Visualize your new day
An HVAC shop that stays caught up.
Four bots clear the calls, quotes, books, posts, and review requests from open to close.
A person still decides.
An example day at a made-up shop. The names and numbers are illustrations, not results.
Today 7:02 AM
Morning summary: Support answered 6 calls overnight, including after-hours and while a tech was on a job. One needs a person.
Morning summary: Operations closed out yesterday’s books.
Morning summary: Sales has 2 quotes waiting on your yes. This week’s posts are drafted for review.
7:00 AM
Support
Overnight calls, already answered
The Support bot answered every call that came in after hours or while a tech was on a job. It booked the visits that fit and handed the hard one to a person.
This example shop runs
System still down from last week
- Customer
- R.K.
- Assigned
- Owner
- Channel
- Call, after hours
Note Called while a tech was on another job. Prefers a call before noon.
Handed to a person by Support
Today 7:04 AM
Support: I answered 6 calls overnight. They came in after hours and while a tech was on a job.
Support: One needs a person: a system that is still down from last week. Book a callback?
Owner: Yes, 10 AM.
Support: Booked for 10 AM. Their notes are in the ticket.
9:00 AM
Operations
Books closed before the first call
The Operations bot cleared yesterday’s job invoices and receipts before the crew rolls. The owner heads out instead of opening the laptop.
This example shop runs
QuickBooks
| A | B | C | |
|---|---|---|---|
| 1 | Item | Type | Status |
| 2 | Supplier parts | Receipt | Logged |
| 3 | Invoice, service call | Invoice | Matched |
| 4 | Invoice, install | Invoice | Matched |
| 5 | Truck supplies | Receipt | Logged |
| 6 | Supplier bill | Bill | Held for owner |
Today 8:50 AM
Operations: Yesterday’s books are closed. I logged 14 receipts and matched 9 invoices to payments.
Operations: One supplier bill doesn’t match the delivery. Hold it or pay it?
Owner: Hold it. I’ll check after lunch.
11:30 AM
Sales
Signed quotes by lunch
The Sales bot follows up on open repair and replacement quotes. The owner picks which jobs to take.
This example shop runs
Quote
Prepared for T.R.
- Diagnostic visit
- Parts and materials
- Labor
Customer signatureSigned today
Followed up by Sales, 2 of 3 signed
Today 11:28 AM
Sales: I followed up on 3 open quotes this morning. 2 came back signed.
Sales: The third can start Tuesday or Thursday. Which one?
Owner: Take the Tuesday job.
Sales: Confirmed Tuesday with them.
2:00 PM
Marketing
This week’s posts, ready for a yes
The Marketing bot drafts this week’s posts and a Google Business Profile update for seasonal tune-ups. Nothing posts until the owner says so.
This example shop runs
- Google Business Profile
Tune-up slots are open this week.
Draft, waiting for a yesToday 1:55 PM
Marketing: This week’s 3 posts and the Google Business Profile update are ready for review.
Marketing: Nothing goes up until you say so.
Owner: Swap the first photo for the install shot.
Marketing: Swapped. I’ll check back before close.
4:30 PM
Operations
Truck stock counted, reorder drafted
The Operations bot updates truck stock as parts go out and drafts the reorder. The owner stays with the last job of the day.
This example shop runs
Reorder slip
To: supplier
Today 4:26 PM
5 parts running low
- Filters2 cases
- Capacitors6
- Contactors4
- Disconnects3
- Foil tape8 rolls
Sent after owner yes
Filters skipped by owner
Today 4:26 PM
Operations: Truck stock is current through today’s jobs. 5 parts are running low.
Operations: I drafted the reorder. Send it to the supplier?
Owner: Send it, but skip the filters.
Operations: Sent without the filters.
6:30 PM
Marketing
One yes before closing
The Marketing bot puts the posts and the Google Business Profile update live once the owner says yes, so customers find the shop after close.
This example shop runs
- Google Business Profile
Today 6:24 PM
Marketing: The posts have the install photo now. Ready to go live?
Owner: Post it.
Marketing: Live now. The Google Business Profile update is up too.
7:30 PM
Marketing
Review requests from today’s finished jobs
The Marketing bot drafts a short review request for every job that wrapped today. Nothing sends without the owner’s yes.
This example shop runs
- Google Business Profile
The house was cool again by afternoon. They explained the repair before they left.
Requested by Marketing after a yes
Today 7:28 PM
Marketing: 5 jobs wrapped up today. I drafted a short review request for each customer.
Marketing: 2 of them have a follow-up visit booked. Send to the other 3 now?
Owner: Yes, send those 3.
Marketing: Sent to 3 customers. The other 2 wait until their follow-up is done.
Sales, Support, Operations, and Marketing.
Each one does one job.
This example shop runs
- QuickBooks
- Google Business Profile
Product names and logos belong to their owners. No partnership implied.