Visualize your new day
An HVAC shop that books every call and still gets home for dinner.
Four bots answer the calls, follow up on quotes, close the books, and ask for reviews.
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 booked 4 jobs from last night’s calls. One needs a person.
Morning summary: Operations closed out yesterday’s books.
Morning summary: Sales has 2 replacement quotes ready for you to call.
7:00 AM
Support
Last night’s calls, booked by morning
The Support bot answered every call after close and booked the jobs that fit. The 9 PM no-heat call is first on today’s schedule, and the new-system question waits for the owner.
This example shop runs
Replacement estimate request
- Customer
- R.K.
- Assigned
- Owner
- Channel
- Call, 9:40 PM
Note Wants a price on a new system. Prefers a call before noon.
Handed to a person by Support
Today 7:04 AM
Support: I booked 4 jobs from last night’s calls. The no-heat call is first on the board at 8.
Support: One wants a price on a new system. 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 quotes and books the ones that sign. The owner calls the big replacement quotes and 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 repair 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. The 2 replacement quotes are on your call list.
2:00 PM
Support
Calls booked while the crew is on jobs
The Support bot picks up when every tech has their hands full and books the caller into the next open slot. The owner finishes the job without stopping for the phone.
This example shop runs
Today 1:55 PM
Support: 3 calls came in while both trucks were out. I booked 2 repair visits for tomorrow.
Support: The third wants an estimate on a new system. Thursday morning?
Owner: Thursday at 9.
Support: Booked. It’s on the board.
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.
5:30 PM
Marketing
One yes, and the review requests and post go out
The Marketing bot drafts a review request for every finished job and this week’s tune-up post. Nothing sends until the owner says yes.
This example shop runs
- Google Business Profile
The heat was back on by afternoon. They explained the repair before they left.
Requested by Marketing after a yes
Today 5:26 PM
Marketing: 4 jobs wrapped today. Review requests and the tune-up post are ready. Send them?
Owner: Send it.
Marketing: Sent. The post is live on your Google Business Profile.
6:30 PM
Support
Off the clock, phone still covered
The Support bot takes the evening calls and books tomorrow’s open slots, so the owner is home for dinner.
This example shop runs
Today 6:34 PM
Support: 2 calls came in after close. I booked both for tomorrow morning.
Support: Nothing needs you tonight. I’ll send your summary at 7.
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.
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