Capturing every after-hours call for an HVAC contractor. 100%.

of calls captured. 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.

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100%of calls captured

27%more quotes won

0missed after-hours leads

2 wksto launch

Where the time was going.

The 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.

Quotes 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.

The owner was effectively the dispatcher, the salesperson, and the technician, and there were not enough hours in the day to be all three well.

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.

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 6estimated break-even

“I used to lose jobs to voicemail. Now I find out about them the next morning, already booked.”

Owner, HVAC contractor

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 AIService scheduling toolCRMTwilion8n

Voice AI and Phone SystemsAI Appointment SchedulingAI Lead Generation

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.

Other builds.

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