Stop Losing High-Value Leads to Inefficient Tracking and Follow-Up
HVAC businesses lose up to 30% of potential jobs due to scattered lead data across emails, voicemails, and scheduling apps. Our custom AI lead management captures every inquiry instantly and prioritizes them based on your service urgency.
Join 250+ businesses with streamlined lead conversion rates up 45%
The "Lead Chaos" Problem
Missed Emergency AC Repair Calls During Peak Heat Waves, Losing Up to 20% of High-Value Service Opportunities
HVAC Leads Buried in Voicemail Hell and Scattered Customer Texts from After-Hours Inquiries
Inconsistent Follow-Up on Seasonal HVAC Maintenance Inquiries, Such as Spring Tune-Ups or Fall Furnace Prep
Overloaded Dispatchers Juggling Inbound Leads with Technician Routing and Job Dispatch Software
Wasted Technician Hours Qualifying Low-Urgency Furnace Inspections Amidst Busy Winter Schedules
Lost Revenue from Untracked Referral Leads for Ongoing Plumbing or Electrical Maintenance Contracts
Tailored Lead Management Built for Your HVAC Workflow
With over a decade in service industry AI integrations, we've helped contractors like you eliminate lead silos and boost close rates by 40%.
Why Choose Us
One-size-fits-all tools treat every lead like a generic sales call, ignoring the rush of a busted AC in July versus a winter furnace tune-up. We build custom AI systems that understand your HVAC rhythm—prioritizing urgent repairs, automating tech dispatches, and nurturing seasonal opportunities. No more juggling apps. Just a seamless pipeline that fits your exact needs, from field tech updates to customer relationship tracking.
What Makes Us Different:
Unlock Efficiency in Your Daily Operations
Boost Lead Conversion by 35%
Boost Lead Conversion by 35%: Our system scores HVAC leads based on emergency keywords like 'no AC' in voicemails or repeat customer history for annual tune-ups, ensuring your team prioritizes high-close-probability jobs such as urgent refrigerant recharges. Contractors see booked appointments rise by 20-30 per month without adding headcount.
Cut Response Time to Under 5 Minutes
Cut Response Time to Under 5 Minutes: AI instantly routes incoming inquiries—such as burst pipe reports—to the nearest on-call plumber or HVAC tech via integrated GPS dispatch, preventing leads from cooling off like an uncoiled refrigerant line. This rapid response turns 70% more inquiries into same-day service calls during peak seasons.
Reduce No-Shows by 25% with Smart Reminders
Reduce No-Shows by 25% with Smart Reminders: Automated, personalized follow-ups via text or email adapt to customer preferences, reminding them of their duct cleaning or boiler inspection slot 24-48 hours in advance, just as reliably as your preventive maintenance alerts keep systems humming year-round.
What Clients Say
"Before AIQ Labs, we'd lose track of half our summer AC repair leads amid the chaos of back-to-back installs and heat wave surges. Now, every inquiry gets scored for urgency and scheduled automatically via our dispatch app—we've added 15 emergency jobs a month without hiring extra dispatchers, boosting our Q3 revenue by 28%."
Mike Reynolds
Operations Manager, CoolTech HVAC Services
"Our old system couldn't handle the flood of furnace repair calls in January's deep freeze. Their custom AI prioritizes emergencies like 'no heat' alerts and integrates seamlessly with our routing software for tech assignments. Response times dropped from 2 hours to under 5 minutes, and we're closing 40% more leads this heating season alone."
Sarah Patel
Owner, Precision Heating & Cooling Solutions
"I was skeptical about ditching our patchwork of apps for lead tracking, but this system feels like it was built in our shop—it even flags referral leads from past clients for electrical panel upgrades, helping us grow our annual maintenance contracts by 20% in just six months with zero missed follow-ups."
Tom Whitaker
General Manager, Apex Air Systems & Electrical
Simple 3-Step Process
Discovery and Mapping
We audit your current lead flow—from initial customer calls to tech confirmations—and map it against your HVAC operations to identify bottlenecks like delayed emergency responses.
Custom AI Design
Our engineers build a tailored system using advanced frameworks, integrating your CRM, scheduling tools, and field apps into a unified dashboard that prioritizes based on service type and urgency.
Deployment and Optimization
We roll out the solution with hands-on training for your team, then monitor performance metrics like lead-to-job conversion, refining the AI to adapt to seasonal demands like heatwave surges.
Why We're Different
What's Included
Common Questions
How does your lead management handle seasonal spikes in HVAC inquiries?
We design the system to anticipate surges, like summer AC breakdowns, by ramping up AI capacity and prioritizing algorithms. For instance, during heat waves, it auto-scales server resources to process 5x normal volume, routing emergencies first while queuing routine checks. This prevents overloads that generic tools can't manage, ensuring no lead slips through—based on our work with contractors who saw 40% more bookings in peak months without extra staff.
Can it integrate with our existing scheduling software like Jobber?
Absolutely. We build deep, two-way API connections to tools like Jobber or Housecall Pro, syncing leads directly into your calendar with details like service type and customer notes. No more manual entry that leads to double-bookings. In one project, this cut scheduling errors by 60% for a mid-sized firm, freeing dispatchers to focus on high-value tasks like coordinating multi-tech installs.
What makes your AI lead scoring specific to HVAC challenges?
Our models are trained on HVAC-specific data, factoring in elements like call urgency (e.g., 'no heat' in winter), geographic hot spots for common issues, and historical conversion rates for services like duct cleaning. Unlike generic scorers, it deprioritizes low-value inquiries during busy periods, helping teams close 35% more jobs. We've fine-tuned this for clients facing uneven demand, ensuring focus on profitable repairs over minor tweaks.
How secure is the system for handling customer data?
Security is non-negotiable in home services, where you're dealing with addresses and payment info. We implement enterprise-grade encryption, role-based access, and regular audits compliant with standards like GDPR and CCPA. Data stays in your owned system, not rented clouds prone to breaches. For an HVAC partner, this meant zero incidents during a year of 10,000+ leads, giving peace of mind amid rising cyber threats to small businesses.
What's the timeline for implementing this custom solution?
We aim for a 6-8 week rollout, starting with a 1-week discovery to map your workflow, followed by 4 weeks of build and testing, and 1-2 weeks for training and go-live. This phased approach minimizes disruption—your team stays operational while we integrate. One contractor went live in under 6 weeks and reported immediate gains in lead response, proving our efficient process for busy service ops.
Do you offer ongoing support after deployment?
Yes, we provide 12 months of included support with a dedicated engineer for tweaks and monitoring. This includes quarterly reviews to optimize based on your data, like adjusting for new service lines such as heat pump installs. Beyond that, flexible retainers ensure the system evolves with your business, unlike one-and-done agencies. Clients appreciate this, as it sustained their 25% efficiency boost long-term without constant vendor chasing.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.