Case Study · Home Services
Capturing every after-hours call for an HVAC contractor
A 24/7 AI receptionist and automated quote follow-up turned missed calls and stale estimates into booked jobs, capturing 100% of calls and winning 27% more quotes.
- Client
- A residential HVAC contractor, 6 crews
- Market
- Honolulu, HI
- Timeline
- 2 weeks to launch
Anonymized and illustrative of a typical engagement.
- 100%
- of calls captured
- 27%
- more quotes won
- 0
- missed after-hours leads
- 2 wks
- to launch
01 / The challenge
Where the time was going
- 01The owner's crews were on rooftops and in crawlspaces all day, which is exactly when the phone rings. Calls went to voicemail, and a homeowner with no AC in August does not leave a voicemail; they call the next contractor on the list.
- 02Quotes were the second leak. Estimates went out and then sat. Nobody owned follow-up, so a meaningful share of quoted work simply evaporated because a competitor followed up first.
- 03The owner was effectively the dispatcher, the salesperson, and the technician, and there were not enough hours in the day to be all three well.
02 / The build
What we shipped
We gave the business a front office that never sleeps and a follow-up engine that never forgets.
- 0124/7 AI call answeringAn AI receptionist answers every call, captures the job details, books straight into the schedule, and escalates true emergencies to the on-call tech.
- 02Instant lead captureWeb form and call data flow into the CRM automatically, enriched and tagged by job type and urgency.
- 03Automated quote follow-upEvery estimate enters a persistent, polite follow-up sequence (text and email) that runs until the job is won or formally closed.
- 04Smart dispatchBooked jobs route to the right crew by location and skill, with reminders to the customer that cut no-shows.
03 / The results
What changed
The change was immediate because the leak was so large to begin with.
Every inbound call is now captured and either booked or escalated. Quote win rate rose 27% purely from consistent follow-up, with no change to pricing. The owner stopped being the bottleneck and got evenings back.
- 31% → 0%
- share of calls missed
- +27%
- quote win rate from follow-up alone
- Wk 6
- estimated break-even
“I used to lose jobs to voicemail. Now I find out about them the next morning, already booked.”
Owner, HVAC contractor
04 / The stack
Built with, and what you own
The contractor owns the call flows, the CRM, the follow-up sequences, and the phone number. The system runs on their own accounts.
- Voice AI & Phone SystemsTransform your phone system with AI that handles calls, takes messages, and assists customers naturally.
- AI Appointment SchedulingSmart scheduling that optimizes calendars, reduces no-shows, and lets customers book effortlessly.
- AI Lead GenerationFind and convert more local customers with AI that identifies, engages, and qualifies prospects automatically.
05 / FAQs
Questions about this build
Can it handle emergency calls differently?
Yes. The system distinguishes emergencies and escalates them to the on-call technician immediately, while routine calls are booked into the schedule.
Does it sound robotic?
Callers get fast, natural answers and can reach a person any time. The goal is captured jobs and happy callers, not a gimmick.
06 / More
Other builds
Want a result like this for your team?
Name the work that is costing you the most time. We will map the build, show what is worth doing first, and what it costs. If there is no fit, we will say so.