Workflow automation
for HVAC.
Keep the next service handoff clear.
Map the coordination between intake, dispatch, and the office. Routine bookings, urgent calls, and maintenance agreements need different paths.
Start with work you recognize.
Call intake
Capture the request and route urgent concerns to your dispatcher using your approved escalation process.
Maintenance agreements
Track renewal outreach separately from a customer’s next service appointment.
Parts updates
Connect a confirmed parts status to the person who owns scheduling.
Maintenance renewal follow-up.
An example to work through with your team.
An agreement reaches your team’s chosen renewal review point.
Confirm the customer, agreement, and current status.
Ask the account owner to review the renewal details.
Send approved outreach and record the customer’s response.
Does this agreement still need renewal outreach?
Clear to continueRecord the confirmed next action and move to the appropriate handoff.
Exception to handleStop stale reminders. Route questions about service or agreement terms to the account owner.
- Accountable owner
- Service coordinator
- Useful outcome
- A recorded renewal decision or a named follow-up owner.
Get the rules clear.
- Where are agreement dates recorded?
- Who confirms renewal terms before outreach?
- What stops reminders when a customer calls instead of replying?
Start with the work you already know. Steve, your AI process designer, helps you choose a process worth automating, map its handoffs and decisions, and create a phased build plan. Connection options and permissions need checking during implementation. You can continue building with his guidance.
Explore the next step.
Is answering the phone the immediate need?
Katie is the managed AI receptionist service. Try a demo for your business and arrange a kickoff with Evan, Aperture’s founder.
Meet Katie and try the demo →