Respond Faster to No-Cooling, No-Heat, and Replacement Opportunities.
ServicePulse AI helps HVAC companies capture more urgent calls, collect system details, route high-priority leads, follow up on replacement estimates, support maintenance agreement reminders, and see connected activity from one dashboard.
What HVAC Companies Struggle With
These problems cost you real money every single week. Most hvac owners just accept them as part of the business.
Peak Season Surges
First 100-degree day hits and your phone rings 60 times before lunch. Your office staff cannot keep up. Leads go to voicemail, and homeowners call the next company on Google.
After-Hours Emergencies
AC dies at 10 PM in August. Homeowner calls three companies. The first one to respond books the diagnostic. You were asleep, and now that replacement opportunity goes to someone else.
Replacement Opportunities Slip
Your tech diagnoses a 17-year-old system that needs replacing. You send a proposal. The homeowner says they will think about it. Nobody follows up, and the job disappears.
Maintenance Agreements Need Follow-Up
You have hundreds of maintenance customers who need spring and fall tune-ups. Following up with all of them manually is difficult. Many lapse without ever getting a reminder.
Dispatch Gets Messy
Multiple techs running diagnostics, repairs, and installs across the service area. Without a single view of who is where and what is next, jobs overlap, customers wait, and your office scrambles.
What ServicePulse AI Does for HVAC Companies
One command center for leads, operations, marketing, AI, invoices, reviews, and reporting. Everything your hvac business needs to grow.
Lead Capture
- Missed-call text-back can respond quickly to no-cooling and no-heat customers through configured workflows.
- Web forms, ad leads, Local Services Ads, and other sources can flow into one inbox where tracking and integrations are configured.
- AI-assisted workflows can collect system details, classify urgency, and support booking or appointment-request workflows based on your rules.
Operations
- Dispatch and job status visibility is available where operations modules are enabled (Scale+).
- Appointment reminders are designed to reduce no-shows where configured.
- Estimates, invoices, and payments can be tracked where modules and integrations are enabled.
Growth/Marketing
- Review request workflows can be triggered after completed repairs and installs where enabled.
- Maintenance agreement reminder workflows can support spring and fall tune-ups where customer data and consent allow.
- Reactivation sequences can follow up on old replacement proposals where plan, consent, and configuration allow.
Visibility
- Dashboard visibility can show no-cooling calls, replacement pipeline, maintenance agreement activity, and revenue where data is connected.
- See which lead sources produce HVAC opportunities where tracking is configured.
- Performance summaries and reporting are available based on plan and connected data.
AI
- AI-assisted workflows can support calls, texts, and lead response where enabled, including after-hours intake and escalation paths.
- Configured around HVAC terminology, intake questions, service categories, and escalation rules.
- Can flag emergencies (no cooling with infants, elderly, or medical conditions) and escalate through the configured notification path.
A Day in the Life with ServicePulse
Here is exactly what happens when a hvac lead comes in.
Homeowner calls about no cooling
It is 9 PM on a Friday in July. The house is 88 degrees and climbing. They call your number and get voicemail.
Configured workflow responds quickly
The homeowner receives a text asking about their AC — is it blowing warm air, not turning on, or making unusual sounds? The workflow collects details while the other two plumbers never respond.
Workflow collects details and qualifies the lead
The conversation asks about the unit type, age of the system, whether anyone in the home has health concerns, and the address. All the details your tech needs before rolling a truck.
Appointment request or booking triggered
Based on your calendar rules, the homeowner can request or select an available diagnostic slot where booking is enabled. Confirmation messaging follows the configured workflow.
Reminders sent, tech gets dispatched
24-hour and 2-hour reminders can be sent where reminder workflows are enabled. Your tech gets job details through the configured notification path.
Job completed, invoice and review follow
After the repair, an invoice can be sent where invoicing is enabled. A review request can follow after job completion where configured. If the system needs replacement, the proposal can be tracked through the pipeline where enabled.
HVAC KPIs at a Glance
Sample metrics showing the kind of data your dashboard would display once connected.
Demo data shown. Your dashboard reflects your actual business numbers.
How Stoke Media Helps HVAC Companies Get Found
ServicePulse does not just catch leads. Stoke Media, our in-house agency, helps you generate them.
Spring and fall tune-up reminder campaigns can be configured for maintenance agreement customers where data and consent allow.
Post-install review request workflows can be timed after completed installs where enabled.
Reactivation sequences can follow up with homeowners who received replacement proposals but never signed where consent and plan allow.
Geo-targeted Google Ads and Local Services Ads campaigns can be managed by Stoke Media when scoped and connected to ServicePulse AI tracking where available.
Neighborhood campaigns can be scoped based on approved offers, consent, audience, and local rules.
Seasonal energy-efficiency campaigns can be scoped through Stoke Media or Command Center based on plan and content needs.
What Your Customers Experience
A real example of how our AI handles a hvac inquiry.
Fast response workflows · After-hours coverage where enabled · Human escalation when needed
Mobile App for Your Crew. Portal for Your Customers.
Your techs see their schedule and update jobs from the truck. Your customers see their appointments, invoices, and job history online.
Mobile App
- Where enabled, techs can see their daily schedule, job details, and customer notes from their phone.
- Update job status from the field: en route, on site, completed.
- Upload before-and-after photos from the job site where the mobile app is configured.
- Get notifications when new diagnostics are dispatched to your queue.
- Log hours, parts used, and job notes from the field.
Customer Portal
- Where enabled, customers can access appointment details, tech name, and arrival information.
- View and approve replacement proposals online where portal features are enabled.
- Pay invoices from the portal where payment integrations are configured.
- See service history, maintenance agreement status, and warranty information.
- Request a tune-up or schedule follow-up work where booking features are enabled.
HVAC FAQ
Common questions from hvac company owners.
Where enabled, a missed-call or SMS workflow can respond quickly, collect address and system details, identify urgency, and route the lead through your configured escalation process. Emergency handling depends on plan, phone/SMS setup, configuration, provider availability, and team response.
Configured SMS and AI-assisted workflows can help triage multiple inbound leads during a heat wave faster than a manual-only process. Provider limits, phone setup, plan, configuration, integrations, and team availability still apply.
Where enabled, replacement proposals can be tracked in the pipeline. Follow-up messages can be sent or queued based on your approved cadence, plan, consent, and configuration.
Maintenance agreement reminders can be configured for spring and fall tune-ups where customer data, consent, schedule rules, and plan allow. Customers can be routed to a booking or appointment-request workflow where enabled.
Where enabled, invoices and payment links can be sent through the platform using connected payment tools. Availability depends on plan, integrations, and payment provider setup.
Platform tools and visibility features are included by plan. Managed Google Ads, Local Services Ads, SEO content, landing pages, Google Business Profile optimization, and larger campaigns are scoped through Stoke Media unless expressly included in a signed agreement.
We also serve:
HVAC · Plumbing · Roofing · Electrical · Concrete · Foundation Repair · Painting · Excavation · Landscaping · Pest Control · Pool Service · Garage Doors · Fencing · Flooring · Septic · Irrigation · Tree Service · Gutters · Siding · Insulation · Solar · Fire Protection · Glass · Welding · Drywall · Tile · Masonry · Decks · Remodeling · General Contracting
Stop Losing HVAC Jobs to Missed Calls, Weak Follow-Up, and Scattered Tools
Every slow response, forgotten estimate, and missed maintenance reminder can create an opening for a competitor. Start by finding where your HVAC business may be leaking revenue.
Plans start at $1,997/mo. No long-term contract. View pricing →