Work that runs itself.
Asking for the review. Confirming tomorrow’s appointment. Chasing the quote you sent three weeks ago. None of it is difficult and all of it gets skipped, because it only happens when somebody remembers. These run on a schedule instead, in your words, and stop the moment a customer replies.
- From
- $2,300 + $575 / month
- Runs
- Reviews, reminders, follow-up
- Stops when
- They reply or opt out
What can workflow automation do for an HVAC contractor?
It handles the repeat jobs that depend on somebody remembering: asking every finished customer for a review, confirming and reminding appointments, following up on estimates that went quiet, nudging customers due for maintenance, and reactivating people who have not called in a year. Each one runs on its own schedule, sends under your business name, and stops as soon as the customer responds.
- Review requests
- After every completed job
- Appointments
- Confirmed and reminded
- Estimates
- Followed up for three weeks
- Maintenance
- Seasonal reminders before the rush
The jobs it takes over
- Review requests
- Every finished job asks, within the hour, while the customer still remembers the technician’s name. It asks everyone — filtering for the happy ones is review gating, it breaks Google’s policies, and it can get a profile suspended.
- Bad reviews, caught early
- A low rating alerts you immediately, so it is still a phone call rather than a public complaint. We draft the reply; you approve it.
- Appointment confirmations
- Sent when the job is booked and again the day before — which is where most no-shows quietly disappear.
- Estimate follow-up
- A few touches over three weeks on quotes that went quiet. In this trade most closed jobs come from the second or third contact, not the first.
- Maintenance reminders
- Seasonal nudges to customers due for a tune-up, timed before the rush rather than during it.
- Dormant customers
- A campaign to people who have not called in a year or more. Usually the cheapest work in the whole system, because they already know you.
- Built on consent
- Messages go only to customers who agreed to receive them, every one identifies your business, and opt-outs take effect immediately — TCPA for texts, CAN-SPAM for email.
Questions about this
Will it pester my customers?
No. Every sequence stops the moment someone replies, books, or opts out, and the cadence is deliberately short — a few touches over three weeks, not a message a day. You approve the wording before anything sends.
Can you only ask the customers who were happy?
No, and you should not want to. Filtering for positive reviews is called review gating, it violates Google’s policies, and profiles get suspended for it. A suspended profile costs far more than a handful of four-star reviews. We ask everyone and catch the unhappy ones early instead.
Is texting my customers legal?
Yes, when it is done under the consent rules. The TCPA governs automated texts: the customer has to have agreed, every message has to identify who is sending it, and opt-outs have to work immediately. Sending numbers get registered before anything goes out. We are not attorneys and will follow whatever your counsel specifies.
Why is the price "from" rather than a number?
Because this is the one service where scope genuinely varies. A single review-request flow is a different job from six workflows wired across your CRM, your dispatch system and your phone, with logic that branches. Quoting one number would mean overcharging the simple jobs or losing money on the complex ones. What moves it: how many workflows you want, how many systems they connect to and whether those systems have a usable connection, whether the logic branches, and how clean your customer data is. You get the real number after the audit, before you commit to anything.
Does this include booking into my calendar?
Confirmations and reminders for jobs already on the calendar, yes. Taking a customer and putting a new job on the calendar is scheduling, which means connecting to your dispatch system and following your rules — that is quoted separately because it is integration work rather than configuration.
Does it work with my software?
Usually. It connects to ServiceTitan, Housecall Pro, Jobber and most common systems. If yours is unusual, tell us what it is and we will say honestly whether it connects. Nothing new gets added to your team’s day — the work happens around the system you already use.
See what a customer sees.
Send us your business name and we will run a full audit of what somebody searching for you actually finds — site, Google listing, citations, reviews, and the three shops outranking you. Normally $2,000. Free, no call required.