For Residential heating and cooling companies running a handful to a couple dozen trucks
Catch HVAC install jobs running over budget
A system replacement is sold with a set amount of labor and a known parts list. Then the crew needs a second day, extra line set, a new pad, and another trip to the supply house. The job still gets marked done, and the lost margin hides inside the month's totals.
What it can cost you
Example: $600 over budget on each of 8 installs a month = $4,800 a month in lost margin.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Compares actual crew hours on each install to the hours built into the sold price.
- Flags materials bought or pulled for a job that were not on the original estimate.
- Flags installs that needed a second day or a return trip.
- Ranks finished installs by margin, lowest first, with the main reason for each gap.
- Tracks install margin by crew and by equipment brand over time.
Where it reads from
- ServiceTitan
- FieldEdge
- QuickBooks Online
What happens when it fires
You decide whether it is a selling, estimating, or crew issue. The system summarizes each overrun with the hours, materials, and notes so the conversation is quick.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Every completed install gets a sold versus actual cost check within a day of closing. 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
Our job costing in QuickBooks is messy. Will this work?
It works best when supply house bills carry a job number, and it flags the bills that do not. Part of the setup is building that habit, which pays off on its own.
Can it tell selling problems from crew problems?
It separates them as best it can. Hours over plan point to the crew or the schedule, while items missing from the estimate point to how the job was sold or measured.
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.
- 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.
- 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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