OPERATING SYSTEM — HVAC CONTRACTORS
The HVAC OS
The operating layer for residential and light-commercial HVAC shops. Runs on top of the CRM and tools you already pay for — and does the operator-side work they leave on your desk.
See the system run.
One real event, start to finish — the workflows firing, the skills drafting, the owner report updating. This is the operator-side work The HVAC OS does for you. Decide in seconds whether from $49/mo is worth it.
A live schematic of the operator-side work HVAC OS runs automatically. You stay in control — it drafts, routes, and flags.
An operating layer,
not another CRM.
A Notion workspace, working automations, Claude Skills, and a community channel — engineered for the operator-side work your CRM leaves on your desk.
Triage inbound lead
Fires on a POST to /wh/hvac/new-lead. The lead is deduped against Customer Records and open Lead Intake rows, source-attributed, urgency-scored from the issue text plus the current outdoor temperature at the service ZIP, and routed to an active tech — then the first touch goes out by text and/or email and the assigned tech is emailed the job details.
Build estimate draft
Polls Jobs & Dispatch every 15 minutes for a completed job that needs a quote and drafts one estimate per run into Estimate Pipeline — scope, priced line items from the rate card inside the Pricebook Lookup node, and customer-facing copy written onto the estimate page — then parks it at Awaiting Owner Review. Nothing reaches the customer until the owner…
Schedule maintenance visits
Runs Monday 9am. Every maintenance-plan member due in the next 30 days is clustered by ZIP into tech-days, offered two windows by text and/or email, and — for everyone actually reached — penciled onto the dispatch board at the first window; the office moves anyone who replies asking for the other one.
Run after-service follow-up
Every 15 minutes, inside 9am-7pm Mon-Sat, this finds jobs that went Complete at least 24 hours ago with no review row yet and sends the 0-10 ask by text and/or email. Replies are not read for you — type the customer's number into NPS Score on the Reviews & Callbacks row and the next pass branches on it: promoters get the Google link, passives a thank-you…
Replenish truck stock
Weekday mornings at 6am, every part whose Truck or Warehouse Current has fallen below par becomes a reorder line, grouped into one draft purchase order per preferred supplier and emailed to the owner as text. Nothing reaches a supplier automatically — the owner approves by forwarding the PO to their rep.
Generate weekly owner report
Sunday 6pm. Rolls the past seven days of Lead Intake, Jobs & Dispatch, Estimate Pipeline and Reviews & Callbacks into a three-part brief — Numbers, Watch list, One ask — and emails it to the owner, with the headline posted to the owner's Discord channel and pinned as Notion blocks on the Dispatch Board page when those are configured.
Built for a specific operator.
You'll run this if…
You lead a small team that has outgrown spreadsheets and the whiteboard by the dispatch desk. You treat AI as an instrument, not a magic trick. You'd rather buy sharp software than maintain dull software.
Skip this if…
You want a one-click "AI grows my business" button. You won't spend an hour on setup. You expect outcome guarantees — this product does not sell those.
Memory + inbox
Not a CRM. It sits on top of yours and absorbs the operator-side process work that currently lives in your head and your sent folder.
Take one of the skills. Free, complete, yours.
We have no testimonials to show you. This product is new, and inventing them was never an option — so here is better proof: summarize-tech-notes is one of the real skills from HVAC OS, given away whole. Turn a tech's dictated notes into a customer-ready summary and a clean internal log.
It needs nothing but a Claude plan that runs Skills — no workspace, no API key, no automation tool. Run it on your own work and judge the output before you pay for anything.
Get summarize-tech-notes free →
The workspace
A free Notion account is all it takes. You get the databases, the SOPs and one worked example, ready to run by hand.
The skills
Needs a paid Claude plan. Drafted work on demand — the free sample above is one of these.
The automations
Needs an always-on n8n, plus an account for each kind of send you want. The same work, unattended.
EACH LAYER WORKS ON ITS OWN — MOST OPERATORS STOP AT LAYER 2 FOR THE FIRST WEEK. THE SETUP GUIDE IS SPECIFIC ABOUT WHAT LAYER 3 COSTS IN TIME, INCLUDING THE CARRIER REGISTRATION THAT TAKES DAYS TO WEEKS IF YOU WANT SMS.
One price list.
No sales call.
Get the operations audit.
A one-page diagnostic that surfaces the three biggest leaks in your operating week. Emailed once. No nurture sequence.
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