For Residential heating and cooling companies running a handful to a couple dozen trucks
Catch distributor price increases before you sell old HVAC prices
Distributors raise equipment prices with short notice, sometimes several times a year. Your pricebook and the estimates already out still carry the old cost. When a homeowner signs an old quote, the margin you counted on is gone.
What it can cost you
Example: a 6% increase on $5,500 of equipment = $330 lost per job, x 10 replacements sold from old quotes = $3,300.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares the latest distributor invoices and price notices against your pricebook cost.
- Lists open estimates built on equipment whose cost went up since the quote.
- Shows the margin each open estimate now carries at today's cost.
- Flags pricebook items whose cost changed but whose selling price did not.
- Flags quotes past your validity window that are still open.
Where it reads from
- ServiceTitan
- FieldEdge
- Housecall Pro
- QuickBooks Online
Watches distributor price notices and invoice line items for equipment cost changes.
What happens when it fires
You decide whether to reprice, honor, or call the homeowner. The system drafts the pricebook update and lists which quotes to refresh.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Every distributor cost change is checked against your pricebook and open estimates within a day of the invoice or notice arriving. 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
How does it know our distributor raised prices?
It reads the cost on your supplier bills in QuickBooks, plus any price notices you forward. When the cost of a model goes up, it checks where that model appears in your pricebook and open quotes.
Will it change our pricebook automatically?
No. It drafts the update for you to approve. Pricing stays your call.
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.
- Callbacks creeping upTrack repeat visits for the same issue by technician and job type, and see what callbacks cost before they eat your margin and reviews.
- 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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