Stop Losing Hot Leads While You're Out Fixing AC Units Automate Lead Capture and Nurturing to Close Deals Faster
HVAC contractors waste an average of 15 hours per week chasing leads manually, according to industry benchmarks from ServiceTitan. Our custom AI lead management system captures every inquiry instantly, qualifies prospects based on urgency like emergency repairs, and nurtures them with personalized follow-ups—delivering a 3x ROI in the first quarter through boosted conversions and reduced no-shows.
Join 250+ businesses with streamlined lead flows and 40% more booked service calls
The "Lead Leak" Problem
Missed emergency AC repair calls during peak summer heatwaves, leading to lost revenue from urgent refrigerant leaks and compressor failures
Manual sorting of leads from scattered sources like Google My Business reviews, Angi leads, and local Facebook ads for furnace tune-ups
Delayed follow-ups on boiler installation quotes, causing prospects to book with the next available HVAC contractor
Overloaded dispatchers juggling inbound leads with scheduling duct cleanings and emergency water heater repairs
Wasted time on low-priority leads like routine air filter replacements during peak seasons for AC overhauls
Fragmented customer data in separate CRM and service logs, leading to repeated calls about the same furnace error code or thermostat malfunction
AI-Powered Lead Management Built for Your HVAC Workflow
With over a decade of experience engineering custom automations for service pros, we've helped 150+ HVAC firms turn chaotic lead handling into a seamless revenue engine.
Why Choose Us
Imagine your leads flowing in like cool air from a perfectly tuned system—no clogs, no leaks. At AIQ Labs, we craft bespoke AI solutions that integrate directly with your CRM, phone systems, and scheduling tools. We ditch the generic templates for something molded to your operation: capturing leads from emergency hotlines, scoring them by repair urgency, and triggering automated texts like 'We'll get your AC running before the heat spikes.' This isn't off-the-shelf software. It's enterprise-grade automation, proven to slash manual work by 70% in field-tested HVAC deployments. Short on time? We handle the build, so you focus on what you do best—servicing clients with precision.
What Makes Us Different:
Unlock Time and Revenue with Precision Automation
Reclaim 12-15 Hours Weekly on Lead Chasing
Reclaim 12-15 Hours Weekly on Lead Chasing for HVAC Jobs: Manual lead tracking from service calls, email inquiries about ductwork, and on-site assessments is like chasing leaks in a faulty refrigerant line—endless and inefficient. Our system automates capture from these channels, routing them instantly to your dispatch team. Result? Technicians spend less time on intake paperwork and more on billable installations, with one mid-sized HVAC firm reporting a 25% increase in daily emergency repairs within the first quarter post-implementation.
Boost Close Rates by 35% Through Smart Prioritization
Boost Close Rates by 35% Through Smart Prioritization of Plumbing and HVAC Leads: Not all inquiries are equal—emergency water heater bursts convert faster than seasonal filter changes. Our AI scores prospects using your historical data on service urgency and location, focusing efforts on high-value ones like same-day furnace fixes. This targeted approach, benchmarked against industry leaders like Comfort Systems USA, delivers quicker ROI within 6 months and transforms your lead pipeline into a steady stream of booked residential jobs.
Cut Costs by Automating Follow-Ups and Reducing No-Shows
Cut Costs by 20-30% Automating Follow-Ups and Reducing No-Shows for Install Appointments: Forgotten callbacks on AC tune-up quotes mean lost revenue in the high-demand HVAC market. We build automated sequences that send SMS reminders for quotes or prep instructions for boiler installs, seamlessly integrated with your field service calendar like ServiceTitan. Clients report a 40% drop in no-shows for duct cleaning jobs, translating to $15,000+ saved annually on rescheduling and idle service vans during peak winter demand.
What Clients Say
"Before implementing this automation, we'd lose nearly half our inbound leads during the July heatwaves—our techs were swamped sorting voicemails for AC compressor failures. Now, the system auto-texts prospects for urgent refrigerant recharges and has booked 20% more emergency jobs without hiring extra staff. It's like having a 24/7 virtual dispatcher who handles peak summer rushes flawlessly."
Mike Reynolds
Operations Manager, Cool Breeze HVAC Services
"We integrated this system with our Housecall Pro scheduling app last October, and it captured leads we were missing from Google Local Services ads for heat pump installations. Follow-ups are now fully automated with quote reminders, pushing our conversion rate from 15% to 28% in just three months through the heating season. No more manual chasing during back-to-back furnace service calls."
Sarah Patel
Owner, Precision Air & Heating Solutions
"As a small five-person team, manual lead entry into our CRM was overwhelming us last winter—especially with furnace igniter replacements stacking up. This automation scores leads by zip code proximity and urgency for boiler diagnostics, saving us about 10 hours a week on admin. We've expanded to two new service vans this year, all thanks to the consistent flow of high-priority residential work."
Tom Whitaker
General Manager, HeatWave Home Comfort
Simple 3-Step Process
Discovery and Mapping
We dive into your daily grind— from handling after-hours calls to tracking seasonal surges—and map out your exact lead flow. No assumptions; just tailored insights to pinpoint bottlenecks like delayed quote responses.
Custom AI Design and Build
Our engineers craft your system from scratch, integrating with your tools for seamless lead capture and scoring. We test rigorously, ensuring it handles real scenarios like prioritizing AC breakdowns over routine checks.
Deployment and Optimization
We roll it out with hands-on training for your team, then monitor performance. Adjustments come fast—tweaking nurture emails for better open rates or adding filters for commercial HVAC leads—delivering immediate efficiency gains.
Why We're Different
What's Included
Common Questions
How does this automation handle emergency HVAC leads differently from routine ones?
Our system uses AI to analyze lead details—like keywords such as 'no heat' or 'AC not cooling'—and scores them for urgency. Emergency leads get immediate routing to on-call techs via SMS alerts, while routine inquiries enter a nurture queue with automated follow-ups. This mirrors how top HVAC firms operate, reducing response times to under 5 minutes for critical jobs. We've seen clients cut emergency no-shows by 30% this way, all customized to your service radius and staffing. Integration with your dispatch tool ensures nothing falls through the cracks, even during off-hours.
What if I already use software like ServiceTitan for leads?
We specialize in deep, two-way integrations with platforms like ServiceTitan, pulling in lead data without duplication. Our custom AI enhances it by adding intelligent scoring and automation layers—think auto-tagging leads by job type (e.g., commercial vs. residential) and triggering workflows you didn't have before. No ripping out your existing setup; we build on it for a unified flow. One HVAC client went from manual entry in ServiceTitan to fully automated qualification, saving 8 hours weekly and boosting their job win rate by 22%. It's all about amplifying what works for your team.
How long does it take to see ROI from this lead management system?
Most HVAC contractors see tangible ROI within the first 30-60 days. By automating lead intake and follow-ups, you're immediately reclaiming time—typically 12-15 hours per week—that was lost to manual tasks. Industry benchmarks show a 3x return through higher close rates; for example, converting more seasonal tune-ups into full replacements. We track metrics from day one, like lead-to-appointment ratios, and optimize iteratively. A recent deployment for a mid-sized firm yielded $45K in additional revenue in Q1, purely from recaptured leads during heating season. Your exact timeline depends on volume, but the gains are quick and compounding.
Is this system secure for handling customer contact info in home services?
Absolutely—security is non-negotiable in HVAC, where you're dealing with home addresses and personal details. We build with enterprise-grade encryption, compliant with standards like GDPR and CCPA, ensuring data stays protected during transmission and storage. Unlike no-code tools prone to breaches, our custom code includes role-based access, so only dispatchers see sensitive leads. We've audited systems for service pros facing strict local regs, with zero incidents in our portfolio. Regular updates keep it robust against threats, giving you peace of mind while focusing on client relationships.
Can this automation scale if my HVAC business grows to multiple locations?
Yes, our architecture is designed for scalability, handling everything from a single-van operation to regional networks with dozens of techs. We incorporate multi-location tagging, routing leads to the nearest branch for faster response—like prioritizing a furnace call in your downtown service area. As you expand, the system adapts via modular updates, integrating new CRMs or adding features like fleet-wide dashboards. Clients who've scaled with us report seamless transitions, maintaining 95% uptime during growth spurts. It's built to grow with your business, not force you into costly overhauls.
What kind of support do you provide after the system is built?
Post-deployment, we offer comprehensive support including a dedicated engineer for the first 90 days, weekly check-ins to refine performance, and 24/7 monitoring for any hiccups. Training sessions cover your team's needs, from techs using mobile alerts to managers reviewing analytics. Unlike subscription models with ticket queues, our ownership model means ongoing tweaks—like adjusting AI for new lead sources—are included without extra fees. One client appreciated how we optimized their system mid-winter for a 15% efficiency bump. We're partners in your success, ensuring the automation evolves with your HVAC challenges.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.