Dispatch and service follow-up
HVAC and plumbing workflow audit for dispatch, quotes, and service follow-up
Connect missed calls, service requests, dispatch notes, technician updates, estimates, maintenance reminders, and follow-up so revenue work does not depend on memory.
From CAD 6,500 · fixed before we start · 10 business days · 6 deliverables
How the sprint works →Built by Duncan Anderson, an AI engineer and data scientist who builds practical automation around real operating workflows.
What usually breaks
Where hvac and plumbing service companies lose time or revenue
The first audit is deliberately narrow. We identify the repeatable workflow, the owner, the inputs, the status points, and the places where a small automation would actually survive daily use.
- Missed calls and voicemail callbacks are not tracked as a revenue queue.
- Repair estimates sit open without a next contact date or clear owner.
- Technician notes do not become customer follow-up, parts orders, or maintenance reminders.
- Office staff copy details between field software, email, spreadsheets, and calendars.
Readiness Sprint
A fixed first step before any larger automation build
Before anyone builds, we map one costly workflow end to end, decide what AI should draft and what people must approve, and write the pilot brief. You keep every document whether or not we build together.
- From CAD 6,500, fixed before we start
- 10 business days
- 50% to start, 50% at readout
- English or French
Six things you keep
Workflow map
Current state end to end: steps, handoffs, systems, volumes and where time goes.
Intake and status schema
The fields and states a system would read and write, agreed with the people who do the work.
Exception taxonomy and decision rights
What goes wrong, how often, and who is allowed to decide each case.
Review-first prototype spec
Exactly what AI drafts, what a person approves, and what is never automated.
Pilot and measurement brief
Scope, baseline, success metric, stop conditions and a fixed-fee build quote.
Executive readout
Findings and a clear build / don't-build recommendation, with one round of revisions.
Offer path
Revenue Follow-Up Workflow
A visible queue for open opportunities, next follow-up owner, customer context, and review-first follow-up drafts.
First build could be
A small workflow your team can review
Missed-call and voicemail callback queue with owner, status, and aging.
Not this
Clear scope boundary
This is business workflow automation, not thermostats, controls, sensors, or building hardware.
Workflow map
The audit follows the real work, not a generic AI checklist
The goal is service workflow cleanup, not HVAC hardware automation or building controls.
Call/request intake, urgency, customer/property record, equipment context, and dispatch assignment.
Technician visit notes, photos, diagnosis, parts, estimate, customer decision, and return visit needs.
Open quote follow-up cadence and recurring maintenance reminders.
Management view of missed calls, open estimates, service aging, and follow-up accountability.
Automation candidates
Likely first builds
The right first build is usually small, specific, and close to revenue or deadline pressure.
Missed-call and voicemail callback queue with owner, status, and aging.
Open repair quote follow-up with job context and customer-specific reminders.
Technician-note summarization into customer-facing follow-up and internal parts tasks.
Maintenance reminder workflow that does not require manual spreadsheet review.
Audit output
What you get back
The goal is a decision-ready plan: what to automate first, what to keep manual, and what data or tool connection is needed.
- A dispatch-to-follow-up workflow map.
- A revenue-leak checklist for missed calls, stale quotes, and maintenance reminders.
- A tool integration plan for field software, email, SMS, calendars, and spreadsheets.
- A first automation candidate with expected owner, trigger, and output.
Request a fit review
Send the workflow that is costing time, deals, or deadline confidence
Specifics help. Include the tools involved, how the work arrives, who owns it, where status gets lost, and what would count as a useful win.
What happens next
I review every workflow personally and usually reply within two business days. If there is a fit, the next paid step is the AI Readiness Sprint.
From CAD 6,500 · fixed before we start · 10 business days · 6 deliverables
How the sprint works →Other workflow audits
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