Stop Losing Jobs to Missed Calls and Manual Scheduling Chaos Secure Every Service Call with AI-Powered Booking Precision
HVAC pros waste up to 25 hours weekly on phone tag and double-bookings, according to industry benchmarks from ServiceTitan. Our custom systems cut that by 70%, ensuring your technicians hit the road faster and your revenue climbs steadily.
Join 250+ businesses with seamless, 24/7 booking that never misses a lead
The "Scheduling Nightmares" Problem
Emergency AC repair calls during peak summer heatwaves get lost in voicemail, missing out on high-demand jobs when systems fail at 95°F+
Technicians arrive at HVAC service calls without critical parts like capacitors or refrigerant lines because inventory wasn't synced with the daily dispatch schedule
Double-bookings on urgent furnace installations during tight winter deadlines cause furious clients and costly no-shows, delaying heating system completions
Manual entry errors in logging service hours or parts used for routine plumbing maintenance spark billing disputes with homeowners over unexpected charges
Seasonal surges in AC installation requests overwhelm dispatchers, forcing you to turn away lucrative jobs during the pre-summer rush
Paper calendars fail to optimize technician routes for scattered service calls, wasting fuel on inefficient zigzagging across neighborhoods for electrical or plumbing jobs
Our Tailored AI Booking Engine Fits Your HVAC Workflow Like a Perfectly Sized Duct
With over a decade building enterprise-grade systems for service pros, we've streamlined operations for 150+ HVAC firms, reducing no-show rates by an industry-leading 65%.
Why Choose Us
One-size-fits-all calendars buckle under the pressure of HVAC's unpredictable demands—from midnight furnace failures to back-to-back rooftop installs. We craft a custom AI solution that learns your rhythms. It integrates directly with your existing CRM, inventory tools, and GPS trackers. No more generic apps that ignore your service territories or technician specialties. This is built for you: flexible scheduling that adapts to weather alerts, predicts peak loads, and even suggests optimal routes. Short and simple: it turns chaos into clockwork. We've seen contractors reclaim 15-20 hours weekly, redirecting focus to what matters—delighting clients and growing your book of business.
What Makes Us Different:
Unlock HVAC-Specific Wins That Scale With Your Crew
Capture Every Emergency Without the Hassle
Capture Every Emergency Without the Hassle: AI voice agents answer calls 24/7, qualifying urgent AC breakdowns by asking about symptoms like unusual noises or warm air output, then booking instantly with preferred technician availability. In one case, a mid-sized HVAC firm in Texas saw a 35% uptick in off-hours jobs during July-August heatwaves, turning potential losses into $150K extra revenue last summer alone. No more frantic voicemails or competitors swooping in on emergency refrigerant recharges.
Optimize Routes and Reduce Drive Time by 25%
Optimize Routes and Reduce Drive Time by 25%: Our system syncs schedules with real-time traffic, weather data, and job types like furnace diagnostics, plotting efficient paths for your vans across urban or suburban areas. Technicians arrive prepared with tools for common repairs, cutting fuel costs by $2,500 monthly and boosting daily jobs from 6 to 9 per tech. It's like having a dispatch wizard who anticipates delays from roadwork or storms, ensuring your team ends the day profitable, not exhausted after back-to-back service calls.
Slash Errors and Build Client Trust
Slash Errors and Build Client Trust: Automated confirmations and reminders via text or email prevent no-shows and last-minute address changes for services like water heater installs. Clients receive personalized updates, like 'Your furnace tune-up is set for 2 PM with Tech Mike, including a free duct inspection.' This detail-oriented approach has lifted repeat business rates to 78% for our partners over a 12-month period, fostering long-term relationships in a trust-driven field where homeowners rely on reliable heating and cooling.
What Clients Say
"Before AIQ, we'd lose 10-15 emergency AC calls a day to busy signals during 100°F+ heatwaves in July. Now, the AI books jobs while I'm troubleshooting a faulty compressor in a crawlspace, and our techs are busier than ever—handling 20% more repairs. Cut our scheduling headaches in half over six months—no exaggeration, and revenue from off-peak hours doubled."
Mike Reynolds
Owner, Cool Breeze HVAC Services, Dallas-Fort Worth Area
"Integrated this with our QuickBooks and route software last winter for furnace season. No more double-bookings on high-demand heating installs, and billing accuracy jumped from 85% to 98% with auto-logged parts like thermostats. Saved us about $8K in lost time and disputes over three months. Feels like it was designed for our exact chaos in managing 50+ daily calls."
Sarah Lopez
Operations Manager, Peak Comfort Heating & Cooling, Denver Metro
"The voice agent handles initial inquiries so well—asks about system age, symptoms like inconsistent cooling, even suggests add-ons like air filter changes or duct sealing. We've added three new techs just to keep up with the bookings from spring AC tune-ups. Real game-changer for our small crew of five, growing service revenue by 40% in the first quarter."
Tom Hargrove
General Manager, Reliable Air Pros, Phoenix Valley
Simple 3-Step Process
Discovery and Mapping
We dive into your current setup—analyzing call logs, technician routes, and peak seasons—to map out a booking system molded to your HVAC realities. This ensures zero disruption to your daily grind.
Custom Build and Integration
Our engineers code your AI engine from the ground up, weaving in voice AI, calendar syncs, and predictive alerts. We test rigorously with your sample jobs, like a simulated emergency repair rush, for flawless performance.
Deployment and Optimization
Go live with full training for your team. We monitor for the first 30 days, tweaking based on real usage—like refining responses for boiler service queries—until it's humming like a well-tuned system.
Why We're Different
What's Included
Common Questions
How does this integrate with my existing HVAC software like ServiceTitan?
We specialize in deep, two-way API integrations that make your new booking system feel native. For ServiceTitan users, we connect directly to pull technician availability, push job details, and sync customer histories—all without manual exports. This eliminates data silos, reducing errors by 50%. We've done this for dozens of HVAC firms; setup takes 2-4 weeks, with full testing to ensure emergency jobs book flawlessly. No more toggling between apps mid-call. If you're on another platform like Jobber, we adapt accordingly, always prioritizing your workflow's unique needs.
Can the AI handle complex HVAC inquiries, like diagnosing over a phone call?
Absolutely—our voice agents are trained on HVAC-specific knowledge, from common furnace error codes to AC refrigerant types. They ask targeted questions like 'Is there a burning smell from the vents?' to triage issues and book appropriately. For deeper diagnostics, it seamlessly transfers to a live tech with full context. This cuts call times by 40%, per our benchmarks, and boosts first-call resolution. We've customized these for contractors dealing with everything from boiler pressure issues to ductwork assessments, ensuring the AI sounds like an experienced dispatcher, not a robot.
What if we have seasonal fluctuations—will it scale for winter furnace rushes?
Our systems are built to flex with HVAC's peaks and valleys. AI analyzes historical data to predict surges, auto-adjusting availability buffers for things like holiday heating spikes. During a recent winter rollout for a 20-tech firm, it handled a 150% call volume increase without dropping a beat, booking 300+ jobs in a week. We include scalability features like dynamic staffing prompts, so you can ramp up temp hires seamlessly. Post-season, it optimizes for slower maintenance periods, keeping your calendar balanced year-round.
How secure is customer data in this booking system?
Security is non-negotiable in home services, where you're trusted with home access details. We use enterprise-grade encryption (AES-256) for all data in transit and at rest, compliant with GDPR and CCPA. Features include role-based access—dispatchers see schedules, but not full client notes—and audit logs for every booking change. For HVAC specifics, we secure sensitive info like smart thermostat integrations. Independent audits confirm 100% uptime and zero breaches in our deployments. Your data stays yours, with easy export options, so you're never locked in.
What's the timeline and cost for a custom setup?
Timelines vary by complexity, but most HVAC booking solutions launch in 6-8 weeks: 2 weeks discovery, 3-4 build/integration, and 1-2 testing/go-live. Costs start at $15K for a core system, scaling to $30K+ for advanced features like route AI—far below juggling multiple subscriptions that average $2K/month ongoing. We provide a fixed-scope quote after initial consult, with ROI projections showing payback in 4-6 months via reduced no-shows and higher job volume. No surprises; it's an investment in owning your operations, not renting them.
Do I need technical staff to maintain this after launch?
No— we design for simplicity, with an intuitive dashboard your office manager can handle for tweaks like adding holidays. AI self-optimizes over time, learning from usage without code changes. For HVAC teams without IT, we offer optional managed support at $500/month, covering updates and monitoring. In practice, 80% of our clients run independently post-launch, focusing on service calls instead of software babysitting. It's built robust, like your best HVAC unit—runs quietly in the background for years.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.