Snapshot · HVAC Company

HVAC company GoHighLevel snapshot

Built for HVAC shops that live or die on speed-to-lead in the first cold week. Missed-call text-back fires in under 30 seconds and the estimate pipeline chases every quote until it closes or dies.

$1,440$2,230ONE-OFF · UNLIMITED SUB-ACCOUNTS
View the works order
  • White-label
  • 12 months of updates
  • Install guide included
  • All sales final once the link is sent

ST-01 · THE TERMS

Installation

We install it. It costs nothing.

Speed-to-lead in under 30 seconds. Installation is free. You get 15 hours of dedicated installation support with it, to be used within 8 days of purchase. It is an allowance of hours, not 8 days of open-ended help, so book the time in and spend it. When the 15 hours are spent, or the 8 days are up, anything further is quoted before it is started and billed as work. Nothing lands on an invoice unannounced.

Installing the snapshot into the sub-account, with the QA pass and the walkthrough
Rebranding the website: your client’s name, colours, logo, domain and booking links
A2P 10DLC registration and setup, opt-in wording checked before it is filed
Email service setup: domain email integrated in HighLevel and the sending domain authenticated
Creating a few more automations where the build needs them, and retuning the ones in it

Never in the hours, on any build: third-party integrations, third-party api work, custom software development. Those are commissioned separately and quoted before a spark is struck.

Book a call about this build

Questions, or want a look at the build before you buy it? Book a call and we will walk you through the account.

ST-02 · THE NINE

What lands in the sub-account

Nine pieces, forged for hvac company.

One list, not two. Every build carries the same nine pieces, and every part we deliver is stamped into the piece it belongs to and described once. Open a part to see what it fixes for a hvac company, what changes, and how it pays back. There are no quantities on it: what is in the build is stated, not counted.

  1. CATCHThe lead arrives and is answered
  2. HEATCold and quiet contacts brought back up
  3. STRIKEThe booking held and protected
  4. QUENCHThe finished job set as public proof
  5. TEMPERThe client kept, for years not weeks
01CATCH

Professional Website

A trade site with a page per service and per town, an emergency call bar that follows the scroll, and the estimate calendar on every page.

  • Service and town pages
  • Sticky emergency call bar
  • Estimate calendar embedded

STAMPED FROM

AI Studio websiteA town page per service area
The gap
Your client's site was built by a nephew in 2016. One page, no heat pump copy, a form that goes to a Hotmail address.
After the strike
The build ships a shop front: furnace, air conditioning, heat pump and indoor air quality pages, one page per town served, compliant opt-in forms, calendar on every page.
What it pays back
Say you would normally scope a trade site at $5,500 and six weeks of your team's time. It arrives with the build, which is margin you keep on the retainer.
FunnelsMaintenance club and estimate pages
The gap
Seasonal spend hits a home page that asks the homeowner to find a phone number, read the opening hours, and decide to call during working hours.
After the strike
Pages built for one action each: book a free system estimate, claim the seasonal tune-up price, join the maintenance club, request emergency service, apply for financing, claim a rebate.
What it pays back
If your client is paying $45 a lead on search and the tune-up page books a decent share of that traffic straight into the calendar, cost per job drops without touching the bid.
Forms and surveysUrgency, equipment, consent, in order
The gap
Your client's current form asks for a name and a message. The office then rings back to ask the three questions that should have been on the page.
After the strike
Intake opens with urgency, then property type, system age, symptom and preferred window. Opt-in language is stamped on each form, and an unhappy survey answer routes to the owner.
What it pays back
At say $45 a lead, a form that arrives already qualified means the office is not spending a five minute call proving that a lead was never a real job.
02CATCH

AI Receptionist

Picks up the emergency line at 2am when every tech is already on a call, grades the job by urgency and drops it onto the right crew’s calendar.

  • Emergency vs routine triage
  • Books to a crew calendar
  • English and Spanish

STAMPED FROM

1 AI ReceptionistThe 2am no-cool call, caught
The gap
Your client's techs are on rooftops all day. The office line rings out. A homeowner with a dead compressor in August will not call twice.
After the strike
A voice answers every ring, night or holiday, sorts danger from routine, books the routine into a service slot and pushes the danger to the on-call number.
What it pays back
Assume a heatwave week doubles the call volume and half of it lands outside office hours. If one captured call becomes a $9,200 system swap, the week pays for the build.
03CATCH

AI Chatbot

Answers “do you cover my postcode” and “what does a callout cost” on the site, SMS and Facebook before the homeowner opens a competitor’s tab.

  • Service-area check
  • Callout pricing answers
  • Web, SMS, FB, Instagram

STAMPED FROM

1 AI ChatbotLive text on the tune-up offer
The gap
A homeowner reads your client's tune-up ad at nine at night, types a question about ductless heads, and waits. Silence is a competitor's opening.
After the strike
Replies land on the widget, SMS, email, Facebook and Instagram. It quotes the diagnostic fee, checks the service area, notes the system age, and takes the booking.
What it pays back
Say the ad set spends $1,500 a month and a third of the replies arrive after hours. Answering those instead of losing them changes the cost per booked call, not just reply time.
04HEAT

AI Outbound Caller

Rings the estimates that went quiet and the homeowners whose last service call was a year ago, so a dead quote gets one more real conversation.

  • Quotes silent past day 7
  • Annual service due
  • Voicemail with a booking link

Runs on Workflows and Nurture campaign, described once where they are stamped rather than twice here.

05STRIKE

Smart Appointment System

Confirms the slot the second it is taken, then runs the reminder ladder and the on-the-way text that stops a wasted truck roll.

  • 24h, 1h and 15min ladder
  • On-the-way text with ETA
  • Recovery call inside 60 min

STAMPED FROM

Appointment reminders, confirmations and no-show recoveryWindows held, trucks not wasted
The gap
The install crew arrives for an 8am changeout and the homeowner is not up, has not cleared the attic hatch, and the whole day slides.
After the strike
Confirmation the second the slot is taken. Prep notes with the reminders. An ETA text from the van. Then a recovery call on anything that slips.
What it pays back
On a truck cost of say $110 an hour, three dead runs a month is a technician's week. Recover most of them and the maths stops being close.
06QUENCH

Review Automation

The engine behind the ask: SMS first, email second, who already left one, who gets a second nudge and who is left alone entirely.

  • SMS then email cadence
  • Two follow-ups, then stop
  • Suppresses anyone reviewed

STAMPED FROM

Review automationAsked while the house is cool
The gap
The tech restores cooling on the hottest day of the year, the homeowner is delighted for about an hour, and nobody asks them for anything.
After the strike
The request goes out when the job is marked complete. SMS first, email later, a satisfaction check before the public ask, and anyone who already reviewed left alone.
What it pays back
Tuned toward 5 to 10 reviews every month. If a rival in the map pack has sat on the same review total since spring, that pace is a visible position change.
07QUENCH

Review Harvesting

The ask fires post-job, the moment the tech marks the work complete and the invoice clears, while the homeowner is still standing in a fixed house.

  • Trigger: job marked complete
  • Google and Facebook links
  • Satisfaction check first

Runs on Review automation, described once where they are stamped rather than twice here.

08TEMPER

Lifetime Nurture Campaigns

Pre-season tune-up reminders, filter and service prompts, and the referral ask that turns one good job into the neighbour’s.

  • Pre-season tune-up prompts
  • Maintenance plan renewals
  • Neighbour referral rewards

STAMPED FROM

Nurture campaignRepair or replace, over months
The gap
A fourteen year old furnace gets a $9,000 replacement number in April. The homeowner nurses it through one more winter because nobody kept talking.
After the strike
Touches spaced over months, not days. Running costs set against their own unit, financing terms, rebate deadlines, and a nudge when equipment age crosses the replacement line.
What it pays back
If a utility rebate expires at the end of October and your client's list holds sixty ageing systems, one timed email run is worth more than a month of cold calling.
Seasonal automationFirst cold snap, first heatwave
The gap
Demand arrives in two spikes and both are weather, not marketing. Miss the fortnight before the spike and your client chases emergencies at overtime rates all season.
After the strike
Both seasonal runs are dated off a regional value in the sub-account, so a Florida install and a Michigan install fire on their own weather rather than one shared calendar.
What it pays back
Assume the shoulder-season service is priced at $119 and roughly one visit in four turns up a repair worth quoting. Fill April and October and the busy months stop being the only profitable ones.
09TEMPER

Database Reactivation

Works the customers who have not called in six months and the estimates that were never won, with an AI call and a seasonal reason to book.

  • 6 month dormant trigger
  • Lost-estimate win-back
  • AI calling campaign

Runs on Nurture campaign and Custom fields, described once where they are stamped rather than twice here.

THE FRAME

Four parts belong to no single piece. They carry all nine, which is why they are listed once, here, rather than nine times above.

Pipelines

Lead, estimate issued, install scheduled

The gap
Your client cannot tell you what happened to the $11,000 furnace estimate issued nine days ago. It is a note in a phone and a rough memory.
After the strike
Stages land in the sub-account already stamped: new lead, triaged, visit booked, estimate out, sold, installed, plan active. Every card shows how long it has been sitting.
What it pays back
If your client issues twelve estimates a month at $8,500 and two die of neglect, moving one of those into sold is a hand-off they will renew the retainer over.

Workflows

Dispatch routing and plan renewals

The gap
Maintenance plan renewals arrive in a month when the phones are already loud. Nobody sends the notice, the plan dies, and the customer becomes anybody's.
After the strike
The line runs itself: emergency intake to the on-call tech, plan renewal notices ahead of the date, lapsed win-backs, filter prompts, and a replacement pitch on ageing equipment.
What it pays back
At $28 a month per maintenance plan, holding fifty plans that would otherwise have quietly lapsed is recurring revenue your client can bank on through a mild winter.

Custom values

One build, any market, any brand

The gap
Installing the same build for a second HVAC client means finding every place the first client's name, dispatch number, plan price and season dates were typed in.
After the strike
Pre-mapped placeholders carry it: trading name, service area, diagnostic fee, maintenance plan tiers and pricing, season start dates, dealer brands carried, licence number, booking links, opt-out wording.
What it pays back
If you bill $2,500 to onboard an HVAC client and the values take an hour rather than two days, the second install is where the agency margin actually shows up.

Custom fields

Model, tonnage, refrigerant, plan tier

The gap
Two homeowners on the same list. One has a three year old inverter unit, one has an R22 relic. The same email goes to both.
After the strike
Every contact carries make, model, tonnage, refrigerant type, install year, filter size, warranty expiry, plan tier and renewal date. Segments build themselves off those, not off guesswork.
What it pays back
Say the list holds two thousand contacts and eighty carry pre-2012 equipment. Mailing eighty at a $9,200 job value beats mailing two thousand, and the send costs a fraction.

Nine pieces in every build, never eight and never ten. The 70% no-show recovery and the 5 to 10 reviews a month are what these pieces are tuned to produce. They are targets we build to, not measured results from a named client.

ST-03 · THE HEAT

Automation

The workflows that do the work.

The workflows that carry the load, by name. The rest are listed in the install guide.

Missed call text-back (30s)
Speed-to-lead 5-touch sequence
Estimate follow-up 21-day
Job reminder + on-my-way
Post-job review request
Dormant customer reactivation

FUNNELS

  • Booking
  • Estimate request
  • Emergency call
  • Maintenance plan
  • Review
  • Referral

PIPELINE STAGES

  • New lead
  • Estimate issued
  • Job scheduled

CALENDARS

  • Estimate
  • Service call
  • Install
  • Emergency

Named, not counted. What each of them is for on a hvac company build is in the pieces above.

ST-04 · THE LINE

How the complete system works

Lead capture to lifetime client.

The nine above are what lands in the account. This is the run: five stages, three moving parts each, in the order they fire for a hvac company build.

  1. 1CHARGE

    Everything that comes through the door

    Four ways in, one routed path, nothing left ringing.

    A burst pipe does not wait for office hours, so nor does the line that answers it.

    The line that never rings out

    • Picked up on the first ring, at any hour
    • Works out what the caller wants by asking, not by menu
    • Puts them in a slot before the call ends
    • Switches between English and Spanish mid-conversation
    • Passes a live one to your team while they are still on
    • 24/7 pickup
    • Books in-call
    • EN/ES

    Typed enquiries, wherever they are typed

    • SMS, email, Messenger and Instagram answered in seconds
    • The site widget runs the same qualifying questions
    • Writes job type and preference straight to the record
    • Hands over to a person the moment it should
    • Drops the contact into follow-up as the chat closes
    • Five inboxes
    • One script
    • Human handoff

    Form fills and paid traffic

    • Every submission starts the ten-day run
    • Email, SMS and AI calling work the lead together
    • Routed by job type to the right path
    • Source stamped on the record for attribution
    • Carried into the estimate visit without a manual step
    • Attribution
    • Three channels
    • Auto-route
  2. 2SOAK

    Bringing a cold lead up to temperature

    Ten days of heat on a homeowner who would otherwise cool to nothing.

    Most estimates die in the gap between the quote and the third follow-up nobody made.

    Days one to three, in writing

    • Opens with the offer, not a greeting
    • What the work involves, written for the trade
    • Proof from people in the same position
    • One thing to do: pick a time

    Days four to seven, by text

    • A dated offer with a reason to move now
    • One short line of proof, not a paragraph
    • A booking link that takes a single tap
    • Pressure without the shouting

    Days eight to ten, on the phone

    • A call that reopens the conversation
    • Meets the objection that stalled them
    • Takes the estimate visit while they are still talking
    • Leaves something worth returning if not
  3. 3STRIKE

    Holding the booking once it is made

    A slot that stays filled, and a way back when it does not.

    A missed appointment is a truck, a tech and half a day, gone.

    Confirmed the moment it is set

    • Text with the details, sent immediately
    • Calendar file for Google and Outlook
    • Email copy written to the contact record
    • Pre-visit questionnaire sent ahead of the visit

    Three reminders, falling closer

    • A day out, by text and by email
    • An hour out, the on-the-way note
    • Fifteen minutes out, the last word
    • Moving the slot takes one tap, not a call

    When the slot is missed

    • Called back inside the hour, not the next morning
    • Finds out what happened in conversation
    • Puts them back in the diary on the same call
    • Inside 60 min
    • 70% recovery target
  4. 4QUENCH

    Setting the finished job as public proof

    Every completed job cooled into something a stranger can read.

    Trades live and die on the local map pack, and the map pack runs on recent reviews.

    Asking at the right moment

    • A satisfaction check two hours after the job
    • Happy: the Google and Facebook links follow
    • Unhappy: raised internally, never pushed public
    • Typically five to ten reviews a month, unattended

    Answering what comes back

    • Every positive review gets a reply
    • Written to the review, not from one template
    • Negative ones answered with care, not defence
    • Anything serious lands with a person

    Putting the proof back to work

    • Review text published back onto the site
    • Trust signals where the decision gets made
    • Lifts conversion on pages that already rank
    • Feeds what Google reads for local position
  5. 5TEMPER

    Keeping the client for years, not one job

    The homeowner stays on the books long after the invoice clears.

    Boilers, drains and air handlers all come round again. The system remembers when.

    Staying in view

    • Prompts timed to the trade calendar
    • A check-in every quarter
    • Something on the birthday and the anniversary
    • A yearly prompt to review the arrangement

    Answering without you

    • Common questions handled at any hour
    • Moves an appointment without a phone call
    • Reports where things stand on request
    • Finds and sends a document when asked

    Going back to the quiet list

    • Six months of silence opens the trigger
    • A return offer with something real in it
    • A referral ask once a month
    • A VIP tier for the homeowners who keep returning

ST-05 · THE CASE

Why it is worth forging

What it costs you today.

Cold metal

  1. 01The 2am call goes to voicemailEmergency work is won by whoever picks up. Out of hours, after a callout, mid-job on a roof — the phone is unanswered and the homeowner rings the next name on the list.
  2. 02Estimates die in silenceThe quote goes out, nobody follows it up past day three, and it quietly becomes somebody else’s job. Most shops have no idea how many.
  3. 03No-shows burn a truckA missed appointment is not one lost hour. It is a tech, a van, fuel and half a day that cannot be resold.
  4. 04Two reviews since MarchThe map pack ranks on recent reviews. Techs mean to ask, then they are on the next call, and the profile goes stale.

After the forge

  1. Every call answered, day or nightEmergency triaged, routine booked, nothing left ringing while the crew is under a house.02 AI Receptionist
  2. Quotes chased without a phone callEstimates that go quiet get a real conversation on day seven, not a reminder nobody sends.04 AI Outbound Caller
  3. Fewer wasted truck rollsConfirmation, three reminders and an on-the-way text, then a recovery call inside the hour when it still goes wrong.05 Smart Appointment System
  4. The review asks itselfThe moment the job is marked complete and the invoice clears, the request is already sent.07 Review Harvesting
  5. Last year’s customers, back on the boardSix months quiet triggers an AI call with a seasonal reason to book rather than a generic newsletter.09 Database Reactivation

Forged for

  • One to fifteen trucks running heating, cooling, refrigeration or ductwork
  • Thirty or more inbound calls a week, with a real after-hours problem
  • Someone who quotes on site and follows up from a phone
  • A shop that already spends on Google or Local Services ads

Not forged for

  • Commercial-only contractors selling through tender and procurement, where the buying cycle is nothing like this
  • A single operator who answers every call personally and is already at capacity
  • Anyone unwilling to mark a job complete in the CRM, because that trigger is what fires the review engine

If that second list is you, say so on the build call. We would rather tell you a hvac company build is the wrong shape for you than take the money and watch it sit in a sub-account.

The sums, shown

One worked scenario, with every assumption printed. Swap your own numbers into the left column and the rest follows. These are illustrative figures, not measured results from a client.

Assumptions

Calls a week60
Calls that reach voicemail15
Average job value$450
Jobs won per answered call1 in 4

What follows

Missed calls a month15 a week x 4 weeks60
Now answered and qualifiedthe receptionist does not sleep60
Extra jobs booked60 answered / 415
Revenue on those jobs15 x $450$6,750

Hours back

Off the phone60 calls x 4 min4h
Off estimate follow-up40 quotes x 3 touches x 2 min4h
Off review chasing25 asks x 4 min1.5h
Totalabout 9.5 hours a month

When it pays back. One recovered job pays for the build. The rest of the month is margin.

ST-06 · THE RESULT

What changes for the client

Day one, this happens.

  • Every inbound call that goes unanswered gets a text within 30 seconds
  • Estimates chase themselves for 21 days across SMS, email and voicemail drop
  • Review requests fire the moment a job is marked complete

We install it, free.

Installation is free on every build in this catalog. We import it into your client’s sub-account, map every custom value, reconnect the integrations and walk a test contact through every workflow. You get a QA report before the client ever logs in.

InstallFree
Support15 hours, within 8 days
IncludesQA report + walkthrough
Book the install call

ST-07 · THE SCOPE

Delivery and support

What the forge takes on.

Clear lines rather than small print. The build and everything it automates stay on our floor. Work that reaches outside HighLevel is commissioned separately and quoted first.

On the floor

  • Installing the snapshot into the sub-account, with the QA pass and the walkthrough
  • Rebranding the website: your client’s name, colours, logo, domain and booking links
  • A2P 10DLC registration and setup, opt-in wording checked before it is filed
  • Email service setup: domain email integrated in HighLevel and the sending domain authenticated
  • Creating a few more automations where the build needs them, and retuning the ones in it

Commissioned separately

Third-party integrations
Anything that has to talk to a system outside HighLevel: an EHR, a shop management system, a wash controller, a comparative rater.
Third-party API work
Keys, endpoints, retries and error handling. Two-way syncs, webhook relays and scheduled migrations.
Custom software development
Portals, calculators and internal tools. Real software, scoped and priced as software.

Anything in the second list is quoted before a spark is struck, or handed to a dedicated VA on a monthly retainer if you would rather have hands than a project. It is never billed to you as a surprise.

Delivery24 business hours
InstallationFree
Install support15 hours, within 8 days

Out of the fire and into the sub-account inside 24 business hours of purchase confirmation. The floor runs 9am to 5pm Central, Monday to Friday, and nothing ships at a weekend, so a Friday afternoon order is struck on Monday. Installation is free. You get 15 hours of dedicated installation support with it, to be used within 8 days of purchase. When the 15 hours are spent, or the 8 days are up, anything further is quoted before it is started and billed as work. Nothing lands on an invoice unannounced.

ST-08 · QUESTIONS

HVAC Company FAQ

Before you install.

Proof

From agencies running these builds.

Sample entries. DFY Foundry is a young shop. These cards show how the wall reads and stand in until real clients give us reviews to publish. No rating is claimed to Google while this note is here.

Sample

The HVAC build went into a client sub-account on a Tuesday and the receptionist was taking overnight calls by Thursday. The QA sheet meant we did not have to test it ourselves.
Sample entryAgency owner, Placeholder Agency

HVAC COMPANY SNAPSHOT

Sample

What we bought was the three weeks we did not spend building workflows. The spec sheet listed every one of them before we paid.
Sample entryOperations lead, Placeholder Agency

DENTAL CLINIC SNAPSHOT

Sample

The legal build screens matters before they reach a diary. That alone changed what our client does with their week.
Sample entryFounder, Placeholder Agency

LEGAL PRACTICE SNAPSHOT

Sample

Twelve hours of install support inside ten days, with a named person rather than a ticket queue. We used about eight of them, mostly on A2P.
Sample entryTechnical lead, Placeholder Agency

ROOFING COMPANY SNAPSHOT

Sample

The review engine fires when the job closes rather than when somebody remembers, which is the difference between a profile that grows and one that does not.
Sample entryAccount manager, Placeholder Agency

PLUMBING BUSINESS SNAPSHOT

Sample

We install these under our own brand and the client never sees a third party. The white-label side was done properly, not bolted on.
Sample entryAgency owner, Placeholder Agency

WHITE-LABEL AGENCY SETUP

6 published reviews, each one from an agency whose build we shipped

ST-10 · SHIP

Forge the hvac company build.

Take the snapshot on its own, or have us install and test it in your client's sub-account. Either way you get the spec sheet.

Book a build callSee all snapshots

$1,440 ONE-OFF · UNLIMITED SUB-ACCOUNTS · 12 MONTHS OF UPDATES