You talk
Quoting replacements, scheduling tune-ups, invoicing after the job, chasing reviews, and following up on the quotes that went quiet. You describe a normal week in your own words.
Home / Industries / HVAC
Built by one of your own
AI help and phone answering for HVAC companies.
Kadence is an HVAC apprentice and an AI business consultant. In a 30-minute consultation he maps how your shop really runs and hands you a written plan. He also built the phone answering system after watching no-heat calls ring out while the crew was elbow deep in a rooftop unit. This is the one trade he doesn't have to learn.
The consultation
Thirty minutes on how your HVAC shop really runs.
Kadence is an AI business consultant. He listens, maps how the work really gets done, and you leave with a written plan you keep. Nothing to install on the call.
STEP 1
STEP 2
He maps the work
He traces a job from first call to paid invoice and marks where the handoffs lose time: dispatch to tech, tech to invoice, invoice to follow-up.
STEP 3
A written plan you keep
Ranked fixes, the tool for each one, and what it costs. Most are free or under $50 a month, and you set them up yourself. A second short call walks you through the plan.
Want it done for you? Kadence builds it inside the software you already use, like Jobber, ServiceTitan, QuickBooks, Google, or Outlook, and quotes it up front.
Where the phone costs you
Your busiest days are your most missed.
The first cold snap of November lights the phones up exactly when every tech is on a call-out. Those are the highest value calls of your year, and they're the ones ringing out.
EMERGENCIES
The 2 am no-heat call
A family with a dead furnace in January doesn't leave voicemail. The system answers, confirms it's an emergency, books the first morning slot, and texts them a confirmation.
SEASONAL
Cold snaps flood the line
When it's minus ten, you don't need more techs to answer phones. The system handles every call at once. No busy signal, no queue, no lost jobs.
QUALIFYING
Repair or replace, gas or heat pump
It asks the right questions: age of the unit, symptoms, fuel type, brand. You walk into the call knowing whether to bring a part or a quote sheet.
MAINTENANCE
Tune-up season runs itself
Pair it with reactivation and your past customers get called when furnace tune-up season starts. The shoulder season fills itself.
Phone answering
Trained on HVAC calls.
This is the phone answering system: one small product, from $199 per month, separate from the consultation.
Your call flow, your rules
You decide what counts as an emergency, what your service area covers, and which jobs you want. The system books no-heat calls differently than thermostat questions, exactly the way your best dispatcher would.
- No heat / no coolFlagged as emergency, booked into your first available emergency slot.
- Service callsSymptoms, unit age, and brand captured before the visit is booked.
- QuotesReplacement and install inquiries qualified and scheduled for an estimate.
- MaintenanceTune-ups and filter calls booked into your shoulder season capacity.
- Strata / propertyBuilding and unit details captured so your tech isn't hunting for access.