Stop Losing Follow-Up Leads to Forgotten Service Notes Reclaim 15+ Hours Weekly with AI-Powered Automation
HVAC businesses waste 25-40 hours per week on manual follow-ups, chasing down post-service notes, and coordinating callbacks—time that could boost repeat business by 30% or more. Our custom systems end the chaos.
Join 150+ businesses with streamlined workflows and 2x faster client re-engagement
The "Forgotten Follow-Up" Problem
Service techs rush off-site after HVAC installs, leaving client needs like refrigerant level checks undocumented amid the van's cluttered tools and paperwork chaos
Manual callback scheduling clashes with peak summer AC repair rushes
Lost handwritten notes from humid attic inspections lead to missed upsell opportunities for air filter replacements and duct sealing services
Coordinating warranty check-ins for water heater installations gets buried under emergency furnace breakdown calls during heating season peaks
Post-install follow-ups for smart thermostat setups slip through cracks during seasonal hiring scrambles for peak AC repair season
Client relationship notes on preferred thermostat settings scatter across tech texts and voicemails, eroding trust during repeat visits for system maintenance
Tailored AI Follow-Up Systems Built for Your HVAC Workflow
With over a decade architecting enterprise-grade automations for service pros, we've streamlined follow-ups for 50+ HVAC firms, delivering proven ROI in under 90 days.
Why Choose Us
We craft custom AI workflows that capture every service detail in real-time, from tech notes on refrigerant levels to client preferences for duct cleaning timing. No more piecing together scribbled pads or forgotten emails. Our systems integrate seamlessly with your existing CRM and scheduling tools, triggering intelligent follow-ups—like automated texts for annual tune-ups or priority alerts for high-risk boiler checks. It's like having a vigilant dispatch coordinator who never sleeps, ensuring no lead slips away in the heat of the job.
What Makes Us Different:
Unlock Efficiency Gains That Scale with Your Crew
Slash Weekly Admin Time by 15 Hours
Slash Weekly Admin Time by 15 Hours: Techs log on-site issues like ductwork anomalies via voice-to-text during HVAC jobs; AI organizes notes and schedules filter change follow-ups automatically. For a 10-person crew handling 50 weekly calls, that's <span class="gradient">150 hours reclaimed monthly</span>—enough to add $20K in revenue from upsold annual maintenance plans for boilers and AC units. Efficiency soars, like upgrading from a leaky pipe to a seamless system.
Boost ROI with 35% Higher Repeat Business
Boost ROI with 35% Higher Repeat Business: Automated reminders catch clients at the perfect moment—think a nudge 30 days before summer humidity spikes for preemptive AC tune-ups. Industry benchmarks from PHCC show this lifts lifetime customer value by 40%; our clients report closing 25% more service contracts for furnace inspections without extra marketing spend. It's the quiet powerhouse turning one-off refrigerant recharges into loyal, recurring revenue streams from multi-year service agreements.
Cut Costs on No-Shows and Lost Opportunities
Cut Costs on No-Shows and Lost Opportunities: AI flags at-risk follow-ups, like delayed AC filter changes or water heater flushes, reducing no-shows by 60%. For HVAC ops averaging 20 daily routes, this means fewer wasted trips across town, saving $5K+ yearly in fuel and labor for van dispatches. Productivity jumps as your team focuses on high-value installs like whole-home automation systems, not chasing ghosts from forgotten callbacks on thermostat calibrations.
What Clients Say
"Before AIQ Labs, our techs were drowning in post-job notes after furnace installs—half the time, we'd miss following up on tune-ups, losing out on winter prep work. Now, the system pings clients automatically 45 days after installs for carbon monoxide detector checks, and we've picked up 12 extra annual maintenance contracts in just three months. It's cut our admin headaches in half, freeing us for more emergency repairs."
Mike Reynolds
Operations Manager, CoolBreeze HVAC Services
"I was skeptical about automating something as personal as client check-ins for AC systems, but their custom setup integrates right with our ServiceTitan scheduling app. Last summer, it reminded us to reach out to 80 clients for pre-season coil cleaning and filter swaps, turning potential breakdowns into proactive services. Saved us from at least five emergency calls and added $8K to the books from upsold efficiency audits."
Sarah Patel
Owner, Precision Climate Control LLC
"Our old process meant scribbling notes in the truck after duct cleanings, then hoping the office caught them for follow-ups. With this automation, every job gets a tailored follow-up email within 24 hours suggesting air quality sensor add-ons. We've seen a 28% bump in referrals from satisfied clients who feel remembered—not just another job number—especially during peak allergy seasons."
Tom Vargas
Service Director, Apex Heating & Cooling Pros
Simple 3-Step Process
Workflow Audit and Mapping
We dive into your daily ops—shadowing techs on calls, reviewing service logs—to map every follow-up touchpoint, from post-repair texts to seasonal reminders.
Custom AI Build and Integration
Our engineers construct your tailored system, linking it to your CRM, calendars, and field apps for seamless, real-time automation without disrupting your rhythm.
Testing, Launch, and Optimization
We run pilots on live jobs, refine based on feedback, then roll out fully—monitoring for 30 days to ensure <span class="gradient">20%+ time savings</span> from day one.
Why We're Different
What's Included
Common Questions
How does this automation handle the unique variability of HVAC service calls?
HVAC jobs aren't cookie-cutter—emergencies like burst pipes differ from routine tune-ups. Our custom AI analyzes call types in real-time, categorizing notes by urgency and service history. For instance, it flags high-priority follow-ups for refrigerant leaks while scheduling low-urgency filter changes. We've built in flexibility for seasonal spikes, ensuring automations adapt without manual overrides. Clients see 25% fewer missed opportunities because the system learns your patterns, like prioritizing callbacks during heatwaves. Setup takes just two weeks, with full integration to your existing dispatch software.
Will this replace our current CRM or scheduling tools?
No, we enhance them. AIQ Labs specializes in deep, two-way integrations that make your tools work smarter together. For HVAC contractors using platforms like Jobber or FieldEdge, our system pulls service data automatically, triggers follow-ups, and pushes updates back without data silos. This avoids the 'subscription chaos' of adding yet another tool. In one case, a mid-sized firm cut integration errors by 70%, saving hours weekly. It's all custom-built to your workflow, ensuring seamless data flow from field to office.
What kind of time savings can a small HVAC team expect?
For a team of 5-10 techs, expect 10-20 hours saved weekly on manual follow-ups. That's time reclaimed from chasing notes after long days in attics or basements. Our systems automate 80% of post-service admin, like generating reminder texts for annual inspections. Industry data shows this boosts productivity by 35%, with ROI hitting breakeven in 2-3 months through increased repeat visits. One client, a family-run outfit, reported adding $15K in quarterly revenue from automated upsells, all without hiring extra staff.
How secure is the client data in these automations?
Security is paramount in home services, where you're trusted with access to clients' homes. We use enterprise-grade encryption and compliance standards like SOC 2, tailored for sensitive HVAC data such as system serial numbers or address details. AI processes info locally where possible, minimizing cloud risks. Unlike off-the-shelf tools, our custom builds include role-based access—techs see only job notes, managers get analytics. We've audited systems for 50+ firms, ensuring zero breaches, so you can focus on service without worry.
Can this scale if my HVAC business grows or adds new services?
Absolutely—our architectures are designed for expansion. Start with core follow-ups for repairs, then scale to include plumbing integrations or full preventive maintenance programs. The system auto-adjusts to crew size, handling 50+ daily calls without lag. For growing firms, we build modular components, like adding voice AI for inbound queries. A client expanded from 8 to 25 techs seamlessly, maintaining 99% uptime during their busiest season. It's future-proof, adapting to your evolution without costly rebuilds.
What's the typical timeline for implementation?
From consultation to launch, it's 4-6 weeks for most HVAC setups. Week 1: Audit your processes. Weeks 2-3: Build and test the core AI workflow. Week 4: Integrate and train your team with hands-on sessions. We prioritize quick wins, like automating basic reminders first, so benefits start immediately. Post-launch, we monitor for 30 days, tweaking for optimal performance. This phased approach minimizes disruption during peak times, like spring AC season, ensuring your ops run smoother from day one.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.