Industries / HVAC
AI for HVAC companies
Leads arrive by phone, text, web form and quote tools, and follow-up relies on people remembering.
Calls · Quotes · Dispatch · Invoices · Renewals · Reviews
One day on the board
One job, one day, six handoffs
- 8:02Call comes inLogged in the CRM
- 8:15Quote toolName, address and unit retyped■ Re-entered
- 9:40Quote sentFollow-up is a sticky note■ No reminder exists
- 11:00Dispatch boardTech texted the address by hand
- 2:30Job doneInvoice retyped into accounting■ Re-entered again
- 5:00Review requestNobody owns it■ Never sent
Where the hours go
Three people, the same information, typed three times.
01
Owner
Answering the questions nobody else can: where a job stands, which quotes are open, whether the invoice went out. The office stops when you're on a roof.
02
Office and dispatch
Retyping the same customer into the phone system, the scheduling tool and accounting. Chasing quotes from memory. Texting techs addresses and gate codes by hand.
03
Techs
Calling the office for the details that were already in the record. Writing job notes twice, once on the tablet and once for the invoice.
Seven first projects
Small automations, inside the tools you already use
Each one is scoped in writing with capped hours, configured in your accounts and tested with your office before it goes live. You pick one. Missed-call follow-up and quote follow-up are the usual place to start.
Yours, not mine · tools I work inside
ServiceTitanHousecall ProJobberFieldEdgeQuickBooksGoogle WorkspaceMicrosoft 365RingCentralYour phone systemYour web forms
What changes with the season
Treasure Valley · hot Julys, cold Januaries
Summer cooling surge
Call volume spikes with the first hot week. Missed-call follow-up and intake triage keep the queue honest when the phone won't stop, without adding office staff for ten weeks.
Winter heating surge
No-heat calls come in bunches, often after hours. Instant text-back with a booking link, and dispatch notes that reach the tech before they leave the driveway.
Shoulder seasons
Quieter months are when quote follow-up and maintenance-agreement renewals do the most work, because the office finally has the time to approve what the system drafts.
Data handling
What stays where
Customer records stay in your accounts. Automations connect to, or live inside, systems you own, and are documented for your team. Anything a customer sees is reviewed by a person on your team before it goes out.
I don't provide legal, tax, regulatory, licensing or data-privacy advice or certification. Results come from willingness to innovate. The businesses that win are the ones ready to adopt new tools and change how work gets done.
Ex-COO of Boise Valley Heating & Air: 1,548.5% growth during my tenure.
FAQ
Questions HVAC owners ask
Will this replace my office staff?
No. It takes the retyping and the chasing off their plate. A person still answers the phone, approves what goes to customers, and runs dispatch.
We already use ServiceTitan. Do we need something else?
Usually not. Most first projects configure what your current tool already has, then add a small automation around it. New software goes in the scope document first, if it's needed at all.
What about customers' information?
It stays in your accounts. Automations connect to, or live inside, systems you own, and anything a customer sees is reviewed by your team before it goes out.
How do we know if it's working?
We agree what to watch before the pilot starts, and we review it together at handoff. The aim is real hours back for your team; I don't guarantee specific revenue or lead numbers.
Also · Plumbing · Electrical
How a pilot worksTell me what's taking up your office's time.
Start with a 15-minute discovery call. No prep, no pitch deck.