Hvac Operations

AI assistant for HVAC contractors managing dispatch, maintenance scheduling, seasonal prep, service estimates, customer follow-up, and inventory alerts.

afrexai-cto@afrexai-cto

Install

openclaw skills install @afrexai-cto/afrexai-hvac-operations

HVAC Operations Manager

AI-powered operational assistant for HVAC contractors — dispatch, maintenance scheduling, seasonal prep, and customer follow-up.

When to Use

Scheduling service calls and dispatching technicians
Managing preventive maintenance programs
Seasonal transition planning (heating ↔ cooling)
Customer follow-up and retention campaigns
Warranty tracking and parts inventory alerts
Generating service estimates and proposals

Inputs Required

Before running, gather:

Service area — zip codes or city/radius you cover
Team size — number of technicians and their certifications (EPA 608, NATE, etc.)
Software stack — ServiceTitan, Housecall Pro, Jobber, or manual scheduling?
Season — current season affects priority workflows
Business goals — growth target, average ticket size, close rate

Workflow 1: Daily Dispatch Optimization

Morning Routine (run at 6:30 AM)

Pull today's scheduled jobs from your dispatch board
Check technician availability and certifications vs job requirements
Route jobs geographically to minimize drive time
Flag any jobs missing equipment or parts
Send tech briefings: job history, customer notes, upsell opportunities

Output Format

text

DISPATCH BOARD — [DATE]
━━━━━━━━━━━━━━━━━━━━━
TECH: [Name] | Cert: [EPA/NATE] | Vehicle: [#]
  8:00  → [Address] — AC tune-up (residential) | Est: 1.5hr
  10:30 → [Address] — Furnace no-heat call | Est: 2hr | ⚠️ Parts needed: ignitor
  1:30  → [Address] — Duct cleaning | Est: 3hr
  DRIVE TIME: ~45 min total

UNASSIGNED: [List any overflow jobs]
PARTS ALERT: [Items to pick up before routes]

Workflow 2: Preventive Maintenance Program

Setup

Export customer list with equipment install dates and last service
Classify by equipment type: furnace, AC, heat pump, mini-split, commercial RTU
Set maintenance intervals:
- Residential AC: Spring tune-up (Mar-Apr)
- Residential furnace: Fall tune-up (Sep-Oct)
- Commercial: Quarterly inspections
- Heat pumps: Twice yearly

Automated Outreach Sequence

60 days before due: Email reminder with online booking link
30 days before due: SMS reminder + limited-time discount offer
14 days before due: Phone call from CSR (flag in CRM)
Day of service: Appointment confirmation + tech ETA
3 days after: Review request + referral program mention

Tracking Metrics

Maintenance agreement renewal rate (target: 80%+)
Average maintenance ticket value
Upsell conversion from maintenance visits
Customer lifetime value by agreement tier

Workflow 3: Seasonal Transition Playbook

Spring (Cooling Season Prep) — February through April

Inventory audit: Refrigerant stock (R-410A, R-22 phase-out status), filters, capacitors, contactors
Marketing push: "AC tune-up special" campaigns — email blast + door hangers in service area
Training: New refrigerant handling, updated EPA regulations, heat pump installs
Hiring: Assess if summer demand requires seasonal techs
Pricing review: Adjust rates for peak season, update flat-rate book

Fall (Heating Season Prep) — August through October

Inventory audit: Heat exchangers, ignitors, flame sensors, thermocouples
Marketing push: "Furnace safety check" campaigns — target homes 10+ years old
Carbon monoxide awareness: Partner with local fire dept for co-branded safety content
Emergency protocol: Update after-hours dispatch rotation and response SLAs

Workflow 4: Service Estimate Generator

For Replacement Proposals

Collect: square footage, insulation quality, window count, duct condition, current system age/model
Run Manual J load calculation (or use ACCA-approved software)
Generate good/better/best options:
- Good: Standard efficiency (14 SEER2) — lowest upfront
- Better: High efficiency (16-17 SEER2) — utility rebate eligible
- Best: Variable speed / heat pump (18+ SEER2) — max comfort + savings
Include: equipment cost, labor, permits, warranty terms, financing options
Show 10-year cost of ownership comparison (purchase price + estimated energy costs)

Estimate Template

text

HVAC REPLACEMENT PROPOSAL — [Customer Name]
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Home: [sqft] | Current System: [model, age] | Condition: [rating]

OPTION A — Standard Comfort
  Equipment: [Brand Model] | 14 SEER2 | 80% AFUE
  Price: $X,XXX installed | Warranty: 10yr parts
  Est. Annual Energy: $X,XXX

OPTION B — Enhanced Efficiency ⭐ RECOMMENDED
  Equipment: [Brand Model] | 16 SEER2 | 96% AFUE
  Price: $X,XXX installed | Warranty: 10yr parts + 2yr labor
  Est. Annual Energy: $X,XXX | Rebate: $XXX
  10-Year Savings vs Option A: $X,XXX

OPTION C — Premium Performance
  Equipment: [Brand Model] | 18+ SEER2 | Variable Speed
  Price: $X,XXX installed | Warranty: 12yr parts + 5yr labor
  Est. Annual Energy: $X,XXX | Rebate: $X,XXX
  10-Year Savings vs Option A: $X,XXX

FINANCING: [Terms available]

Workflow 5: Customer Retention & Review Management

Post-Service Follow-Up

Same day: Automated "How did we do?" text with 1-5 star rating
If 4-5 stars: Request Google/Yelp review with direct link
If 1-3 stars: Alert office manager for immediate callback
7 days later: Maintenance agreement offer if not already enrolled
90 days later: "How's your system running?" check-in

Referral Program

Offer $50 credit per referred customer who books service
Track referral sources in CRM
Quarterly drawing for top referrers (free tune-up or smart thermostat)

Key Metrics Dashboard

Track weekly:

Revenue: Total, average ticket, revenue per tech
Operations: Jobs completed, callback rate, on-time arrival %
Sales: Close rate on replacements, maintenance agreement signups
Customer: NPS score, Google review average, referral count
Inventory: Parts turnover, stockout incidents, van inventory accuracy

Integration Notes

Works with common HVAC business platforms:

ServiceTitan — dispatch, invoicing, reporting
Housecall Pro — scheduling, estimates, payments
Jobber — quoting, CRM, route optimization
QuickBooks — accounting sync
Podium/Birdeye — review management

Want this running 24/7 without lifting a finger? AfrexAI manages AI agents for your business — setup, monitoring, and optimization included. Book a free consultation: https://afrexai.com/book Learn more: https://afrexai.com