HVAC Operations Manager

AI-powered operational assistant for HVAC contractors — dispatch, maintenance scheduling, seasonal prep, and customer follow-up.

When to Use

• Scheduling service calls and dispatching technicians
• Managing preventive maintenance programs
• Seasonal transition planning (heating ↔ cooling)
• Customer follow-up and retention campaigns
• Warranty tracking and parts inventory alerts
• Generating service estimates and proposals

Inputs Required

Before running, gather:

1. Service area — zip codes or city/radius you cover
2. Team size — number of technicians and their certifications (EPA 608, NATE, etc.)
3. Software stack — ServiceTitan, Housecall Pro, Jobber, or manual scheduling?
4. Season — current season affects priority workflows
5. Business goals — growth target, average ticket size, close rate

Workflow 1: Daily Dispatch Optimization

Morning Routine (run at 6:30 AM)

1. Pull today's scheduled jobs from your dispatch board
2. Check technician availability and certifications vs job requirements
3. Route jobs geographically to minimize drive time
4. Flag any jobs missing equipment or parts
5. Send tech briefings: job history, customer notes, upsell opportunities

Output Format

DISPATCH BOARD — [DATE]
━━━━━━━━━━━━━━━━━━━━━
TECH: [Name] | Cert: [EPA/NATE] | Vehicle: [#]
  8:00  → [Address] — AC tune-up (residential) | Est: 1.5hr
  10:30 → [Address] — Furnace no-heat call | Est: 2hr | ⚠️ Parts needed: ignitor
  1:30  → [Address] — Duct cleaning | Est: 3hr
  DRIVE TIME: ~45 min total

UNASSIGNED: [List any overflow jobs]
PARTS ALERT: [Items to pick up before routes]

Workflow 2: Preventive Maintenance Program

Setup

1. Export customer list with equipment install dates and last service
2. Classify by equipment type: furnace, AC, heat pump, mini-split, commercial RTU
3. Set maintenance intervals:
   • Residential AC: Spring tune-up (Mar-Apr)
   • Residential furnace: Fall tune-up (Sep-Oct)
   • Commercial: Quarterly inspections
   • Heat pumps: Twice yearly

Automated Outreach Sequence

• 60 days before due: Email reminder with online booking link
• 30 days before due: SMS reminder + limited-time discount offer
• 14 days before due: Phone call from CSR (flag in CRM)
• Day of service: Appointment confirmation + tech ETA
• 3 days after: Review request + referral program mention

Tracking Metrics

• Maintenance agreement renewal rate (target: 80%+)
• Average maintenance ticket value
• Upsell conversion from maintenance visits
• Customer lifetime value by agreement tier

Workflow 3: Seasonal Transition Playbook