For Residential heating and cooling companies running a handful to a couple dozen trucks
Follow up on HVAC replacement estimates before they go cold
A comfort advisor presents good, better, and best options on a full system, the homeowner says they need to think about it, and then nothing happens. The follow-up lives in someone's head. A week later the homeowner signs with the company that called back.
What it can cost you
Example: 3 replacement estimates a month recovered at $11,000 each = $33,000 in sold work a month.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists estimates presented but not sold, with no call, text, or note logged since.
- Flags estimates the homeowner opened more than once but did not sign.
- Ranks open estimates by dollar size and age, so the biggest ones come first.
- Flags estimates on systems the tech marked as failing, where waiting costs the homeowner comfort and money.
- Flags open estimates where financing was never presented.
Where it reads from
- ServiceTitan
- Housecall Pro
- FieldEdge
What happens when it fires
The advisor makes the call. The system drafts a short follow-up text or email for each open estimate and assigns it to the person who presented it.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every presented estimate gets a follow-up task by the next business day. 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
My advisors already have follow-up reminders. Why do I need this?
Reminders only work if someone sets them. This looks at every open estimate every night, whether or not a reminder exists, and shows you the ones nobody touched.
Does it call or text homeowners for us?
It drafts the message. Your advisor or office sends it, so the homeowner hears from a person they already met.
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.
- 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.
- 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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