Capture every job — then automate the work that follows
In the trades the phone is the business, and the people who could answer it are the people generating revenue. But the leak does not stop at the call: it continues into the quote that never got chased, the job photos living in a text thread, and the customer who never heard from you again. We build across all of it.
Where AI earns its place in a home services business
You are under a sink with your phone in the truck. That is when the emergency call comes in — and when the quote you sent last week goes unanswered.
These four have the clearest payback. The free audit surveys the rest of the business and tells you what is worth building after them — including when the answer is nothing.
First-ring pickup during dispatch hours and after them, so the caller stops working down the search results.
Captured job information turned into an estimate from your pricing rules, instead of an evening of paperwork.
When a caller describes something you have flagged as urgent, your safety instruction comes before anything else — shut-off valve, gas smell, breaker — then it escalates by your rule.
Street, unit, gate code, cross-street — read back before the booking is finalized, so the truck reaches the right door.
What we'd actually automate
Two of the shapes that recur in home services business, start to finish.
- ✕Nobody is free to answer
The people who could answer are the people producing revenue. During your busiest week the phone goes to voicemail the most. - ✕Emergencies look identical to quote requests at the voicemail level
A burst pipe and a fence estimate leave the same message. One of them cannot wait an hour. - ✕Quotes go out and are never chased
The estimate was the easy part. The follow-up that converts it is unowned work that quietly decides your close rate.
Missed call → booked job
Available nowTriggerCall at 6:52 AM, office opens at eight
- Answered before opening
- Triaged — urgent or routine
- Service area confirmed against the address
- Equipment, symptom, and access captured and read back
- Booked into a real arrival window
- Dispatch notified with the full detail
The first call of the day becomes the first job of the day instead of a competitor's.
Web form → quote sent same day
Available nowTriggerEstimate request submitted on the site
- Callback placed within about a minute
- Job scope and site details captured
- Estimate drafted from your pricing rules
- Estimator reviews and approves
- Quote sent
- Follow-up cadence started on the open estimate
The quote goes out the same day and gets chased — the two things that decide close rate.
What connects today, and what has to be built
Your AI should write into the systems you already run. Here is exactly which ones, and which ones are a build rather than a switch.
Connects today Available now
- Google Calendar
Reads live availability, writes confirmed appointments back. - Call-completed webhook
Every finished call POSTs a structured record — caller, intent, what was captured, what was booked — to any endpoint you nominate. - Zapier / Make / n8n
The usual route to a CRM we have no native connector for. - Email notifications
Structured call summaries to the inboxes that need them.
Works once set up Configured for you
- SMS confirmations & alerts
Confirmation to the customer, alert to your team. US carriers require the sending number to be registered first (A2P 10DLC); we file that during onboarding, and until it clears the same notifications go by email. - HubSpot
A native connector, not a Zapier hop. The caller is matched in HubSpot on their phone number or email and created as a contact if they are new, the lead is recorded, and the conversation is attached as a note on their record — so the history is on the contact before anyone on your team opens it. Built on HubSpot's 2026-03 CRM API using a Service Key, which keeps working after whoever set it up leaves the company; the legacy private-app tokens most integrations still use die with their creator's login. We push into HubSpot rather than sync both ways, and you connect your own portal during onboarding.
Custom or not supported Custom build
- ✕ServiceTitan, Jobber, Housecall Pro
No native connector. Structured records reach them today through the webhook and Zapier or Make; a deeper sync is a scoped custom build. - ✕Dispatch boards & scheduling systems
Custom. We book to a connected calendar and push the job record where your board can consume it. - ✕Accounting & invoicing
Custom, and usually not the first thing worth building. We will normally tell you to fix intake first.
The AC quit overnight
A homeowner calls on a hot morning with no cooling and no idea what is wrong. The receptionist works out how urgent it really is, checks the address is in the service area, establishes this is a first-time customer and puts a technician on the calendar for the same afternoon — before the caller has to ask.
- Caller
Hey, so our AC just quit on us. It's blowing, but there's no cold air coming out at all.
- AI receptionist
Okay. When did you first notice it?
- Caller
Sometime overnight, I think. We woke up and the house was already warm.
- AI receptionist
And is there anyone in the house who shouldn't be sitting in the heat all day, anyone elderly, or a little one?
- Caller
Yeah, my dad's staying with us. He's eighty-one.
- AI receptionist
Then we won't leave it until tomorrow. Have we been out to you before?
- Caller
No, first time. My neighbor gave me your number.
- AI receptionist
What's the address?
- Caller
It's 4412 Marbrisa, in Chula Vista.
- AI receptionist
That's well inside our area. I can have someone out between two and four this afternoon.
- Caller
Today? Yeah. Yeah, that'd be great.
- AI receptionist
Let me take your name and a good number.
- Caller
Marcus Webb. Six one nine, five five five, oh two three three.
- AI receptionist
Thanks Marcus. Is there anything blocking the way to the unit, a gate, a dog?
- Caller
There's a gate on the side, but it's not locked.
- AI receptionist
I'll put that on the ticket so he's not stuck at the fence. Two to four today, 4412 Marbrisa. You're all set.
- Caller
Okay, appreciate it.
- AI receptionist
Try and stay cool until then.
What should stay human
- ✕A person decides who takes the job
We book and notify. Dispatch judgment — which tech, which truck, what gets bumped — stays with the person who knows your crew. - ✕No repair prices invented over the phone
It quotes the fees you have given it and books the diagnosis. Anything needing eyes on the equipment is captured for an estimator. - ✕Life-safety situations go to a human fast
Gas, electrical, and flooding follow the instruction you write and then escalate. The goal is a fast handoff, not a longer conversation.
And what the system won't do. It does not dispatch. It books onto a calendar and notifies you; which tech takes the job stays yours. There is no native connector to ServiceTitan, Jobber, or Housecall Pro — structured records reach them through the webhook and a tool like Zapier today, and a deeper sync is a custom build we price rather than imply. Emergency handling is only as good as the instructions you write; we author that branch with you during onboarding, and it does exactly what it says.
Home & Field Services questions
Is this just an AI receptionist for HVAC?
The receptionist is where most trades businesses start, because missed calls are the easiest leak to measure. The practice also covers missed-call recovery, quote generation and follow-up, dispatch notification workflows, job photo documentation, review workflows, and an internal SOP assistant for your techs.
How does it know what counts as an emergency?
You tell us in your own words during onboarding. That becomes an instruction delivered before anything else when a caller describes a matching situation — telling someone where the shut-off valve is before collecting details — and it then escalates by your rule.
Does it integrate with ServiceTitan or Jobber?
Not natively. Every call produces a structured record that we push by webhook, which reaches those platforms through Zapier or Make today. A deeper two-way sync is a custom build and we quote it honestly rather than promising a connector that does not exist.
Build your home & field services AI system
Start with a free 30-minute consultation and a written audit of a home services business: how work actually moves through it, where it leaks time and money, what each fix is worth, and what we would build first. If the answer is that AI is not worth it yet, we say that.
Or skip the pitch — call our own AI receptionist on (858) 779-8073 and ask it anything.