01Lead Capture
Missed Call Recovery
- Level
- 1
- Risk
- medium
- Value
- Same day
Operator detects the missed call, drafts a callback task with caller context, and logs whether a job was recovered.
Approval
Human approves any customer-facing SMS before sending
Operator starter guide
Where an HVAC company should start with AI
You know you are losing jobs to missed calls and slow estimates, but you do not want to disrupt your current dispatch flow or confuse your techs.
Current state
The starting point is manual work you already recognize.
Most HVAC companies begin with missed call recovery and estimate follow-up before moving to scheduling and maintenance reminders.
First safe moves
Install these before anything ambitious.
Start with missed call recovery and estimate follow-up. Keep humans approving every customer-facing message.
02Pipeline
Estimate Follow-Up
- Level
- 1
- Risk
- low
- Value
- 3 days
Operator flags estimates that have not had activity in 3 days, drafts a follow-up message, and tracks responses.
Approval
Staff reviews and approves each follow-up message before send
03Reputation
Review Response Drafts
- Level
- 1
- Risk
- low
- Value
- 48 hours
Operator detects new reviews, drafts a response for owner approval, and tracks response rate.
Approval
Owner approves every review response before it goes live
Manual method
Do it by hand first. That is the trust engine.
Review missed calls each morning, chase open estimates weekly, and respond to Google reviews when you remember.
Prerequisites
- phone log accessible
- estimate list available
- staff approval owner assigned
Do not start here
Unsafe first moves create risk before value.
autonomous dispatch decisions
direct ServiceTitan writes without review
unapproved customer-facing SMS
FAQ
Does this replace my dispatching software?
No. The first practices work alongside ServiceTitan, Housecall Pro, or Jobber and keep your existing dispatch flow.
What is the most expensive problem to ignore?
Missed calls during peak season. A single missed emergency call can be $300 to $800 in lost work.
Can messages go out automatically?
The starter practices require human approval for customer-facing messages.
Software workflows
Running software already? Replace the manual layer.
Operator installs on top of what you already use. Pick the software you run to see which workflows to replace first.
ServiceTitanReplace ServiceTitan missed-call workflows→Housecall ProReplace Housecall Pro missed-call workflows→JobberReplace Jobber missed-call workflows→
Browse all software replacements →