AI for HVAC companies
Grow your HVAC business. Keep more of what you earn.
Book more of the calls you already get, sell more maintenance agreements, take routine admin off your office, and see your margin on every job and contract. All on the systems you already run, measured against your own numbers.
What missed calls cost you
Every call you miss was already paid for in marketing. Most of those customers book with whoever answers first. And the loss is bigger than one ticket: it is the agreement and the replacement that customer would have bought later.
The math
Missed calls per week × share that would have booked × average ticket
- Missed calls
- 15
- Would book
- 50%
- Avg. ticket
- $400
About $156,000 a year, before agreements and replacements.
Example numbers. The assessment runs this on your own call data.
The numbers we move
These are the working targets we start from for a healthy shop, not guarantees. Your targets come from your own baseline.
Residential
| Metric | Why it matters | Target |
|---|---|---|
| Call booking rate | Calls you already paid to generate | 60%+ of qualified calls; 75%+ for high-intent |
| After-hours calls answered | No-heat, no-cool and replacement calls | Every call answered, followed up immediately |
| Web leads booked | Forms and chats that sit until morning | 50–60% |
| Service calls converted to agreements | Each visit is the best moment to sell one | 30%+ |
| Customers on agreements | Fills shoulder season, feeds replacements | 40–60% |
| Agreement renewal rate | An agreement that lapses is a customer at risk | 85–90%+ |
| Replacement close rate | Your biggest tickets | 50%+ of qualified opportunities |
| Callbacks | Unpaid truck rolls and unhappy customers | Under 2–3% |
| Technician utilization | Revenue capacity without new hires | 80%+ |
| Gross margin | Where the profit actually comes from | Service ~65–70%; replacement ~50% |
Commercial
| Metric | Why it matters | Target |
|---|---|---|
| Maintenance agreement renewal | The base of contracted revenue | 90–95% |
| Net revenue retention | Existing accounts spending more each year | 105–110%+ (accounts spend 5–10% more) |
| Proposal win rate | Sales effort that turns into contracts | 35–40%+ |
| Margin by contract | Labor, parts and truck rolls against the price | Every contract above your hurdle |
| Customer concentration | Risk if one account leaves | No customer over 10% of revenue |
How we define these
- Call booking rate:
- booked jobs ÷ calls from customers needing service (excludes vendors, spam and existing appointments)
- Customers on agreements:
- customers with an active agreement ÷ customers served in the last 24 months
- Service calls converted to agreements:
- new agreements sold on service visits ÷ non-agreement service visits
- Agreement renewal rate:
- agreements renewed ÷ agreements up for renewal in the period
- Replacement close rate:
- replacements sold ÷ replacement proposals presented
- Callbacks:
- return visits for the same issue within 30 days ÷ completed jobs
- Technician utilization:
- billable hours ÷ paid hours
- Gross margin:
- (revenue − direct labor, parts, materials and vehicle cost) ÷ revenue
- Net revenue retention:
- this year’s revenue from accounts you had last year ÷ their revenue last year
Where we start
Four fixes, in the order most shops get paid back. We begin with whichever is worth the most to you.
Answer and book every call
The first hot week of summer floods the phones while every tech is out. Night and weekend calls go to voicemail, and the customer calls the next company.
- Answers overflow, after-hours and weekend calls in your company’s name
- Captures the problem, address and equipment, and books into open slots
- Sends true emergencies to your on-call tech right away
- Ties every new customer to the lead source that produced it
Sell an agreement on every visit
Most repair customers never hear from you again. That is a lost tune-up, a lost replacement and a slow shoulder season.
- Offers the agreement after every completed service call
- Schedules tune-ups ahead of each season to fill slow weeks
- Runs renewals and flags agreements at risk of lapsing
- Reminds past customers when their equipment is due
Work every replacement opportunity
Replacement quotes go out and nobody follows up. Aging systems spotted on tune-ups never turn into a proposal.
- Follows up on every open quote through the decision window
- Flags aging and failing equipment found during maintenance
- Answers common questions and books the comfort advisor visit
- Hands warm opportunities to your sales team with the full history
Know your margin on every job
Most owners know revenue and what is left at year end, but not which job types, techs or agreements make money.
- Margin by job type, technician and agreement
- True cost of each contract, including truck rolls, against its price
- Flags work to reprice, redesign or drop
- A one-page scorecard updated automatically
After the intro call: the assessment
It starts with a 20-minute conversation, no data needed. If it makes sense to go further, the assessment baselines your shop from the data you already have, at a fixed scope and fee agreed up front. What the assessment covers
What we need from you
- Call logs or phone system reports
- Job, invoice and agreement reports from your field service software
- Your current price book and P&L
- An hour with the owner and an hour with the office lead
What you get
- How many calls you miss, when, and what they are worth
- Your booking rate, agreement share, renewal rate and close rate against the targets above
- Margin by job type and, for commercial, by contract
- The gaps ranked by dollars, with the first fix to make
Questions HVAC owners ask
Will customers talk to a robot?
AI handles overflow, after-hours and routine booking. Emergencies and anything complex go to a person right away. You decide what it says and when it hands off.
Does this replace my CSRs?
No. It catches the calls your team can’t get to and takes routine booking and follow-up off their plate, so the same office can handle more volume.
Does it work with ServiceTitan, Housecall Pro or FieldEdge?
We start from the reports your field service software already produces. Whether bookings write straight into your schedule depends on your system and setup, and we confirm that in the assessment before you commit to anything.
How fast do we see a difference?
Call answering and booking is usually the first thing live, and the booking rate shows the change within weeks. Agreement share, renewals and margin build over a season or more.
Do you work with commercial HVAC?
Yes. We run residential and commercial as separate engines with separate numbers: booking, agreements and replacements for residential; renewals, account growth and contract margin for commercial.
Let’s talk about your growth and margins
A 20-minute call about your calls, agreements and margins, and where AI could help first. No preparation or data needed.
Book a 20-minute intro call