Human approval
Customer-facing and unusual actions begin in review mode. A person signs off before anything goes out.
For independent HVAC contractors
The call came in after hours. Someone else booked it.
We meet with your team to define an AI receptionist for missed calls, web leads, and open estimates, then build and manage it for you. It captures the request, prepares the reply your team approved, and keeps the opportunity visible until a person books it or closes it out.
Built for your current phone, inbox, and CRM.
Customer replies start in approval mode.
Build, maintenance, and tuning included.
The first HVAC workflow
Every missed call and web lead gets an owner.
A no-cool call hits voicemail at 7:42pm. A replacement estimate sits untouched for four days. The problem is not lead generation. It is keeping each opportunity moving when the office is closed or the team is buried.
Capture the job. Prepare the reply. Keep it moving.
The AI employee works behind your team. It organizes the lead, drafts the approved response, and maintains a follow-up queue inside the systems you already use.
- Capture. Collect the customer, request, urgency, and contact details.
- Respond. Draft the approved reply or route it to the right person.
- Follow up. Keep estimates and open requests visible until there is an outcome.
01Request arrivesA missed call, web form, email, or text comes in.
02Details capturedCustomer, equipment or service need, urgency, and contact details are recorded.
03Response preparedYour approved reply is drafted or the request is routed to the on-call person.
04Human reviewSensitive or unusual actions start in approval mode.
Outcome: the lead is acknowledged, logged, and owned before it becomes someone else’s booked job.
This page illustrates one role for HVAC businesses. Explore the full AI employee offer for reception, customer service, sales, and finance operations.
Built to be trusted before it is turned loose
Useful automation without AI chaos.
This touches customer conversations and your operating systems, so it starts narrow. The controls are on from the first day.
Logs and runbooks
Every action is recorded. You can see what ran, what stalled, and what needed a person.
Least-privilege access
The AI employee receives only the permissions its one job requires. You can see and revoke that access.
How we start
One workflow at a time, not a platform to learn.
01
Map your intake
We document what happens to missed calls, forms, estimates, and after-hours requests today.
02
Connect approved tools
It receives only the access needed for your phone, inbox, CRM, or scheduling handoff.
03
Launch in approval mode
Customer-facing actions start in review, so you see everything first.
04
Tune after real use
We watch the logs, fix the edge cases, and keep the runbook current.
Simple pricing
Unlimited AI employees. Fully managed.
$2,500 / month
Personal discovery, setup, ongoing management, and full 24/7 support for your company are included. Start with an AI receptionist, then grow your AI team without a per-employee fee.
- Discovery with your business leader, role definition, and setup
- Approvals, logs, and human handoff rules
- Ongoing maintenance and improvements
- Full 24/7 support for your company
- Unlimited agreed AI roles, one new employee at a time. Unlimited means no per-employee fee or fixed cap on agreed AI roles. We build and test one new employee at a time while continuing to manage your live employees. Responsibilities, integrations, delivery milestones, included usage, support channels, and escalation procedures are agreed before you commit. Work or usage outside that agreement requires a separate quote and your approval.
Start narrow
Book a discovery call
Start with your AI receptionist.
Show us what happens after a missed call, web lead, or open estimate. In 15 minutes we will map the gap and tell you plainly whether this is practical for your HVAC operation.
Honest fit
Is your HVAC company a fit?
A good fit
- You are an independent HVAC contractor with enough service calls or estimates for missed follow-up to matter.
- After-hours calls, web leads, maintenance opportunities, or replacement estimates sometimes go quiet.
- The work already lives in tools you use: phone, inbox, CRM, calendar, spreadsheets.
- You want it run for you, not another app to manage.
Not a fit
- You want a cheap DIY chatbot to set up yourself.
- You need a one-time setup with no ongoing support.
- The work changes every time and has no rules to follow.
- You are not ready to grant scoped access to a service provider.
Questions
Answered before you book.
Does my company get 24/7 support?
Yes. Your subscription includes full 24/7 support for your company, including help with your AI employees, troubleshooting, and ongoing service questions. This support is for your team as well as the employees we manage. We agree on support channels and escalation procedures during onboarding.
Do you work with HVAC contractors nationwide?
Yes. The service is delivered remotely and built around the phone, inbox, CRM, and scheduling tools your company already uses.
Why is it $2,500 a month?
Unlimited AI employees for $2,500/month, including discovery with your business leader, role definition, setup, approved integrations, testing, monitoring, maintenance, ongoing improvements, and full 24/7 support for your company. We start with your highest-priority role and build one new employee at a time. Unlimited means no per-employee fee or fixed cap on agreed AI roles. We build and test one new employee at a time while continuing to manage your live employees. Responsibilities, integrations, delivery milestones, included usage, support channels, and escalation procedures are agreed before you commit. Work or usage outside that agreement requires a separate quote and your approval.
Will the AI say the wrong thing to my customers?
Customer-facing replies start in approval mode. A person reviews them before they send. Anything unusual routes to a person instead of being handled automatically.
What access do you need?
Only the permissions the agreed employee role requires. It runs inside the tools you already use, and you can see and revoke that access.
What do I get from the 15-minute review?
Start with a 15-minute introductory call. If there is a fit, we meet with your owner, hiring manager, or operations leader for deeper discovery before the build. Together we map who does the work, how it gets done, where help is needed, and which decisions need a person. We agree on the first role, responsibilities, approvals, and measures of success.
Do I have to manage it?
No. It is run for you. You approve what it can touch, and you can review its logged actions.
HVAC workflow review
Show us what happens after the missed call.
Tell us what happens to after-hours calls, web leads, and estimates today. We will respond with a direct fit assessment. You can also email Malena or call 585-200-2444.