Peak week, one phone line
First cold snap and forty no-heat calls arrive in a morning. Your dispatcher can hold two. The rest hear a busy tone and ring the company down the road, and you never find out how many that was.
Capture the no-heat call at 11pm, book it before breakfast
Every after-hours no-cool call answered, every diagnostic booked, every maintenance plan renewed on schedule.
A complete GoHighLevel system — receptionist, chatbot, funnels, pipelines, workflows, website and campaigns, free updates for life
- Delivered within 24 business hours
- Link + install PDF
- Install us for $175
The funnel
What this snapshot builds
HVAC demand does not arrive politely. It arrives as a heatwave on a Saturday and a furnace failure at eleven at night, and it goes to whoever picks up. The rest of the year the money sits in tune-ups and maintenance plans that nobody has time to chase. This snapshot imports the after-hours capture and the seasonal follow-up into one sub-account.
Funnel path
Website pages
- Home
- AC Repair
- Heating Repair
- System Replacement & Financing
- Tune-Ups & Maintenance Plans
- Emergency Service
- Reviews
How it arrives
- Delivered within 24 business hours of purchase confirmation. Our counter is open 9am to 5pm Central, Monday to Friday, so a Friday evening order goes out on Monday rather than over the weekend.
- One GoHighLevel snapshot share link
- One PDF with the full installation instructions
- Every workflow named and labelled before it ships
Everything that lands in the sub-account
What lands in the sub-account, written for HVAC
The same thirteen items ship with every snapshot in this catalogue. What is different here is what each one is wired to do on this trade's day, what it is fixing, and how it earns its price back.
Where the traffic lands
The pages, the paths and the boxes people type into.
- AI Studio website
Runs as Professional Website in the flow below
An HVAC site with pages for repair, replacement, tune-ups and maintenance plans, each with a booking calendar and a finance enquiry form.
- What is leaking now
- On the first freeze your site is a phone number and a photograph of a van, and the homeowner ringing round wants to know if you cover their postcode.
- What changes
- Repair, install, heat pump and maintenance-plan pages with real service-area copy, each carrying a booking form wired to the live diary.
- How it pays back
- One extra changeout enquiry a month, closed at one in three, is a five-figure install against a funnel you buy once and keep.
- Funnels
- What is leaking now
- A no-heat emergency and someone pricing a heat pump for spring are pushed through the same contact form at the same speed.
- What changes
- An emergency path that books today, a replacement path that books a survey, and a maintenance path that sells the plan — three different tempos, three different funnels.
- How it pays back
- If the emergency path books same-day work that used to be lost to whoever answered first, a handful of winter callouts covers the purchase outright.
- Forms and surveys
- What is leaking now
- The form asks what the problem is, so the office rings back to ask the system age, the fuel type and whether it is under warranty.
- What changes
- System age, fuel type, thermostat reading, warranty status and property access captured before dispatch, so the van arrives carrying the right parts.
- How it pays back
- Assume one avoided return visit a fortnight because the fault was described properly: at a technician's day rate that is the funnel repaid in weeks.
Who answers
The two things that pick up while you are working.
- 1 AI Receptionist
Runs as AI Receptionist in the flow below
Answers no-heat and no-cool calls at any hour, captures system type, age and fault, and books the diagnostic without waking the on-call tech.
- What is leaking now
- It is minus two at eleven at night, the phone rings, and voicemail is competing with three contractors who answer.
- What changes
- The call is picked up aloud, no-heat is separated from a filter question, the address and system are taken, and the service window is booked on the call.
- How it pays back
- Say a peak week brings seventy calls and you miss eighteen: one of those becoming a changeout rather than a competitor's is the whole year's funnel cost.
- 1 AI Chatbot
Runs as AI Chatbot in the flow below
Handles filter, thermostat, SEER and financing questions on the site, SMS, Facebook and Instagram, and books a visit when it is a real fault.
- What is leaking now
- Questions about diagnostic fees, filter sizes and whether you cover a village six miles out arrive all evening and are answered the following afternoon.
- What changes
- Fees, filter sizes, service-area cover and financing answered in seconds on the site, by text and in Messenger, with live jobs pushed to the calendar.
- How it pays back
- Ten questions a week and one turns into a booked diagnostic: over a heating season those bookings are worth many times the price on this page.
What chases
The follow-up that runs whether or not anyone remembered.
- Workflows
- What is leaking now
- An unsigned changeout quote sits in a sent folder while the homeowner gets two more prices and forgets which one you were.
- What changes
- Every quote, service ticket and plan renewal is chased on its own schedule, with the reason for the call written for that specific stage.
- How it pays back
- Chase fifteen open changeout quotes rather than four: one extra system sold a quarter is a return that makes the arithmetic pointless.
- Nurture campaign
Runs as Database Reactivation in the flow below
Fourteen months, not six. A household that skipped one season is a lapsed maintenance customer; one that skipped two has probably bought a plan elsewhere. The AI call offers a system health check before the season turns, and unsold replacement estimates are worked on their own run.
- What is leaking now
- Households you serviced once and never saw again sit in the database, and the only thing that reaches them is a competitor's leaflet.
- What changes
- One-time repairs, expired agreements and dead estimates are worked on a real interval with a shoulder-season offer attached, before the busy weeks arrive.
- How it pays back
- Work three hundred quiet households and book twelve system checks in the shoulder season: that is a fortnight of filled capacity you were not going to sell.
What holds the booking
Keeping a booked slot booked, and keeping the board honest.
- Appointment reminders, confirmations and no-show recovery
Runs as Smart Appointment System and AI Outbound Caller in the flow below
A no-heat call in January cannot wait for a 24-hour reminder, so it gets a confirmation with a live arrival window and a text when the van leaves. Booked tune-ups get the full ladder instead, because a maintenance visit agreed in September is exactly the one people forget by October.
- What is leaking now
- A technician arrives at four for a two-o'clock window that nobody confirmed, and the homeowner has gone back to work.
- What changes
- The homeowner gets a window rather than a date, another message when the van leaves the previous job, and an empty house is rerouted into the same day's schedule.
- How it pays back
- Save one wasted van hour a week at your own loaded cost per technician hour and the funnel is repaid before the season turns.
- Pipelines
- What is leaking now
- Diagnosed, quoted, waiting on finance and scheduled all live on a whiteboard the office rewrites every Monday.
- What changes
- A board built around how HVAC actually sells — diagnosed, quoted, financing, scheduled, installed, plan sold — where the stage itself moves the follow-up.
- How it pays back
- If it stops one changeout stalling in the financing stage each month, the recovered margin is not in the same league as the price of the snapshot.
What brings them back
The part that still earns in month nine.
- Review automation
Runs as Review Harvesting and Review Automation in the flow below
Fires when the technician closes the job on the app and the house is warm again, which is the most grateful hour in the trade. On a full replacement it holds until the following morning, after the first proper night of a system that finally works.
- What is leaking now
- You have replaced systems for half the street and a Google profile with a handful of reviews from people who were annoyed.
- What changes
- The ask fires when the ticket is closed and the house is finally comfortable, once per job rather than per visit, targeting 5–10 reviews a month.
- How it pays back
- Assume the profile lifts the enquiries already arriving in peak week rather than buying more: one extra install a season is not comparable to the cost.
- Seasonal automation
Runs as Lifetime Nurture Campaigns in the flow below
Spring and autumn tune-up reminders, filter prompts, seasonal promotions and referral rewards across the whole customer base.
- What is leaking now
- Spring and autumn tune-ups are sold by whoever remembers to ring, which in a busy year means nobody rings.
- What changes
- Changeover prompts before each season, filter reminders on the right interval, financing offers timed ahead of peak, and referral asks aimed at the same street.
- How it pays back
- Five hundred past customers, four percent booking a tune-up: twenty jobs in the shoulder months, at exactly the time of year the diary is thin.
The wiring loom
The unglamorous fields and tokens every message above pulls from.
- Custom values
- What is leaking now
- The diagnostic fee, the plan price and the out-of-hours rate appear in a dozen templates and two of them are last year's numbers.
- What changes
- Diagnostic fee, plan pricing, out-of-hours rate, service radius and finance partner set once as tokens, read by every message the system sends.
- How it pays back
- One edit when the callout fee changes rather than an afternoon of template archaeology, and no homeowner ever quotes an old price back at you.
- Custom fields
- What is leaking now
- System age, fuel type and warranty expiry are in the notes, so nothing can target the fifteen-year-old furnaces that are about to fail.
- What changes
- Structured fields for system age, fuel type, warranty expiry, plan status and last service date — the raw material of every recall campaign you would ever want.
- How it pays back
- Age as a real field lets one campaign speak only to systems past twelve years, which is the most valuable list in the whole database and currently unusable.
Every payback line above is an illustration you can put your own numbers into, not a measured result. Nothing here is a promise of a conversion rate.
Where this actually costs you money
After-hours goes to the answering service
An answering service takes a name and a number and promises a callback. By seven the next morning the homeowner has already had someone else out, paid the emergency rate and bought the capacitor.
Tune-up season passes unbooked
Spring and autumn are when maintenance revenue is won, and it is won by whoever reminds the customer first. Postcards go out late, nobody calls the list, and the technicians sit light in April.
Maintenance plans lapse quietly
A plan expires, no renewal call goes out, and a household that was worth recurring revenue plus first refusal on a system replacement drifts to whoever answers next time the unit dies.
What changes once it is running
Each of these is delivered by a named part of the system, so you can see which component earns it.
- Overnight calls become morning jobs
No-heat and no-cool calls get answered at any hour, the fault and system type are captured, and a diagnostic slot is booked before the homeowner starts ringing round.
Delivered by AI Receptionist
- Tune-up season runs itself
Spring and autumn reminders go out on schedule to the whole customer base, with plan offers attached, instead of depending on someone finding time in March.
Delivered by Lifetime Nurture Campaigns
- Lapsed plans get a call
Households with an expired maintenance agreement or no service in six months get worked with a win-back offer rather than being written off.
Delivered by Database Reactivation
- Fewer wasted truck rolls
Staged reminders and arrival windows mean the homeowner is actually there when the van pulls up, and a missed slot is reworked within the hour.
Delivered by Smart Appointment System
- A steady review flow
The ongoing engine keeps asking across SMS and email with follow-up touches, so 5–10 reviews a month is a realistic target rather than a good month here and there.
Delivered by Review Automation
Who it fits, and who it does not
Buy it if
- Residential HVAC contractors running three to fifteen vans with real seasonal peaks
- Companies selling maintenance agreements who have no reliable renewal process
- Agencies running HVAC clients who need after-hours capture plus a seasonal engine in one import
Do not buy it if
- Commercial mechanical contractors on scheduled service contracts with facilities managers — the traffic model is different
- New companies with one van and no customer list; half of this snapshot works the database you have not built yet
We would rather lose the sale here than in month two.
The maths, with the assumptions showing
These are worked examples, not results from a customer. The inputs are printed so you can swap in your own and see whether it still holds.
Hours back
Assume 60 calls a week in peak season, 18 of them missed or after hours, plus a maintenance list of 400 households nobody has time to work.
- After-hours and overflow calls handled: 18 × 8 min of callback and rebooking = 2.4 hrs
- Appointment confirmations and arrival windows: 45 jobs × 4 min = 3 hrs
- Seasonal tune-up campaign sent automatically instead of by hand: 400 contacts, roughly 4 hrs of calling and posting a season
- Review requests after each completed job: 45 × 4 min = 3 hrs
Roughly about 8.5 hours a week in peak season, plus the seasonal campaign work
When it pays back
Take a system replacement at $8,500 with roughly $2,200 gross profit, and a maintenance plan at $199 a year.
- Snapshot cost: $950, paid once.
- One replacement won from an after-hours call that would have gone to voicemail: $2,200 gross profit.
- Twenty maintenance plans renewed by the reactivation campaign: $3,980 of recurring revenue.
In short On those assumptions either the single replacement or the renewed plans clears the cost on its own; run your own average ticket and plan price through it before deciding.
Try it with your numbers
If your HVAC business takescalls a week and missesof them, at an average job ofandof answered calls turn into work, that isa month walking past the door.
Arithmetic, not a forecast: calls × missed % × close % × job value × 4.33 weeks. It assumes every missed call is answerable, which is the point of an AI receptionist and is still an assumption. Change the numbers until it looks like your business.
End-to-end automation
How the complete system works
Five stages between a furnace dying at eleven at night and a maintenance plan renewing itself in spring. This is the machine the nine HVAC components run on.
Somebody gets in touch
Demand arrives as a heatwave on a Saturday and a no-heat call in the dark, and it goes to whoever picks up. The rest of the year the money is in tune-ups nobody has time to sell.
The no-cool call on a Saturday
- Answered at any hour, including the ones your dispatcher is not working
- Asks the make, the age and whether the unit is running at all
- Separates no-heat and no-cool from “it is a bit noisy”
- Books the diagnostic against the van that covers that area
- Takes the call in Spanish where the homeowner prefers it
After-hoursUnit triageVan routing
The message about a thermostat
- Answered on SMS, email, Facebook and Instagram in seconds
- Site chat that asks what the thermostat is actually reading
- Records the system age, which decides repair-or-replace
- Hands a replacement conversation straight to a comfort adviser
- Starts the quote follow-up before anyone gets to the office
Repair or replaceSystem ageAdviser handoff
The tune-up or install form
- Every request opens the ten-day sequence, tune-up or install
- Followed up by email, by text and by a real voice
- Split to service, replacement or maintenance plan by answer
- Tagged by source so seasonal ad spend can be judged honestly
- Handed to dispatch with the equipment details already captured
Service or installPlan upsellSeason tagging
They are not ready yet
A system replacement is a five-figure decision taken over three quotes and one uncomfortable week. Ten days of contact keeps you in the conversation.
Days one to three — the quote and the maths
- A welcome that repeats the diagnostic finding in plain words
- Repair against replace, with the running cost of both
- Financing and rebate options set out before they ask
- One decision: book the install date, or ask about the numbers
Days four to seven — the text before the weather turns
- The install slot held while the forecast is still mild
- A line from a homeowner who replaced the same size unit
- One tap to take the install date
- Urgent because the season is, not because we are
Days eight to ten — the comfort adviser calls
- A call about comfort and bills, not about equipment
- Ready for price, timing and “can it last another winter”
- Books the install, or the tune-up that keeps it going
- Leaves a voicemail with the quoted system named
The appointment holds
A diagnostic visit is a technician, a van and a four-hour window. A no-show in July costs you the emergency call you turned away.
Booked, with a window they can plan around
- A text naming the arrival window and the technician’s name
- A calendar invite the household can both see
- The email version with the diagnostic fee stated up front
- Asked in advance where the outdoor unit and the panel are
Three reminders before the van arrives
- A day out, while the route can still be rebuilt
- An hour out, so the gate is unlocked and the dog is in
- Fifteen minutes out, as the technician leaves the last call
- Moving the window takes one tap, not a call to dispatch
When the house is empty in July
- Called inside the hour, while the van is still in the area
- Finds out whether the unit started working again on its own
- Refills the slot the same day, which in season is pure margin
Same-day refill70% recovery target
The good jobs get seen
A homeowner is never happier with an HVAC company than in the twenty minutes after cold air comes back. That is the only window worth asking in.
Asked while the house is cooling down
- Fires two hours after the technician closes the job, not at invoicing
- A satisfied homeowner gets the Google and Facebook link the same evening
- A complaint about the bill reaches the service manager first
- Targeting five to ten reviews a month across service and install
And answered by the person who owns it
- Every review answered, including the ones about pricing
- The technician named back, because homeowners name them
- A diagnostic-fee grumble gets an explanation, not a template
- Anything about a warranty claim reaches you the same hour
Put to work before the next heatwave
- Published against the service they had done
- Placed beside the financing block, where the hesitation is
- Feeding local search in the towns your vans actually cover
They come back
A furnace lasts fifteen years and needs attention twice a year. Everything after the install is a calendar problem, and calendars are what this stage is.
Twice a year, without a dispatcher remembering
- A pre-cooling reminder in spring, before the first hot week
- A pre-heating reminder in autumn, before the first cold night
- A filter prompt on the cycle that unit actually needs
- A yearly note on where the system is in its expected life
The questions that used to tie up dispatch
- Plan and warranty questions answered at any hour
- Moving a maintenance visit without ringing the office
- “Has my part come in yet?”
- Finding the equipment serial the homeowner needs for a rebate
Waking the old service list
- A maintenance plan that lapsed gets a call, not a letter
- Quotes declined last season revisited before this one
- A system health check as the reason to answer the phone
- A referral prompt aimed at neighbours on the same street
Delivery and installation
You can install it yourself. Most people do.
Delivered within 24 business hours of purchase confirmation. Our counter is open 9am to 5pm Central, Monday to Friday, so a Friday evening order goes out on Monday rather than over the weekend. Two things arrive: the snapshot link and a PDF that walks the whole import. The PDF is the real route, not a courtesy attachment: screenshots, the import order, what to change first and what to leave alone. Most buyers never call us.
In the price
Self-install
Included
- One GoHighLevel snapshot share link
- One PDF with the full installation instructions
- Free updates for life, sent as a fresh link
- A pre-purchase call if you want one, at no charge
Optional
Optional installation add-on
$175 one-off
Buying back an afternoon, not unlocking the product.
- Importing the snapshot into the sub-account you nominate
- Rebranding the website — logo, palette, business details, service area
- A2P / 10DLC registration and the sending setup behind it
- Email service setup: your domain email connected inside GoHighLevel
- A few extra automations where your offer needs them
Not part of installation, on any package
- Third-party integrations
- Third-party software
- Custom software development
Those three are real engineering jobs rather than configuration, so they get a fixed price and a date of their own. See how that is quoted.
Want a walk-through of the funnel before you buy, or a second opinion on which one fits? Book a call — it is free and nobody is going to chase you afterwards. Book a call.
Support scope
What the price covers, and what gets its own quote
We would rather tell you where the line is now than discover it with you halfway through a build. Everything on the left is inside the price. Everything on the right is real work we are happy to do — it just gets priced on its own.
Inside the price
- The snapshot link
- The whole funnel as a GoHighLevel share link, yours to import into as many of your own sub-accounts as you like.
- The installation PDF
- Written for this funnel rather than for GoHighLevel in general: import order, what to rename, what to connect, what to leave alone.
- Free updates for life
- When the funnel is rebuilt or extended, the new link comes to you. There is no version fee and no upgrade tier.
- A call before you buy
- A walk-through of the funnel, or an honest answer about which one fits your offer. No charge and no pipeline chasing.
Installation is an optional $175 add-on — the PDF is a real route on its own.
Quoted separately, or run by a VA
- Third-party integrations
- Connecting the funnel to a CRM, an EHR, a job-management tool or an accounts package.
- Third-party software
- Anything that needs a licence, a seat or a subscription somewhere that is not GoHighLevel.
- Custom software development
- A portal, a calculator, a bespoke dashboard — software built for you rather than configured.
Ask and you get a fixed price and a date before anything starts. Where the work is repetitive rather than technical, we will say so and put a trained VA on it instead — it is cheaper and it is the honest answer.
The season decides the year
HVAC revenue is lumpy in a way most funnels ignore. Two or three weeks a year decide whether the books look good, and in those weeks the phone system is the bottleneck, not the marketing.
The receptionist exists for exactly those weeks. It does not get flustered by forty simultaneous no-heat calls, it does not go home at five, and it books to the same calendar your dispatcher is looking at.
The quiet months are the other half of the problem. That is what the nurture and reactivation components are for — turning a dormant customer list into booked tune-ups before the technicians start sitting idle.
Maintenance plans are the asset
A household on a maintenance agreement is worth several times a one-off repair customer, because you get the recurring fee, the priority relationship and first refusal when the system finally dies.
Most contractors sell plans well and renew them badly. The renewal happens if someone remembers, and in a busy August nobody remembers. This snapshot puts renewals and win-backs on an automated schedule.
The reactivation calls target the specific list that matters: households with an expired agreement or no service call in six months, with an offer that gives them a reason to answer.
Import and go live
The snapshot is delivered into your chosen sub-account within 24 business hours, with website, calendars and automations already wired together.
The instructions cover every step of the import. On this one the pieces to make yours first are the diagnostic fee, the out-of-hours rate and the two changeover dates the seasonal campaigns fire on. Installation by us stays optional at $175.
The main configuration decision is your dispatch rules — which faults are true emergencies, what your arrival windows look like, and which jobs the receptionist is allowed to book directly.
Questions
About the HVAC snapshot
More general questions — licensing, refunds, setup — are answered on the FAQ page.
Can it tell an emergency from a routine call?
It qualifies on fault type, whether there is heat or cool at all, and vulnerable occupants, then routes accordingly. You set which conditions count as an emergency and whether they transfer to your on-call technician or simply book the earliest slot.
Does it replace my answering service?
For most contractors, yes, and that is usually where the cost is recovered. The difference is that it books to the calendar rather than taking a message for someone to action in the morning.
Will it work for a company that also does plumbing or electrical?
The HVAC intake and pages are what ship. You can add the other trades as extra service types and pages, but the qualifying scripts and copy included here are written for heating and cooling.
How quickly can I have it running before a cold snap?
The snapshot is delivered within 24 business hours. If you already have your numbers and calendars in the sub-account, the realistic constraint is your own branding and script review rather than the import.
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Want the HVAC Funnel Snapshot live this week?
Buy it and it lands within 24 business hours as a share link and an installation PDF. Add the $175 installation if you would rather it was live by Friday, or hand the whole offer to us and we build it from scratch.
All sales final once the snapshot link is sent · free updates for life · one licence covers every sub-account you own