Stop Losing High-Value HVAC Leads to Inefficient, Generic Tools
HVAC businesses waste 30-50% of leads due to clunky CRMs that don't sync with dispatch schedules or customer follow-ups. Our custom-built systems capture every inquiry from emergency AC repairs to seasonal maintenance bookings, boosting conversion rates by 40% on average.
Join 150+ businesses with streamlined lead management
The "Lead Chaos" Problem
Missed Calls During Peak Summer Heatwaves: Up to 40% of emergency AC repair inquiries go unanswered due to overwhelmed dispatch lines
Disorganized Follow-Ups for Furnace Tune-Ups: Leads for annual heating maintenance slip through cracks, resulting in 25% lost opportunities before winter
Technician Overload from Poor Lead Prioritization: Field techs juggle 15+ unsorted plumbing or electrical leads daily, leading to burnout and delayed service calls
Lost Referrals from Unsatisfied Repeat Customers
Seasonal Demand Spikes Without Scalable Tracking: Unpredictable surges in roofing inspections after storms overwhelm systems, causing 30% backlog in job scheduling
Manual Data Entry Errors in Service Quote Requests: Typos in electrical panel upgrade quotes lead to 20% rework and customer disputes in high-value jobs
Our Tailored CRM Solution for HVAC Excellence
With over a decade building enterprise-grade systems for service pros, we've helped 50+ HVAC firms turn lead chaos into predictable revenue streams.
Why Choose Us
Generic CRMs treat your HVAC operation like just another business. We don't. At AIQ Labs, we engineer custom AI-powered lead management systems from the ground up, molded to your exact workflow—whether it's routing emergency AC calls to on-call techs or nurturing leads for annual boiler inspections. No more fighting one-size-fits-all interfaces. Our solutions integrate seamlessly with your dispatch software, inventory trackers, and even weather APIs to predict service surges. It's like having a digital foreman that never sleeps, ensuring every lead from a sweltering attic call to a routine duct cleaning inquiry gets the attention it deserves. Built for ownership, not subscriptions.
What Makes Us Different:
Unlock HVAC-Specific Wins with Custom Build
Boost Lead Conversion by 35%
Boost Lead Conversion by 35%: Our systems score leads based on urgency—like spotting a 'no AC' emergency versus a casual inquiry—freeing your team to close deals faster. HVAC contractors see response times drop from days to hours, turning potential customers into booked jobs without the guesswork, with one client reporting 50 additional emergency repairs closed in a single heatwave month.
Cut Administrative Overload in Half
Cut Administrative Overload in Half: Say goodbye to spreadsheets tracking service quotes. AI automates data entry from call logs to customer histories, saving techs 10+ hours weekly on paperwork. This means more time on the road for tasks like furnace diagnostics, fewer errors in scheduling, and happier crews focused on what they do best: fixing systems, resulting in a 25% increase in daily service visits.
Scale Seamlessly Through Peak Seasons
Scale Seamlessly Through Peak Seasons: As demand spikes for heat pump installs in fall, our flexible CRM adapts without breaking. It forecasts lead volumes using historical data and weather patterns, ensuring your operation handles 50% more inquiries without adding headcount—pure efficiency for growing HVAC shops, as evidenced by a 40% capacity increase during last winter's cold snaps without overtime costs.
What Clients Say
"Before AIQ Labs, we'd lose half our summer repair leads because our old CRM couldn't handle the call volume from AC breakdowns. Now, every inquiry gets auto-routed to the nearest tech via GPS integration, and we've booked 20% more jobs this season— that's 150 extra furnace and AC services—without hiring extra dispatchers."
Mike Reynolds
Owner, Cool Breeze HVAC Services in Phoenix, AZ
"Integrating their custom system with our van trackers changed everything for our plumbing division. No more chasing down follow-ups for annual water heater maintenance contracts—it's all automated with reminder alerts, and our repeat business jumped from 60% to 85% in just six months, securing 200+ recurring clients."
Sarah Thompson
Operations Manager, Precision Climate Control & Plumbing in Denver, CO
"We were drowning in manual entry for quote requests during winter for boiler replacements. Their AI setup pulls details straight from calls and emails, cutting errors by 90% and getting us paid faster on average 5 days sooner. Revenue's up 15% year-over-year, no exaggeration, thanks to streamlined electrical and heating integrations."
Carlos Mendoza
General Manager, Apex Heating & Electrical Solutions in Chicago, IL
Simple 3-Step Process
Discovery and Workflow Mapping
We dive into your daily operations—analyzing how leads flow from initial calls about faulty thermostats to scheduled installs. This uncovers bottlenecks unique to your HVAC setup, ensuring our design fits like a perfectly calibrated system.
Custom AI Design and Prototyping
Using advanced frameworks, we prototype your CRM with features like AI lead scoring for emergency vs. routine services. We iterate based on your feedback, building a flexible backbone that scales with your business growth.
Integration, Testing, and Launch
We connect everything to your existing tools, rigorously test for real-world scenarios like peak-hour surges, and roll out with full training. Post-launch support ensures smooth operation, turning your new CRM into a revenue engine.
Why We're Different
What's Included
Common Questions
How does your custom CRM handle emergency HVAC leads differently from routine ones?
We design the system to triage leads instantly using AI that analyzes keywords from calls or forms—like 'no heat' or 'leaking unit'—and routes them to on-call techs within minutes. Routine inquiries, such as maintenance quotes, enter a nurturing queue with automated emails. This mirrors the high-stakes nature of HVAC work, where delays cost trust. Based on our builds, this setup improves emergency response by 50%, ensuring you never miss a critical job while building long-term relationships with less urgent clients. It's all tailored to your response protocols.
What integrations do you support for HVAC-specific tools?
Our CRM connects deeply with platforms like ServiceTitan, Housecall Pro, and QuickBooks for seamless data flow—from lead intake to invoicing. We also integrate with weather APIs for predictive alerts on heatwave leads and GPS tools for dynamic dispatching. Unlike generic systems, we avoid superficial links; our two-way APIs ensure updates sync in real-time, like a completed furnace install instantly updating your inventory. For a mid-sized HVAC firm, this eliminated 15 hours of weekly manual syncing, letting teams focus on service delivery.
How long does it take to build and launch a custom CRM for my HVAC business?
Timeline varies by complexity, but most HVAC contractors see a fully functional prototype in 4-6 weeks, with full launch in 8-12 weeks. We start with a deep dive into your workflows—dispatch routines, lead sources, seasonal peaks—to map everything precisely. Then, iterative builds ensure it fits your needs, like auto-escalating winter boiler leads. Post-launch, we provide 30 days of optimization. One client, a 20-tech operation, went live in 10 weeks and reported 25% more booked jobs immediately, proving the investment pays off fast.
Will this CRM reduce our dependency on multiple subscriptions?
Absolutely—our goal is to consolidate your stack into one owned system, replacing fragmented tools that drain budgets. For HVAC pros, this means ditching separate lead trackers, schedulers, and CRMs for a unified platform that handles everything from inquiry capture to follow-up nurturing. Clients typically cut subscription costs by 60-70%, redirecting savings to growth. We build with open standards, so you retain full control and can expand without vendor fees, turning 'subscription chaos' into a single, powerful asset tailored to your service cycles.
How do you ensure the CRM is user-friendly for non-tech-savvy HVAC teams?
We prioritize intuitive design, crafting interfaces that feel like an extension of your daily tools—simple dashboards for dispatchers to view leads, mobile apps for techs to log arrivals at a customer's door. No steep learning curves; we incorporate familiar HVAC lingo, like 'emergency heat call' buttons. Training is hands-on, with role-specific sessions, and we include AI assistants for quick guidance. A recent project for a family-run HVAC shop had their field team up and running in two days, with zero drop in productivity—it's built for pros who fix systems, not fiddle with software.
Can the system scale if my HVAC business grows rapidly?
Yes, our architecture is enterprise-grade from day one, handling everything from 50 leads a month to 5,000 during peak seasons without slowdowns. We use scalable cloud frameworks that auto-adjust to volume, like surging demand for AC installs in July. Features like modular add-ons let you expand—adding multi-location support or advanced analytics—as you hire more techs or open branches. One contractor scaled from 10 to 35 employees; their CRM adapted seamlessly, maintaining 99% uptime and supporting a 40% revenue jump without custom overhauls.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.