AI Operations Platform for HVAC Companies
HVAC AI handles your dispatch board, maintenance reminders, and job quoting so your team stays in the field instead of fighting paperwork.
The real cost of manual ops
Most HVAC owners started because they know equipment -- not because they wanted to manage dispatch boards, track warranty windows, and chase down missed maintenance quotes. The paperwork catches up with every growing shop eventually.
Annual service agreements that don't get followed up on are revenue left on the table -- and a customer who calls your competitor next time the unit breaks.
Two techs showing up to the same job. A priority call going to the tech already across town. Routing by gut feel costs you hours and fuel every single week.
A customer calls for a new system estimate and waits three days. By then, the other company already had someone out and left a proposal on the kitchen counter.
Your tech arrives with no idea what was done last visit, what parts are in the unit, or whether it's still under warranty. So they call the office. Again.
Techs close jobs on paper, office staff re-keys everything, and somewhere in that process a $200 part or a half-hour of diagnostic time falls off the invoice.
Emergency calls after 5 PM hit the owner's personal phone. No log, no context, no handoff. By Monday morning, half the callbacks are already lost.
What it does
Every feature maps to a specific workflow your office and techs deal with every day. No bloat, no modules you'll never open.
01 -- Smart Dispatch
Assign jobs by real-time tech location, skill certification, and existing route. The board updates live as jobs close, reschedule, or escalate. Your dispatcher sees everything. Your techs see only their queue.
02 -- Maintenance Agreements
Every service agreement, every unit, every scheduled visit -- tracked automatically. HVAC AI sends the reminder, books the appointment, and logs when it's done. No more chasing renewals in a spreadsheet.
03 -- AI-Assisted Quoting
Your tech enters equipment size, system type, and the issue in the field. HVAC AI generates a branded quote with material costs, labor estimates, and a recommended install window -- ready to text to the homeowner before they leave the property.
04 -- Tech Mobile App
Your techs get their full schedule, unit service history, part lookups, job notes, and photo uploads from their phone. Jobs close in the field -- invoices go out the same day.
Getting started
No IT consultant required. Most HVAC companies are fully onboarded within four hours -- including data import from ServiceTitan, Housecall Pro, or plain CSV.
Upload from ServiceTitan, Housecall Pro, or a CSV. HVAC AI maps your fields automatically and flags anything that needs a second look before it goes live.
Enter your technicians, their certifications, and coverage areas. Each tech gets an app invite via SMS. Takes about ten minutes total.
Link QuickBooks for billing, your calendar for scheduling visibility, and your parts suppliers for real-time inventory lookup from the field.
Your board goes live. Calls come in, jobs get assigned, maintenance reminders fire on schedule. The routing engine learns your patterns over the first two weeks.
From the field
Real results from real shops. No cherry-picked enterprise customers -- just owner-operators running crews from 2 to 18 trucks.
"My dispatcher used to spend two hours every morning re-doing the board. Now she spends twenty minutes. And we close more calls because routing is actually smart instead of a best guess."
"We had 214 maintenance agreements sitting in a spreadsheet with no follow-up system. In the first month, HVAC AI booked 61 of them. That's real money we were completely ignoring."
"The quoting tool alone paid for the subscription. We used to lose installs because our estimate took three days to turn around. Now the tech sends it from the driveway before they leave."
Plans
You pay for trucks in your fleet. Unlimited office users, unlimited customers, unlimited maintenance agreements at every tier. Cancel anytime.
Solo
For the owner-operator running a tight crew. Dispatch, quoting, and maintenance tracking with no added complexity.
Fleet
For shops with a dedicated dispatcher and multiple crews running in parallel. Full reporting, priority support, and advanced routing.
Company
For established operations that need multi-location visibility, deeper reporting, and hands-on migration from ServiceTitan or Housecall Pro.
Common questions
Does HVAC AI replace my current service software or sit alongside it?
Either. Most shops import their customer and equipment data from their existing tool, then switch their dispatch board to HVAC AI within the first week. QuickBooks and ServiceTitan integrations keep billing and history in sync whether you're transitioning fully or running both during the overlap period.
How long does it take to get my technicians using the mobile app?
Most techs are active their first day. They get a text invite with a download link, log in with their name and a PIN you set, and see their jobs immediately. There's a 10-minute in-app walkthrough that covers everything. No company email or remembered password required.
Can I track maintenance agreements for equipment I service but didn't install?
Yes. You can add any unit to a customer's equipment list -- with install date, model, serial number, and warranty info -- whether you installed it or took it over from a prior provider. The reminder schedule runs from whatever date you set as the last service date.
Does it work for commercial HVAC as well as residential?
Yes. Commercial jobs use the same dispatch board with added site-access notes and a commercial equipment registry that tracks rooftop units, chiller systems, and VAV equipment separately from residential units. The quoting tool supports a commercial rate card you configure once.
What happens to my data if I cancel?
You can export your full customer list, equipment records, job history, and maintenance agreements as CSV or PDF at any time, including after cancellation. You have 90 days of read-only access to pull anything you need. We do not hold your data hostage.
Is there a setup fee?
No setup fee on Solo or Fleet. The Company plan includes a free white-glove data migration session where we map your existing records and handle the import, so your first week is not a data-entry project.
Start a 14-day free trial. No credit card required. Your techs can be live on the app today.
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