Agreements lapse and past customers never hear from you in the slow months. We build the systems that renew tune-ups, chase replacement quotes and fill the shoulder seasons, inside the software you already run.
Jay Awal · Founder and Systems ArchitectiMessage
Today 9:05
Example: a tune-up reminder books a slow-season visit
Your techs are slammed in July and waiting on work in October. Meanwhile your past customers never hear from you between seasons.
Tune-ups are the steady work that carries you through the slow months. If renewals depend on someone remembering, customers quietly drop off.
A comfort advisor leaves a big estimate on the kitchen table. Nobody has time to follow up, and a homeowner comparing three bids goes with whoever stayed in touch.
You fixed their AC two summers ago and never reached out again. When the system finally needs replacing, they hire whoever sent the last mailer.
You dispatch, price the big jobs and know which customers are on agreements. In peak season you cannot take a day off, and in the slow season nobody else knows who to reach out to.
In the rush, form fills, texts and emails sit until the office catches up. By the time someone replies, the homeowner booked whoever got back first.
The slow months fill from customers you already have. Here is what they get before the board goes quiet. An example of the first system most HVAC companies should look at. Your agreement terms, prices and schedule go in before anything sends.
Set it to match your business. Nothing is saved or sent. Sales and hours are counted separately.
Sales at risk = leads a month × your close share × average value × 12 months × the share lost at your reply speed (0%, 30%, 55% or 70%, our planning assumptions). Busywork = 60% of your weekly hours at $35 an hour for 50 weeks. These are estimates, not promises.
Jay Awal has been the owner doing everything by hand at midnight. He started DispatchCo to build owner-run businesses the same kinds of systems his own businesses run on.
Before each season turns, agreement customers and past customers get a reminder with open slots, sized to what your techs can take.
Renewals go out before the agreement runs out, with a follow-up if nobody replies, so the steady work stops depending on memory.
Open estimates get a follow-up sequence that stops the moment the customer replies or books.
Customers you have not seen in a while hear from you with an offer you approve, with consent checked first.
HVAC companies often run ServiceTitan, Housecall Pro, FieldEdge or Jobber. We build around what you have and check how it connects before we quote the work.
Your CSRs and comfort advisors stay. What changes is who remembers your customers between seasons.
Anyone who asks for a human gets one. It is there to catch what your office cannot, never to wall customers off from you.
A gas smell or a carbon monoxide alarm is never handled as a booking. It follows the safety script you approve, which starts with getting everyone out and calling 911, and your on-call tech gets paged.
It only quotes what you approve. Replacement pricing stays with your comfort advisor.
Automated texts need the right consent. We set up the wording and the record of it before anything sends.
Every system comes with training for the people who run it.
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No surprises. You see the full scope and price before any work starts.
Our published case study is a care agency, not an HVAC business. The problem was the same: work sat waiting for someone to send the next step. We moved their forms online and built a back end that sends it on its own. Licensing went from about 6 months to under 90 days, depending on the state agency.
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10 questions. See your score and top 3 blind spots right away.
Start my audit30 minutes on Zoom. We go over your report, check the numbers and agree on the first fix.
Biggest blind spot first, with your people trained to run it. The next system follows by day 90.
For Deployment clients. The extra system is no bigger than the smallest one in your Deployment, and it's delivered within 30 days.
Tune-ups and renewals go out before the slow months, not after the board goes quiet.
You can see who is due, who renewed and who needs a personal call from your office.
You can see what is open, how old it is and what happens next.
No. It takes the follow-up nobody has time for: quotes, renewals, reminders and check-ins. Your office stays the voice customers talk to, and anyone who wants a person gets one.
That is your call within the law, and some states require disclosure. We recommend being upfront, and giving people an easy way to reach a person.
No. The goal is to make the software you already pay for do more. If something cannot connect, we tell you during the Blueprint, before you pay for a build.
It can. We can map it now while the pain is fresh and go live when you have room, so the slow season starts with a full follow-up list. Either way, we do the build inside your accounts.
It only books what your rules allow, and your office can see and change everything. We test against your real job types before it goes live, and we watch it closely in the first weeks.
Summer is rarely where the money slips. The value is in renewing agreements, closing open replacement quotes and filling the slow months with customers you already have. The 3-minute Blind Spot Audit shows where your money actually is.
Often that is the fastest win. Past customers already know you. We check what consent you have first, because marketing texts have real legal rules. Where text consent is missing, we start with email.
You own every system, login and document. You see the work at a weekly check-in, and you can stop anytime and keep what is built. Deployment clients also get a written guarantee, measured against a baseline we both sign in week 1.
It depends on what we build, so we scope it from your Blind Spot Audit and a call. A 6-person shop and a 60-person company need different things. You see the full scope and price before any work starts.
We build it inside the software they already log into, write the playbooks with them and train them on their own real work. People use what they helped shape.
About 30 minutes a week to approve things and tell us what's off. You know your business, we know the build.
No. Blueprint, Deployment and Workshop are separate decisions. Stop after any of them and keep everything we made.
It comes with every Deployment. In week 1 we time the jobs we're automating with you and we both sign that number. At day 90 we time them again the same way. If your team isn't saving 10 hours a week, we build one more system free, no bigger than the smallest one in your Deployment, within 30 days. It applies when you've done your part: the week-1 timing, access within 5 business days, the weekly check-in, playbook approvals within 3 business days, and running the work through the systems.
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