How does the AI handle a new customer call?

It can handle the entire onboarding process: asking qualifying questions, performing a soft credit check, sending a digital service agreement for e-signature, and scheduling the tank set and safety inspection.

How is this different from a generic 24/7 answering service?

A generic service just takes messages. Our AI is an active part of your operation, trained for the propane industry. It integrates with your software, reads tank monitors, and automates workflows, making it a powerful operational tool.

AI Dispatch & Receptionist for Propane Delivery: Never Miss a "No-Heat" Call Again.

Q: How does the AI handle a 'no-heat' emergency call at 3 AM?

The AI recognizes high-urgency phrases like 'no heat' or 'out of gas' and immediately sends a high-priority SMS to your on-call driver. For potential leaks ('I smell gas'), it plays a safety warning and transfers the call to a designated emergency number.

Q: Can this integrate with our propane dispatch & routing software?

Yes. We can connect with major industry software like ADD Systems, Cargas, and others via their API. This allows the AI to automatically place customers on routes, update tank readings, and sync delivery information.

Q: How does the AI work with tank monitors for 'keep-full' customers?

Our system receives data from smart tank monitors. When a tank reports a level below your set threshold, it automatically adds the customer to the most efficient route and can notify them that a delivery has been scheduled.

Q: Can the system help us sign up more customers for budget plans?

Yes. Our automated campaign feature can send emails and texts to your non-budget plan customers during the off-season, explaining the benefits and providing a simple link to enroll, helping you secure predictable winter revenue.

Our 24/7 AI-powered system answers every call, distinguishes emergency out-of-gas calls from new tank inquiries, schedules deliveries on your routes, and automates your entire customer workflow from credit check to first fill.

Automate Your Propane Business

Plans start at $499/mo — details on the next page.

Want to hear it live? Call our AI Receptionist demo

TRUSTED BY PROPANE & FUEL MARKETERS NATIONWIDE

+ 25 more propane marketers in pilot

Propane Answering Service ROI Calculator

See what missed after-hours "no-heat" calls are costing your business.

Avg. Revenue per Emergency Fill-Up

Missed Emergency Calls / Month

Monthly Lost Revenue

$4,750

Yearly Lost Revenue

$57,000

A "No-Heat" Call at 2 AM is a Customer for Life, or a Lost Opportunity.

When a customer's tank runs empty in the middle of a winter night, they don't leave a message. They call every propane company until someone answers. Capturing that one call doesn't just earn you a profitable emergency delivery; it earns you a loyal customer for years to come.

95%

of "no-heat" emergency callers will immediately call a competitor if their first call goes to voicemail.

40%

of a dispatcher's time is spent on manual routing and scheduling, instead of optimizing routes and managing drivers.

60%

of your front-office time can be reclaimed from routine calls to focus on new customer acquisition and budget plans.

Your 24/7 Dispatch & Customer Service Hub

This is more than an answering service; it's a fully automated system that handles your entire customer lifecycle, from emergency out-of-gas calls to automated "keep-full" scheduling and new tank installations.

24/7 Emergency Call Triage

Our AI receptionist instantly answers and identifies "no-heat" emergencies from routine inquiries, dispatching your on-call driver immediately.

Automated Delivery Scheduling

Integrates with tank monitors and degree-day data to automatically schedule "keep-full" customers onto the most efficient routes.

New Customer Onboarding

Our AI receptionist handles the entire new customer process: qualifying them, running a soft credit check, and scheduling their tank set and safety inspection.

Automated Customer Communication

Sends delivery confirmations, "on-my-way" texts from drivers, and post-delivery review requests to build your online reputation.

Workflows That Run Your Propane Business

We've designed a suite of automations to handle the specific, time-consuming tasks of the propane industry, freeing your team to focus on safety, service, and growth.

Workflow Name & Goal	GHL Trigger(s)	n8n Actions / External APIs	Why It Matters for Propane Marketers
1. "No-Heat" Emergency Dispatch	Inbound Call with keywords "out of gas," "no heat"	Immediately create high-priority task; Send SMS alert to on-call driver & manager.	Ensures your most profitable and critical emergency calls are handled instantly, 24/7.
2. Automated "Keep-Full" Routing	Tank monitor API reports < 30% OR Degree-day calculation met	Add customer to the next available route in your dispatch software (e.g., ADD Systems, Cargas).	Maximizes delivery efficiency, reduces manual routing, and prevents run-outs.
3. New Customer Credit & Tank Set	"New Service" form submitted	Trigger soft credit check via API; If passed, send tank agreement via e-sign & schedule site visit.	Automates the entire new customer onboarding process, from lead to first delivery.
4. Tank Monitor Low-Level Alert	Tank monitor webhook sends a "low level" alert	Create GHL task for dispatcher to confirm auto-delivery or call the customer to schedule.	Leverages smart tank technology to proactively schedule deliveries before they are emergencies.
5. Post-Delivery Google Review Drip	Job status = "Delivery Complete"	Wait 2 days → SMS with personalized GMB review link; Reminder if no review in 1 week.	Builds your 5-star reputation on autopilot, attracting more local customers.
6. Budget Plan Enrollment Campaign	Customer tag ≠ "Budget Plan", Date = July 1st	Trigger email/SMS blast: "Lock in your winter rate! Sign up for our budget plan today."	Secures predictable monthly revenue during the off-season and increases customer retention.
7. Severe Weather Surge Planning	Weather API forecasts a major winter storm	Send bulk SMS: "A storm is coming! Top off your tank now to avoid an emergency."	Drives a surge of profitable pre-storm deliveries and enhances customer safety.
8. Will-Call Customer Re-engagement	Customer tag = "Will-Call", No delivery in 10 months	Send email: "Running low? Check your tank gauge and schedule your delivery online."	Recaptures revenue from will-call customers who may have forgotten to check their tank.
9. Gas-Check & Safety Reminders	Custom Date Field = "Next Safety Check Due"	30 days prior, create a task for CSR to schedule the required gas appliance safety check.	Ensures compliance with safety regulations and documents due diligence.
10. Daily Route & Invoicing Sync	End of Day Trigger	Pull completed delivery data from driver's app; Create batch invoices in QuickBooks/accounting software.	Eliminates hours of manual data entry and speeds up the billing cycle.

A TRUE PARTNER IN YOUR PROPANE BUSINESS

"My CSRs were buried in calls, and our on-call driver was getting burnt out. The AI receptionist now handles all routine delivery requests and new customer sign-ups. We captured four 'no-heat' calls last month after hours that would have gone to voicemail. It's the best investment we've made in years."

Bill Peterson

Owner, Heartland Propane

The "Never Miss a Run-Out" Guarantee

We guarantee our AI will answer every call and capture every opportunity. If a legitimate "no-heat" emergency is ever lost because our system failed to answer or triage the call, we'll credit you for the month. Cancel anytime after your pilot—no long-term contracts.

Your Questions, Answered

Common questions from propane marketers.

1. How does the AI handle a "no-heat" emergency call at 3 AM?

The AI is specifically trained to recognize high-urgency phrases like "out of gas," "no heat," "tank is empty," or "I smell gas." For a "no-heat" call, it immediately sends a high-priority SMS to your on-call driver with the customer's name, address, and issue. For a potential leak ("I smell gas"), it will play a pre-recorded safety warning and immediately transfer the call to a designated emergency number.

2. Can this integrate with our propane dispatch & routing software?

Yes. Integration is central to our platform. We can connect with major industry software like ADD Systems, Cargas, and others that offer an API. This allows the AI to automatically place "keep-full" customers on routes, update tank readings, and sync delivery information, eliminating manual data entry between systems.

3. How does the AI work with tank monitors for "keep-full" customers?

Our system can receive data directly from smart tank monitoring solutions (like Anova or Otodata) via webhooks or API. When a tank reports a level below your set threshold (e.g., 30%), it automatically triggers our "Keep-Full" workflow. The customer is added to the most efficient route, and you can even have the system send the customer a notification like, "Hi Mrs. Jones, our monitor shows your tank is at 28%. We've scheduled you for delivery this Tuesday."

4. How does the AI handle a call from a potential new customer?

It takes them through a full, automated onboarding process. The AI can ask qualifying questions (own vs. rent, tank size needed), perform a soft credit check via an integrated service, send them a digital service agreement to e-sign, and finally, schedule a time for a site visit or tank installation, all without any human intervention.

5. Is the system difficult to set up? We're not very tech-savvy.

Not at all. Our guided pilot is a completely "done-for-you" service. Our team handles all the technical setup. We work with you to customize the call scripts to sound like your business, define your delivery zones and rules, and connect to your existing software. We handle the tech so you can focus on delivering fuel.

6. How is this better than a standard 24/7 answering service?

A standard answering service just takes a message. They don't know the difference between a will-call customer and a keep-full customer. Our AI Dispatch & Receptionist system is an active part of your operation. It integrates with your routing software, reads tank monitors, automates budget plan sign-ups, and handles new customer onboarding. It's an operational tool, not just a message pad.

7. Can the system help us sign up more customers for budget plans?

Yes. Our "Budget Plan Enrollment Campaign" is designed for this. During the summer off-season, you can automatically send a series of emails and texts to all your non-budget plan customers, explaining the benefits and providing a simple link for them to enroll. This helps secure predictable, recurring revenue for the winter ahead.

Ready to Streamline Your Propane Business?

Get the peace of mind that every call is answered, every delivery is optimized, and your business is running at peak efficiency, 24/7.

Start Your Guided Pilot Today

Plans start at $499/mo — no long-term contracts.