OPERATING SYSTEM — HVAC CONTRACTORS
The HVAC OS
The operating layer for residential and light-commercial HVAC shops. An operating layer that runs on top of the tools you already pay for.
An operating layer,
not another CRM.
A Notion workspace, working automations, Claude Skills, and a community channel — engineered for the operator-side work your CRM leaves on your desk.
Triage inbound lead
Inbound web form, missed call, or chat → deduped against existing customers → source-attributed → urgency-scored (no-cool/no-heat goes top) → routed to an on-call tech → first-touch SMS in under five minutes → tech's calendar notified.
Build estimate draft
Tech completes a site visit and submits notes plus photos. Workflow parses the notes, classifies the scope (repair vs replace vs maintenance), pulls line items from the shop pricebook, drafts a branded estimate within four hours of the site
Schedule maintenance visits
Weekly cron pulls every maintenance-plan member due in the next 30 days, clusters them by ZIP for fuel-efficient routes, proposes appointment windows, sends customer confirmations, and writes the filled route onto the dispatch board.
Run after-service follow-up
Service call marked complete → wait 24 hours → send NPS-gated review-ask SMS + email. Promoters get a Google review link, passives get a quiet thank-you, detractors route to the owner immediately and never see an automated reply.
Replenish truck stock
Every weekday at 6am, diff each truck's current part counts against par, build a per-truck shopping list, check the preferred supplier's price availability, and draft a PO for owner approval. Owner taps approve and the PO leaves the shop.
Generate weekly owner report
Sunday 6pm cron rolls up the week's leads, jobs, revenue, close rate, AR aging, callback flags, and tech-by-tech leaderboard. Sends an email digest, posts the headline to the owner Telegram channel, and pins a Notion-block summary on the da
Built for a specific operator.
You'll run this if…
You lead a small team that has outgrown spreadsheets and broker-memory. You treat AI as an instrument, not a magic trick. You'd rather buy sharp software than maintain dull software.
Skip this if…
You want a one-click "AI grows my business" button. You won't spend an hour on setup. You expect outcome guarantees — this product does not sell those.
Memory + inbox
Not a CRM. It sits on top of yours and absorbs the operator-side process work that currently lives in your head and your sent folder.
One price list.
No sales call.
Answers, before you ask.
Q.01Will this replace ServiceTitan / Housecall Pro / Jobber?
No — the HVAC OS sits on top of your existing dispatch and CRM. It handles the owner-side operations your dispatch software doesn't: owner-reviewed estimate drafting, callback-pattern analysis, maintenance route clustering, after-service NPS gating with the detractor-routes-to-owner safety rail.
Q.02Is this safety advice or compliance advice?
No. The HVAC OS produces drafts, checklists, and operational guardrails. Every output — every estimate, every customer text, every refrigerant reminder — is for human review. EPA 608, OSHA, state licensing, and city permitting all stay where they already live. The HVAC OS surfaces and tracks; the licensed tech and the issuing board decide.
Q.03Do I need to know Notion or AI?
No. The Notion workspace duplicates with one click. Claude Skills install in two clicks. Automations run on our infrastructure — no setup beyond connecting your dispatch tool and email.
Q.04What about the "guaranteed estimate" language other tools use?
We don't use it. The /draft-job-estimate skill is hard-coded to block "guaranteed savings", "your bill will drop X%", and any safety-outcome claim. Every estimate is a draft for owner review.
Q.05Annual versus monthly?
Annual at $490 is the anchor — $40.83 per month effective vs $49 monthly. Cancel anytime; unused months pro-rate back.
Get the operations audit.
A one-page diagnostic that surfaces the three biggest leaks in your operating week. Emailed once. No nurture sequence.
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