CRM for HVAC Companies

• The problem

  A no-cooling call comes in and nobody knows what unit is on site.

  In Kompot.ai

  The customer record keeps each unit — brand, model, serial number, install date — as custom fields, next to past jobs and call recordings. The technician opens the job and reads it before leaving the shop.

• The problem

  Maintenance agreements renew late, or lapse without anyone noticing.

  In Kompot.ai

  Keep the renewal date on the customer and let a scheduled workflow create a task and message the customer before the agreement runs out. Recurring plans can be billed as subscription invoices.

• The problem

  The office cannot tell which technician is free this afternoon.

  In Kompot.ai

  Every job has an assignee, a time window and an address, and shows on the shared calendar and on a board by stage. Dispatch sees who is where without phoning around.

• The problem

  A quote for a replacement system goes out and is never followed up.

  In Kompot.ai

  An estimate shows whether the customer opened it and whether they approved it. An approved estimate becomes an invoice without retyping, and an unanswered one can raise a follow-up task.

• The problem

  Invoices leave the office days after the visit, and payment drags on.

  In Kompot.ai

  Create the invoice from the job the same day and send a payment link. The customer pays by card online, the payment is recorded against the invoice, and overdue ones are flagged for you.

What you keep on record

Equipment on site

Brand, model, serial number and install date of each furnace, condenser or air handler, as custom fields on the customer.

Maintenance agreements

Plan type and renewal date on the customer, with the signed agreement stored as a document.

Service history

Every job, note, photo, call recording and message on one customer page.

Parts and labor

Your price list of services and parts, ready to drop into an estimate or an invoice.

Questions owners ask

Can I track maintenance agreements and their renewal dates?

Yes. Keep the plan and renewal date as fields on the customer, bill recurring plans as subscription invoices, and use a scheduled workflow to remind you and the customer before renewal.

Can technicians use it in the field?

Yes. Kompot.ai opens in a phone's browser. A technician sees their jobs, reads the customer's history, adds notes and photos and updates the stage of the job.

How do estimates for a replacement system work?

Build the estimate from your price list and send it to the customer. You see when it was viewed and approved, and an approved estimate converts into an invoice.

Which phone numbers does it work with?

Calls run through a Twilio, Telnyx or Vonage number connected to your workspace. Calls are recorded and transcribed, and each one is saved on the customer's record.