Here's the exact sequence that runs every time a lead comes in — whether you're on a job, in the van, or asleep at midnight.
This is what happens the moment a lead comes in. No humans involved. No delays. No exceptions.
The system monitors two entry points simultaneously: your business phone line (via a call tracking integration) and your website contact forms. The moment either fires — a missed call is logged or a form is submitted — the automation begins.
The AI immediately sends a personalised text message to the lead's mobile number. Not a generic auto-reply — a natural, conversational message that reads like it came from your team. The message introduces your company, acknowledges their enquiry, and opens the conversation.
When the lead replies, the AI handles the conversation. It asks the right questions to understand what they need — service type, property details, availability — all in natural, friendly language. The lead thinks they're texting a real person from your company.
Based on the conversation, the AI classifies the job. Emergency situations (no cooling in a heatwave, heating failure overnight) are escalated immediately — you get a priority notification so you can decide to call or dispatch. Routine jobs (service tune-ups, maintenance, non-urgent installs) flow straight into the booking system.
For routine jobs, the AI offers available time slots from your calendar and confirms the booking in the same SMS thread. The appointment is added directly to your calendar with all the job details filled in. No phone tag. No back-and-forth.
Every interaction is saved: the lead's name, number, service requested, conversation history, job type, urgency level, and outcome. You get a clean record in your CRM without lifting a finger. No more lost sticky notes or forgotten follow-ups.
When the AI successfully books a job, you get an instant notification with the full details: name, address, service type, appointment time, and a link to the CRM record. You only need to show up — the admin work is already done.
The system never takes a day off. Bank holidays, weekends, midnight emergencies — every lead that comes in gets an immediate, professional response. You stay focused on doing the work, not chasing enquiries.
Adjust the numbers to match your business and see your estimated monthly loss from missed leads.
Straight answers to what HVAC business owners ask before getting started.
It replies on behalf of your business. During setup, I configure the AI with your company name, your service area, your tone, and any specific details you want included. To the customer, it reads like a message from one of your team — not a bot.
The AI is trained to stay in its lane. If a question is outside its scope — unusual pricing queries, complex technical questions — it tells the customer that someone will follow up shortly, and sends you a notification. It doesn't guess or fabricate answers.
The system integrates with Google Calendar out of the box. For CRM, it connects to Google Sheets (simple and free) or can be wired into tools like HubSpot, GoHighLevel, or Jobber if you're already using one. We'll go through your current stack on the strategy call and configure accordingly.
Yes — both triggers are included in the setup. Missed calls require a call tracking number (I'll set this up for you). Web forms connect via a webhook or Zapier-style integration to your existing website form. Both feed into the same automation.
Typically 5–7 business days from the time you provide access to your accounts. The first few days involve configuration and testing. You'll review a live test run before anything goes live, so you can see exactly how the AI responds before it handles real customers.
You can. Every conversation is visible in a shared dashboard, and you can take over at any point by simply replying from your own phone or the admin panel. The AI pauses when it detects a human has joined the thread, and resumes for new conversations.
If the system doesn't recover at least one job in your first 30 days of going live, I'll refund your setup fee in full. No questions asked. I'm confident it works — but you shouldn't have to take that on faith.
Book a free 20-minute strategy call. I'll look at your current setup and show you exactly how the system would work for you.