The answering service built for propane and heating oil dealers.
Your phones don't ring evenly. They ring all at once, on the first cold night of the year, when half your customers remember they haven't ordered. Cita answers every call on the first ring, day or night, takes delivery requests, handles runouts and no-heat calls by your rules, and puts it all in front of your office.
Why fuel dealers need a different kind of answering service
A general answering service treats a propane runout like a plumbing callback. It isn't. A dealer needs someone who understands:
- Will-call and automatic delivery. Who's on auto-fill, who orders by phone and what your minimum delivery is.
- Runouts and leak checks. A customer who ran out needs a leak check before relight. The agent follows your safety process word for word.
- Tank ownership. A leased tank or a customer-owned one changes what you can do and what you charge.
- Account status. Past-due accounts, COD customers and credit holds need handling before a truck rolls.
- Peak season. A cold snap can flood your lines overnight. A human service puts people on hold.
What Cita does on every call
- Takes delivery requests from will-call customers, confirms the address and tank, and either places the order or passes it to your office, depending on what your setup allows. We agree which before launch.
- Handles no-heat and runout calls after hours. It collects the details, gives your approved safety instructions and puts the call through to your on-call driver or tech.
- Books service calls for furnaces, boilers, generators and gas logs if you run a service department.
- Answers the routine questions that eat CSR time, like delivery windows, budget plans and tank lease terms, in the words you approve.
- Works with Cargas, so account details and notes land where your team already works. We confirm which fields and actions your setup allows during scoping.
- Texts confirmations so customers stop calling back to check.
Built around your CSRs, not instead of them
Most dealers start with after hours, weekends and overflow. Your CSRs keep the calls they're best at, the long-time customers and the tricky accounts. Cita catches everything else, so the cold-snap backlog never builds up.
What else fuel dealers use Cita for
- The booking portal: customers pick their own appointment from a text or email, so tune-ups and gas log service get booked without tying up the phones.
- Renewal reminders for service contracts and generator plans, sent by text in your voice.
- Speed to lead for new customer enquiries from your website, texted back within a minute.
How setup works
- A short discovery call on your delivery rules, service area, office hours and emergency routing.
- We check what your Cargas setup allows the agent to read and write.
- We build the agent and run test calls with your office, including the awkward ones.
- You go live in about a week, starting with after hours and overflow if you prefer.
Stop losing customers on the coldest night of the year
Book a call with the team to try AI in your business.
What owners ask us.
Can it follow our leak check and relight process?
Yes. The agent follows your written safety procedure and never improvises on safety. Anything outside the script goes to your on-call person.
Does it work with Cargas?
Yes. We integrate with Cargas for account lookup and notes, and we confirm exactly which fields and actions your setup allows before we scope the build.
Can it take a delivery order?
It captures the account, the address and the order details. Depending on what your integration supports, it either places the order or passes it to your office for entry. We agree which before launch.
How much does it cost?
It depends on the size of your book and which agents you run. We go through it on a short call with the team.
We're a small family dealer. Is this for us?
Yes, if your phones get away from you in peak season. The smaller the office, the more one missed call on a cold night costs.
How long does setup take?
About a week from the first call to going live, including test calls with your team before it touches a customer.
Related pages.
AI agents for oil and propane dealers
Deliveries, no-heat calls, renewals and account lookups on one system.
Learn moreBooking portal for fuel dealers
Customers book their own annual service on the days you set for their area.
Learn moreAnswering service for contractors
AI answering compared with a human service and with hiring another CSR.
Learn moreSee what Cita can do
for your business.
Book a 15-minute demo and see how AI agents can recover revenue, save time, and handle your calls.