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.
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.
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 the audit
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.
Other workflow audits
Related operational bottlenecks
Commercial subcontractors
Bid Package Review
Review plans, specs, addenda, bid forms, scope gaps, RFIs, exclusions, and bid-day checklists before commercial subcontractor bids go out.
Roofing contractors
Roofing Follow-Up
Automate roofing estimate follow-up, proposal reminders, photo notes, production handoffs, and lost-quote tracking.
Property managers
Maintenance Intake
Automate tenant maintenance intake, triage, vendor dispatch, status updates, owner approvals, and recurring property reports.