Stop Losing Leads to Slow, Manual Follow-Ups Automate Your Outreach and Reclaim 15+ Hours Weekly
HVAC pros like you waste up to 25 hours per week chasing leads manually—time better spent on installs or repairs. Our custom AI sales outreach automation delivers 3x more booked appointments with zero extra headcount, turning cold prospects into confirmed jobs.
Join 150+ home services businesses with 40% faster lead conversion
The "Lead Leak" Problem
Leads slip through cracks during peak summer AC repair rushes, with 30% of furnace tune-up inquiries going unaddressed as technicians prioritize SEER-rated unit emergencies over follow-ups.
Manual outreach to commercial building managers for VRF system upgrades consumes 10+ hours weekly, diverting estimators from on-site load calculations and delaying RFPs for multi-zone HVAC installations.
Seasonal demand spikes in duct cleaning services overwhelm small sales teams, resulting in generic emails ignored by 70% of homeowners facing IAQ issues from moldy vents during allergy season.
Tracking homeowner responses across fragmented emails and voicemails for boiler installations causes scheduling errors, delaying coordination with plumbers on hydronic system retrofits by up to 48 hours.
Inefficient targeting of local real estate flips misses 40% of opportunities for new ductless mini-split installs, as outreach efforts get buried in unqualified leads for standard central air contacts.
Post-service follow-ups for heat exchanger warranty reminders are inconsistent, leading to 25% drop in repeat business for AFUE-compliant annual furnace maintenance contracts.
Our Custom-Built AI Outreach Engine, Tailored to Your HVAC Workflow
With over a decade engineering AI for field services, we've helped 50+ HVAC firms eliminate outreach bottlenecks and scale without adding staff.
Why Choose Us
We don't slap together off-the-shelf tools. At AIQ Labs, we architect a bespoke AI system that integrates seamlessly with your CRM, scheduling software, and local lead sources. Imagine an engine that scans property records for aging HVAC units, crafts hyper-personalized emails referencing recent heatwave impacts, and automates follow-ups based on homeowner replies—all while learning from your conversion data to get smarter over time. This isn't a cookie-cutter template; it's enterprise-grade automation molded to your exact service routes, client types, and seasonal cycles. Result? Predictable lead flow that feels like having an extra salesperson who never sleeps.
What Makes Us Different:
Unlock Time and Revenue Without the Overhead
Slash Outreach Time by 15 Hours Weekly
Slash Outreach Time by 15 Hours Weekly: Your team spends less time on cold calls and more on zoning assessments for new installs. Our AI analyzes public records for prospects' existing BTU load requirements, drafting messages that reference specifics—like a 5-ton unit undersized for a recent home addition—boosting open rates by 45% and freeing estimators for duct leakage tests on-site within 24 hours.
Achieve 4x ROI Through Smarter Lead Conversion
Achieve 4x ROI Through Smarter Lead Conversion: Expect a 300% return within six months, as automated sequences nurture leads from initial refrigerant leak inquiries to booked evaporator coil replacements. For instance, AI prioritizes outreach to homes with 15-year-old R-22 systems nearing phase-out, converting 25% more into full system upgrades compared to manual efforts, with payback in under 90 days.
Scale Without Hiring, Boost Productivity 50%
Scale Without Hiring, Boost Productivity 50%: Handle twice the lead volume during peak seasons like spring AC commissioning, without burnout. The system automates personalization at scale for variable-speed blower inquiries, ensuring every email feels handcrafted with model-specific tips, which cuts no-shows by 30% and lets your core team focus on high-value upsells like smart thermostat integrations.
What Clients Say
"Before AIQ, our techs were swamped copying generic templates for post-AC repair emails to homeowners. Now, the system auto-generates follow-ups citing their Trane XR16 model's filter history and last SEER efficiency check—it's secured four additional annual maintenance contracts in the first quarter, saving us 12 hours weekly on follow-up admin alone."
Mike Reynolds
Operations Manager, CoolBreeze HVAC Services Inc.
"We kept losing commercial gigs because estimators were tied up cold-calling property managers without data. This setup pulls building blueprints for square footage and existing chiller tonnage, then sends customized pitches on energy rebates. We just closed a $15K high-efficiency boiler retrofit for a 50,000 sq ft office last quarter—ROI hit within 60 days, no question."
Sarah Patel
Owner, Apex Climate Control Systems LLC
"During last summer's heatwave, leads for condenser coil cleanings stacked up with no responses. The AI segments by priority—like imminent compressor failures in older units—and triggers timed SMS nudges with cooling load estimates. We've increased booked service slots by 28% year-over-year without expanding the sales team—it's transformed how our small outfit handles peak residential demand."
Tom Garcia
General Manager, Reliable Air Pros Heating & Cooling
Simple 3-Step Process
Discovery and Mapping
We dive into your current HVAC workflows, from lead sources to service scheduling, identifying pain points like manual follow-ups on repair inquiries. Then, we blueprint a custom AI system aligned with your routes and client base.
Build and Integrate
Our engineers code the AI from scratch, weaving in your CRM data and local market insights. We test personalization features, like auto-emails for seasonal HVAC upgrades, ensuring seamless handoff to your team's calendars.
Deploy and Optimize
Launch the system with full training for your staff. We monitor performance, tweaking algorithms based on real conversion data—think refining outreach for high-value residential vs. commercial leads—delivering ongoing efficiency gains.
Why We're Different
What's Included
Common Questions
How does this automation handle seasonal fluctuations in HVAC demand?
Our custom AI is designed with your cycles in mind. It analyzes historical data from your CRM and local weather APIs to ramp up outreach during high-demand periods, like pre-winter furnace checks. For example, it can auto-generate campaigns targeting homes with older units when cold snaps hit, increasing relevance and response rates by up to 40%. We build in flexibility so you control the volume—scaling from 50 to 500 leads effortlessly—without overwhelming your team. This ensures steady bookings year-round, not just spikes that fizzle out.
Absolutely, integration is core to our approach. We create secure, two-way API connections to pull real-time data like recent service calls or inventory levels, feeding it into personalized outreach. If a customer just had an AC repair, the AI crafts a follow-up suggesting a maintenance plan with their unit specifics. No more duplicate entry—everything syncs automatically, reducing errors by 90% and saving your admins hours weekly. We've done this for dozens of contractors, ensuring compatibility without disrupting your daily ops.
What kind of ROI can an HVAC contractor expect?
Based on our deployments, you can see a 3-4x ROI in the first six months. For a mid-sized firm, that's often $50K+ in additional revenue from converted leads, against a one-time build cost. We focus on quantifiable wins: 15 hours saved weekly on manual tasks, 35% higher response rates, and 25% more booked jobs. One client recouped their investment in three months through better targeting of commercial upgrades. We provide custom projections during consultation, tailored to your current lead volume and close rates.
Is the system customizable for residential vs. commercial HVAC outreach?
Yes, we tailor it precisely. The AI segments leads by type—residential homeowners get friendly, problem-solving messages about efficiency upgrades, while commercial pitches emphasize ROI on system overhauls with cost-saving stats. It even pulls from your past jobs to reference similar installs, building trust. This dual approach has helped clients double their commercial pipeline without diluting residential efforts. During build, we map your workflows to ensure the system adapts to your mix, like prioritizing quick fixes for homes and detailed bids for buildings.
How secure is the data in this sales outreach system?
Security is non-negotiable, especially with sensitive client info like home addresses or service histories. We use enterprise-grade encryption, compliant with standards like GDPR and CCPA, and build in role-based access so only authorized team members see data. Regular audits and anomaly detection prevent breaches. For HVAC specifics, we anonymize personal details in AI training to protect privacy while enabling smart personalization. Clients report zero incidents, and our systems are designed for easy compliance checks during service audits.
Can I own the system, or is it subscription-based?
You fully own it—no recurring fees or lock-in. We build and hand over the complete codebase, hosted on your preferred cloud if desired, so it's a digital asset that grows with you. This cuts long-term costs by 70% compared to juggling SaaS tools. Ownership means you control updates and can scale independently, like adding new features for emerging HVAC tech. We've transitioned 75% of clients from subscription chaos to this model, giving them freedom and cost savings from day one.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.