Texas-first automation for HVAC contractors
ClearAutomations is the front desk for HVAC contractors. We build the AI employee that answers every call, recovers missed leads, follows up on estimates, and keeps reviews coming, for companies that cannot afford slow response during Texas heat.
2 min
target callback task
85%
of voicemail callers never call back
$350+
cost of one missed service call
The leak is speed-to-lead
No-cool calls arrive after hours, on weekends, and during heat waves when every competitor is one tap away. The average shop misses 27% of its calls, and 85% of callers who hit voicemail never call back.
Estimate requests get quoted once, then disappear into inboxes, sticky notes, or a dispatcher memory stack. A missed service call costs $350 or more. A missed replacement call can cost $7,500 to $14,000.
Maintenance plans, review requests, and aging equipment opportunities are valuable, but rarely get consistent follow-up.
The first build focuses on lead response, booking, and owner visibility. It does not replace your dispatcher, field-service platform, or technician judgment.
Start with the $1,000 AI Assessment.
Build · Stage 1
The core build - demo workflow ready
Faster callbacks and fewer lost emergency leads
Setup
Scoped in Assessment
Monthly
Scoped in Assessment
Timeline
2-3 weeks
The system prioritizes speed and routing. It should not promise availability, pricing, or technician diagnosis without your approved rules.
Build · Stage 2
Added after CRM and quote process review
More quotes turned into booked installs
Setup
Scoped in Assessment
Monthly
Scoped in Assessment
Timeline
2 weeks
This phase works best when the company already tracks estimates or can export them from its field-service platform.
Build · Stage 3
Added after emergency and quote flows are stable
More repeat work and stronger local proof
Setup
Scoped in Assessment
Monthly
Scoped in Assessment
Timeline
1-2 weeks
Review and SMS workflows require opt-in, unsubscribe language, and realistic frequency caps before production use.
Everything starts with the $1,000 AI Assessment. We quantify exactly how many calls you're missing and what each is worth, then build from there. The fee credits toward the build. The build below is what your AI front desk looks like for HVAC, scoped in your Assessment with 4+ integrations wired in (phone, CRM, SMS, and your calendar or field-service platform). By month 3 you get a simple ROI report: the booked jobs and recovered revenue the system actually generated. Production launch requires real phone, CRM, dispatch, and opt-in settings to be reviewed first.
TCPA-aware outreach
Production SMS and callback flows need opt-in, unsubscribe language, quiet hours, and frequency caps. We only text people who contacted your business directly (no purchased or shared lists), and opt-outs are honored whether someone replies STOP or just asks to stop.
No diagnosis promises
AI scripts collect context and route leads; technicians and dispatchers remain responsible for diagnosis and commitments.
Customer privacy boundary
Do not collect gate codes, payment cards, private notes, or sensitive emergency details through public demo forms.
Dispatch-platform friendly
Designed to sit beside ServiceTitan, Housecall Pro, Jobber, FieldEdge, HubSpot, or a simple spreadsheet pipeline.
Add to the build
Add-on - scoped in Assessment
Document exactly when automation should route to dispatcher, owner, technician, or normal office follow-up.
Add-on - scoped in Assessment
Turn completed jobs into a simple, compliant review request system with owner visibility.
Add-on - scoped in Assessment
Import old customers or maintenance members and build a seasonal reactivation workflow.
Tools policy
The demo uses n8n as the automation backbone and can connect to the contractor-owned CRM, phone, email, and dispatch stack after account access is approved.
Self-hosted n8n
Coordinates form intake, callback queues, follow-up sequences, review requests, and owner digests.
Retell AI (or approved voice agent)
Handles scripted lead capture and callback support without promising diagnosis, pricing, or technician availability.
HubSpot or existing CRM
Stores lead status, service type, urgency, quote stage, and follow-up tasks in the contractor's account.
Twilio, Telnyx, Resend, or Gmail
Used for production messaging only after sender identity, opt-in, and unsubscribe rules are configured.
Unapproved personal cell routing
Avoid routing customer emergencies to a personal phone without hours, ownership, and backup rules.
AI pricing or diagnosis
The demo does not let AI quote repair prices, diagnose equipment, or promise dispatch windows without approved business rules.
Unregistered automated SMS
Even one automated text requires A2P 10DLC registration. Registration, opt-in records, and unsubscribe handling come first in every build; no SMS goes live before it.
Hidden lead ownership
ClearAutomations should not own the contractor's phone number, CRM, workflow exports, or customer list.
Illustrative results
| Metric | Today | Modeled System |
|---|---|---|
| After-hours emergency calls | Voicemail, owner cell, or next-day callback | Callback task and routing in under 2 minutes |
| Missed estimate requests | One manual reply, then no structured follow-up | Follow-up sequence with lost-reason tagging |
| Maintenance renewals | Seasonal reminders when someone remembers | Segmented renewal and tune-up campaign |
| Owner visibility | CRM checks and call log guesswork | Weekly digest of leads, booked jobs, and leaks |
Shops that fix speed-to-lead typically recover 28-30% of lost leads. At HVAC ticket sizes, that models out to $15,000 or more in monthly recovered revenue for a 150-lead shop. This is a planning model, not a case study.
Your website, CRM, phone numbers, workflows, scripts, and handoff docs stay in your accounts.
True emergencies (no-cool in a heat wave, no-heat in a freeze, medically heat-sensitive households) route to a human immediately. The AI never holds them in a queue.
The demo is designed around summer spikes, after-hours calls, storm-driven demand, and replacement quotes.
Common questions
No. The system captures and prioritizes leads, then routes them to your approved dispatcher, owner, or CRM process.
Yes, as an intake and routing layer. It should collect context, score urgency, and trigger the right callback path without promising diagnosis or availability.
The first build can run beside those systems. Direct integrations depend on the platform, account access, and API/export options.
Yes, after opt-in, unsubscribe language, sender setup, and frequency caps are configured. The demo keeps those rules visible instead of burying them.
Only business workflow information: company, contact, service area, tools, lead volume, after-hours process, and the biggest revenue leak.
Start with the missed-call lane
We will review your lead intake, after-hours coverage, callback speed, estimate follow-up, review flow, and maintenance plan opportunities. The big platforms are built for big operations. I personally build and run yours, and you can call me.
Do not include payment details, private customer notes, gate codes, access instructions, or emergency details that should remain inside your dispatch system.