AI Software for HVAC Companies
Catch the emergency call, keep tune-up season organised, and quote replacements without losing the thread.
HVAC work splits in two. One half is the emergency: no heat on a cold night, no cooling in July, a message that arrives when nobody is at the desk. TradeReply answers it immediately, asks whether the system is heating, cooling or neither, and offers the next window you can actually cover.
The other half is the calendar. Tune-ups, filter changes and seasonal checks are steadier money, and they only happen if the next visit is already on the books. Maintenance plans hold that date for each customer, so scheduling is one list instead of a memory exercise.
What an HVAC company runs into
Emergencies, tune-up waves and replacement quotes, handled in the same workspace.
No heat at 11 PM
A homeowner messages your lead capture page. TradeReply asks whether the thermostat has power, offers the earliest morning window, and flags the inquiry as urgent so the first technician out sees it.
The spring tune-up wave
Dozens of past customers are due for a check. Maintenance plans hold each next visit date, so the office schedules from one list instead of rebuilding it from memory every season.
Good, better, best
Three equipment options are written as separate estimate lines with labour and materials, so the homeowner compares them on one page and approves the option they want.
The callback nobody made
An unanswered estimate triggers the follow-up rule you set, then a task for the office — so a quote does not quietly expire in a technician's notebook.
What HVAC businesses use TradeReply for
Every capability below is part of the same workspace, not an add-on.
Urgency in the first reply
The assistant asks the questions your dispatcher would ask, then records urgency so the schedule reflects it.
Maintenance plans
Plan records hold frequency, price and the next visit date, and each visit can be marked complete or turned into scheduled work.
Dispatch at a glance
Work orders sit on a board by status with the assigned technician, address and value visible, so the day is readable on one screen.
Equipment-aware estimates
Equipment, labour, permits and disposal as separate lines, with markup applied once and a revision history per version.
Follow-ups on your terms
You set the interval and the number of attempts; the system stops when your limit is reached instead of messaging forever.
Invoices tied to the job
Invoice from the job so equipment, labour and payments stay on one record, with the payment request going through your own processor.
Start free, then choose the plan that fits the hvac you run.
Every plan starts with a 7-day free trial and can be cancelled from your account. Compare what each plan includes before you commit.
HVAC questions
Can it book emergency calls after hours?
It can reply immediately and offer the windows you have defined for after-hours work. It will not promise an arrival time your team cannot keep.
Does it handle maintenance contracts?
Yes. A plan holds the service type, frequency from monthly to annual, the price and the next visit date, and visits are tracked one by one.
Can technicians see only their own work?
Team members are invited by business email with a role such as dispatcher or technician, and the dispatch board shows what each person is responsible for.
Does it work for commercial HVAC accounts?
The same records cover commercial work. A contact can carry a company name alongside the site address, so repeat clients and their locations stay organised.