For Residential heating and cooling companies running a handful to a couple dozen trucks
Spot rising HVAC callbacks by tech before they cost you
A callback costs a truck, a tech, and a customer's patience, and it usually brings in nothing. When one tech or one type of job starts producing repeat visits, it gets buried in the daily schedule. You find out from a bad review.
What it can cost you
Example: 8 callbacks a month x $260 in unbilled labor and drive time = $2,080 a month in rework.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Flags any address that gets a second visit for the same equipment within your set window.
- Tracks callback rate by technician and by job type, and flags any that jumped against their own history.
- Totals unbilled labor and parts on callback and warranty visits.
- Flags repeat failures of the same part, which can point to a bad batch or an install habit.
- Links callbacks to new low-star reviews from the same customer.
Where it reads from
- ServiceTitan
- Housecall Pro
- FieldEdge
- Google Business Profile
Reads new Google reviews so complaints can be tied back to the job and the tech.
What happens when it fires
You or the service manager decide whether it is coaching, a part, or a process. The system pulls the job notes and photos for each callback into one short summary.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Every repeat visit to the same address is caught and tied to the original job, with no manual tagging by the office. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
We do not tag callbacks consistently. Can it still find them?
Yes. It looks for a second visit to the same address and equipment within your window, whether or not anyone tagged it. You can then confirm or dismiss each one.
Is this about punishing techs?
No. Most callback spikes come from a part, a training gap, or a rushed schedule. The point is to see the pattern while it is still small.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for residential HVAC contractors
Seven more things worth watching.
- Completed jobs not invoicedFind HVAC jobs marked complete with no invoice, or invoiced below what the tech sold. A morning list of exactly which jobs to bill today.
- Replacement estimates going coldFlag system replacement estimates that were presented but not sold, with no follow-up logged. Know which homeowners to call back today.
- Maintenance agreements lapsingSee which service agreements expire soon with no renewal, a failed autopay card, or unscheduled tune-ups, before members drift away.
- Equipment price increases on open quotesCompare distributor cost changes against your pricebook and open estimates, so you never sell a system at last quarter's cost.
- Capacity gaps before a heat waveCompare the weather forecast against booked tech hours and unscheduled member tune-ups, so you plan coverage before the phones light up.
- Install jobs over budgetCompare install labor hours, materials, and return trips against what was sold, and see which jobs lost money and why.
- Calls that never got bookedMatch missed and unbooked calls against your schedule, so every caller who wanted service gets a call back the same day.
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