.
The commercial side of an HVAC firm answers to a clock somebody else wrote. A contract customer with a stopped unit has a response time on their agreement, stock or servers or tenants behind it, and no interest in a voicemail. The domestic side is the opposite problem: the caller is shopping. The Energy Saving Trust tells homeowners to get quotes from at least three installers before committing to a heat pump, and Checkatrade gives the same advice on air conditioning, so a single afternoon of unanswered ringing is how a firm gets left off a shortlist. Checkatrade’s 2026 guide puts a 12,000 BTU wall-mounted split unit at around £750 with about £1,150 of installation labour on top, an engineer day rate at £280–£720, and a one-off service at £70–£120 a unit (Checkatrade, updated May 2026).
A third kind of call is on a legal calendar, and it usually comes from a managing agent or a facilities manager. In England and Wales, air conditioning systems with an effective rated output of more than 12kW must be inspected by an accredited energy assessor at intervals of no more than five years, and small units aggregate: several units under one person's control in one building count as a single system, so four wall splits can put a building in scope. If control of a system changes hands without a report being passed on, the new operator has three months to get one. The penalty for not having a report is fixed at £300, with a further £200 for failing to produce a copy for Trading Standards within seven days of a request (MHCLG guidance, updated 18 September 2024). Separately, equipment containing F-gases carries its own leak-checking, repair, record-keeping and certification duties for the technicians and companies that work on it. Those calls are booking calls, and they go to whoever answers.
An AI receptionist changes what happens in those first minutes, not what your engineers are qualified to do. The agent never diagnoses a fault, never sizes a system and never promises a grant. Boiler Upgrade Scheme eligibility is decided by the scheme: the grant is £7,500 towards an air source or ground source heat pump in England and Wales, rising to £9,000 for eligible off-gas-grid oil and LPG properties between 21 July 2026 and 31 March 2027, and only installations by an MCS-certified installer qualify (Energy Saving Trust, updated 16 July 2026). So the agent writes the question down and flags it for the survey instead of answering it. On refrigerant, carbon monoxide and gas it reads the safety script you set and does not improvise around it. Caller details are masked and access-controlled — the detail is in GDPR for AI voice agents. If you are a one-person operation rather than a firm with vans and an on-call rota, the sole traders page argues it from the other side. See how a call is handled, or browse the full reception range.
Last updated: 15 August 2026
FAQ · HVAC
The questions every HVAC firm asks.
If your question isn't here, put it to our agent on a live call — it can probably answer.
Calls run from 70p a minute. Lite is £1.35 a minute — no setup fee, no subscription, and nothing at all in a quiet month. Most firms run Pro: £995 setup once, then £99 a month plus 85p a minute, with the automated CRM included. Multi-site Command brings the rate down to 70p a minute. There are no allowances and no overage — see the full pricing comparison.
A human answering service takes a message and emails it to you; standard cover typically runs office hours, with 24/7 as a paid add-on and a minimum contract on smaller plans. Magixis answers 24/7 as standard, triages the call against your priority rules, books the survey or wakes the engineer on call, and writes the record into your CRM — at a posted rate per minute, no contract. The like-for-like table is above.
Yes. Names, numbers and addresses are masked by default, recordings and transcripts are access-controlled, and sensitive actions need a logged reason. We’re ICO-registered (ZC223083) with UK/EU data storage and a signed DPA, and the sub-processor list is published on the trust page. The full picture is in GDPR for AI voice agents.
It asks the questions you write — which site, which asset, is the unit running at all, what temperature is it holding, is there a contract reference and a response time, is stock or equipment at risk. Answers that meet your priority rule go to the engineer on call with the site and the asset number. Everything else takes a diary slot or a survey.
It reads the safety script you set, word for word, and it does not improvise around it. It never diagnoses and never talks a caller through opening up plant. Calls that trip the script are flagged to your on-call route immediately with a transcript, so a qualified engineer is speaking to the caller within minutes rather than reading a message later.
It states the prices you give it and nothing else: call-out fee, hourly and out-of-hours rates, service prices per unit, survey fees. It will not size a system or price an installation over the phone. Anything that needs eyes on the property or the plant becomes a survey, with the property type, existing system and access captured first.
It captures the question; it does not answer it. Boiler Upgrade Scheme eligibility is decided by the scheme, not by a receptionist, so the agent writes down what the caller asked and flags it for whoever runs the survey. It will state facts you have given it — that the grant is £7,500 in England and Wales, and that only MCS-certified installations qualify.
Those calls get their own fields. Air conditioning systems over 12kW in England and Wales must be inspected by an accredited energy assessor at least every five years, and F-gas equipment carries leak-checking, record-keeping and certification duties, so managing agents ring round asking who can do it and when. The agent captures the site, the system, the paperwork wanted and the deadline, then books it.
On Lite, the same day — you set it up yourself from a link we send. Pro is a two-week build: we listen to a week of your real calls, train the agent on your patch, prices, safety script, contract priorities and out-of-hours rules, you test it on a sandbox number, then it goes live on your own number. You keep your number throughout — the build, step by step.