How to keep up when summer brings a flood of calls to your air-conditioner service
Sado AI team · · 4 min read
In short
With the first hot days, requests for air-conditioner installation, cleaning, refrigerant refills and repairs jump, and an unanswered customer simply calls the next technician. Preparation starts in April and May: book last year’s customers for cleaning early and write down your price list. On the phone, ask for the job type, the symptom, the address and a convenient time window. Don’t promise a repair price before the technician has looked, and be honest about the next free slot. An AI operator helps you answer every call at once.
What calls an AC service gets in summer
In a week when it’s 40 degrees outside, the phone never stops. Requests usually come in five kinds:
- Installation: the unit is bought, or they’re still choosing.
- Cleaning and servicing: switched on for the first time since winter.
- Refrigerant refill: “it runs but doesn’t cool”.
- Repair: dripping water, noise, an error code on the display.
- Moving a unit: to a new flat or another room.
Nobody waits in the heat. If the line is busy or nobody answers, they call the next technician on Instagram.
Before the season: April and May
- Call last year’s customers and book their cleaning. Your technicians are free now, and customers won’t queue in July.
- Write down your prices: installation, cleaning, refrigerant, call-out. Everyone who answers the phone should quote the same numbers.
- Split the day into windows, for example 9–12, 12–15 and 15–18. Heat brings traffic and surprise jobs, so don’t promise an exact hour.
- Agree what counts as urgent, for example a unit in a shop or a server room. Such calls go to the technician on duty.
What to ask on the phone
| Job | What to ask |
|---|---|
| Installation | Do they have the unit, room size, floor, where the outdoor unit goes |
| Cleaning | How many units, when they were last cleaned |
| Repair | The symptom (not cooling, dripping, noise), the code on the display, the model |
| Every call | Address, landmark, a convenient time window, phone number |
Don’t quote a repair price before the technician has seen the unit. Give the list price and explain the rest is quoted on site.
Sample call: “it’s blowing warm air”
Sado: Assalomu alaykum, Salqin Havo, Shohruh speaking. How can I help?
Caller: Our AC is running but blowing warm air. The display says E4.
Sado: Got it, I’ve noted E4. Which district are you in, and what floor?
Caller: Yunusabad, block four, third floor.
Sado: The next free slot is tomorrow between two and five. The technician will look and then give you the exact price. Does that suit you?
Caller: Yes, fine. My name is Jamshid.
Sado: Done, Jamshid, tomorrow between two and five. The technician will call before setting off.
During the hot months and after
- Be honest about the wait: “the next free slot is Thursday”. If a promise breaks, they’ll call someone else anyway.
- Keep a waiting list for cancelled slots and call the first person on it.
- The day before or on the morning of the visit, call to confirm the customer will be home.
- Two or three days after the job, make a short call: “Is it cooling well?” In September, offer to check the heating mode.
Handing summer calls to an AI operator
An AI operator for incoming calls answers every call within a second, more than ten at once, at night too. It asks your questions, quotes prices from your list and books the job into a time window. When it doesn’t know an answer, it says a manager will call back and creates a task. Urgent cases go to the technician on duty, by your rule.
In April you upload last year’s customers as an Excel file to Auto-calls, and AI outbound calls book them for cleaning. A number that says “don’t call me” isn’t called again. What an unanswered call costs: missed calls. Try it live or call 78 778 01 23.
Questions
When should we invite customers for AC cleaning?
Before the heat, in April and May. Technicians are free then, and customers won’t have to wait in summer.
Should we quote a repair price on the phone?
Not an exact one without an inspection. Quote list prices such as the call-out and cleaning, and explain up front that the repair price is clear after the inspection.
Can an AI operator cope with hundreds of calls a day?
Yes. Sado’s operator answers more than ten calls at the same time, so there’s no queue. Each request stays in the portal with its recording and transcript.