HVAC contractors
Stop losing service and replacement work between the call and the calendar
Service calls, maintenance, emergencies and replacement opportunities are different problems that arrive down the same phone line. We build a process that tells them apart, captures what each one needs, and keeps every opportunity moving.
Live in 2 to 4 weeks · about two hours of your time · no vendor commissions
Where the work leaks out
- After-hours calls reaching voicemail during peak season
- Overflow nobody can answer when the phone rings all afternoon
- Replacement opportunities handled like routine service calls
- Estimates sent once, then never followed up
- Maintenance agreements lapsing quietly
- Last season’s unsold quotes nobody revisits
Not every inquiry is the same
Different work needs a different path
Routing rules are yours. We write them during design so each inquiry goes where it should.
Emergency
No heat, no cool, gas smell. Detected and escalated to a person immediately. Never diagnosed or priced automatically.
Service call
Qualified, scheduled onto your board, technician assigned by your rules.
Replacement
System age, unit details and photos captured, then routed to a comfort advisor rather than a truck.
Maintenance
Booked or renewed without tying up the office in peak season.
The connected process
From first inquiry to handoff
Each step feeds the next, so nothing gets re-typed and nothing waits on someone remembering.
Every step is configured to your process. We do not impose a workflow on your business.
Intake
What gets captured before anyone follows up
The questions are yours. We write them during design so the record is complete before your team spends time on it.
Photos, plans and documents attach to the same record, so nothing lives in a text thread or an inbox.
What stays human
We are not replacing judgement. Nothing here estimates a job, evaluates a site, prices work or decides what to bid.
- Pricing and scope decisions stay with your team
- Proposals wait for a person to approve them
- Anything urgent or unusual escalates immediately
- You approve every message before it goes live
Why it matters here
Peak season is when the gap costs most
The week a heat wave hits is the week the phone rings hardest and the week each call matters most. Capacity that scales instantly is the point: the fortieth call of the afternoon gets the same response as the first.
Built on what you already run
We connect the systems your team already works in rather than adding another place to check. If something you own genuinely cannot do the job, we will say so.
Examples, not requirements. Running something else? Ask us.
HVAC: common questions
No. We connect to it. Inquiries, qualification details and scheduled jobs land in the board your dispatcher already uses, so nothing about how your team dispatches technicians changes.
Your rules define it during design, for example no heat, no cooling, or a gas smell. Anything matching those triggers immediate escalation to a person; everything else is qualified and queued normally.
Yes. Questions about system age, symptoms and unit details route the inquiry differently, so a 15-year-old system with a major failure reaches a comfort advisor instead of getting scheduled like a routine repair.
Renewal reminders go out on a schedule you set, well before peak season, so the office is not calling every lapsed customer manually in July.
Yes, though the qualifying questions differ. Commercial inquiries typically capture equipment type, unit count and building access separately from residential system details.
The system reminds the customer and flags your team if there is no response, on a cadence you set. Nobody decides pricing or sends a revised quote automatically.
Most HVAC builds are live in 2 to 4 weeks. If timing matters, tell us in the assessment and we will scope the build around it.
Still have questions? Let's talk it through.
Free · no obligation
See what your HVAC business is leaving on the table
A working session mapping how work moves through your business today, where it breaks, and what fixing it would involve.