HVACPRO-AI | Operations CRM

Actual CRM/UI shell

One HVAC operating system for leads, customers, jobs, estimating, dispatch, inventory, billing, and follow-up.

Built as the HVACPRO-AI command center. The estimator is a full module inside the CRM — not a standalone landing page.

Today12Scheduled calls

Pipeline$84kOpen revenue

Close Rate42%Replacement jobs

New Leads18+6 from yesterday

Estimates Sent93 awaiting signature

Jobs Active27Install · Repair · Maintenance

Inventory Alerts52 critical refrigerants/parts

Revenue Flow

MonTueWedThuFriSatSun

AI Triage Queue

Live UI

AC not coolingHigh intent · request photos

System replacement quoteBook estimator · financing prompt

Annual tune-upOffer service agreement

Today's Schedule

8:00Startup / charge checkMike R.On route

10:303-ton heat pump estimateAlex P.Needs load calc

1:00Duct redesign walkthroughMike R.Photos needed

Quick Actions

Lead Pipeline

HVAC-specific pipeline stages with cards for inbound leads, estimates, approvals, scheduling, and lost reasons.

New Inquiry 4

Maria Gomez

No cooling · 15yr system · financing interest

Source: Web chat · Score 92

Bayview Offices

Rooftop unit service agreement

Source: Phone AI · Score 74

Diagnostic Booked 7

John Smith

Full replacement walkthrough today

Tech: Mike R. · 10:30 AM

Carroll Residence

Duct inspection + comfort imbalance

Needs photos

Estimate Sent 9

Thomas Lee

Good / Better / Best proposal viewed twice

$7,890 · Best option highlighted

Hillside Retail

Commercial replacement with permit note

$18,420

Approved 3

Johnson Home

Heat pump replacement approved

Deposit collected · ready to schedule

Lost / Nurture 5

Wright Family

Reason: price too high

AI follow-up in 14 days

Customer Records

Full customer profile cards, properties, equipment history, opportunities, documents, and service agreement status.

Customer Directory

John Smith

Serviceable

Address123 Main St, Tampa FL

Phone(813) 555-0188

Emailjohn@example.com

System3-ton split heat pump · 2009

Timeline

Today: Estimate draft created from replacement workflow.

Jun 12: Diagnostic visit: compressor short cycling.

May 03: Maintenance visit completed.

Inbox

12 open

Maria Gomez

Can someone come today? AC is out and house is 84°.

HVACPRO-AI detected emergency cooling intent. Suggested reply includes availability, diagnostic fee, and photo request.

We can get a technician there between 2–4 PM. Please upload a photo of the thermostat and outdoor unit.

Dynamic Multi-Tech Calendar

Dispatch board organized by tech, job type, travel window, urgency, and equipment/parts readiness.

8 AM10 AM12 PM2 PM4 PM

Mike R.

8:00 Startup + charge

10:30 Replacement estimate

1:00 Duct redesign

Alex P.

9:00 No cooling diagnostic

2:00 Maintenance agreement visit

Jordan K.

Warehouse / parts pull

Helper: 3-ton install

Work Orders

Approved estimates become work orders with equipment, labor tasks, photos, materials, permits, and customer communications attached.

WO #	Customer	Type	Status	Tech	Parts	Total
WO-1048	Johnson Home	Replacement	Scheduled	Mike R.	Reserved	$7,120
WO-1049	Bayview Offices	Service Agreement	Draft	Unassigned	n/a	$1,860
WO-1050	Carroll Residence	Duct Work	Needs Takeoff	Alex P.	Pending	$4,350

Guided workflow engine

Advanced HVAC estimate builder inside the CRM.

Dynamic modules, locked price book fields, site-condition labor adjustments, live totals, proposal builder, approval tracking, and work-order conversion.

SH14°

SEER217

Margin31%

Customer Card

John SmithResidential

123 Main St, Tampa FL 33602 · (813) 555-0188 · john@example.com

PropertySq FtFloorsYear Built

Tech Assignment

PrimaryHelper

Rates flow into Labor Builder: Senior $115/hr · Tech $95/hr · Apprentice $65/hr.

Job Type Selector

Site Conditions Checklist

Attic accessCrawl spaceEquipment locationElectrical panelDrain lineLine set

Outdoor Unit

BrandTypeTonnageSEER2

Model Number Search

PriceCost $2,880 · Margin 31.4%

Indoor Unit / Furnace / Coil

✅ AHRI matched with outdoor unit

FuelAFUEBTUCabinet

Annual savings estimate: saves approx. $340/yr vs base efficiency.

Component Add-Ons

Line Set CalculatorDistance (ft)Recommended 3/8" x 7/8" line set · add insulation if over 50 ft.

Building Envelope

Sq FtCeilingWindowsInsulation

Load Calculation Results

Cooling Load: 28,400 BTU/hr

Recommended: 2.5 Ton System

Heating Load: 52,000 BTU/hr

Room-by-Room CFM Distribution

Room	Sq Ft	CFM	Duct	Run
Living Room	320	180	8"	25 ft
Master BR	220	120	7"	40 ft
Bedroom 2	150	90	6"	35 ft

Total CFM: 500 / 800 · Balanced

Duct Material Takeoff

6" Flex Duct — 75 ft — $63.75

7" Flex Duct — 60 ft — $66.00

14" Sheet Metal Trunk — 30 ft — $255.00

Material Subtotal: $713.25

Live Charging Calculator

RefrigerantSystemOutdoor °FSuction PSI

Charging Analysis

Superheat: 14°F Target 8–12°F

Subcooling: 11°F Target 10–12°F

Diagnosis: Slightly low on charge. Add 0.25–0.5 lb R-410A.

System is EPA 608 compliant

Tech $95/hr · Senior $115/hr · Apprentice $65/hr · After-hours $145/hr

Task	Tech	Hrs	Rate	Total
Equipment disconnect/removal	Sr.	1.0	$115	$115.00
Outdoor unit installation	Sr.	2.5	$115	$287.50
Air handler installation	Tech	2.0	$95	$190.00

Part	P/N	Qty	Cost	Mark	Price
25x25x1 Filter	F25	2	$4.50	40%	$6.30 ea
PVC Drain Line 3/4"		15 ft	$0.45	50%	$0.68/ft

⚠️ Permit likely required in Hillsborough County, FL. Estimated fee: $125–$200

Manufacturer specs Electrical disconnects Condensate safety Refrigerant log

Down Payment

Term	Rate	Monthly	Note

✅ IRA Tax Credit up to $600

✅ Duke Energy Rebate $200

✅ Manufacturer Rebate $150

Total Potential Savings: $950

✓ Good

14.3 SEER2 A/C · Basic install

$4,950$138/mo

★ Better

17 SEER2 Heat Pump · Smart stat

$6,182$172/mo

★★ Best

21 SEER2 variable speed · UV

$7,890$220/mo

TemplateValid DaysPayment Terms

v3 Current · Jun 14 2:30pm · Mike R. · SENT

v2 · Jun 13 4:15pm · REVISED

v1 · Jun 12 11:00am · CREATED

✅ Estimate Approved — Ready to Schedule

Inventory & Supplier Catalog

Track stock, reserve materials for jobs, trigger reorder workflows, and maintain price book margins.

Item	SKU	Stock	Cost	Default Markup	Status
R-410A Refrigerant	REF410	18 lb	$38/lb	125%	Monitor
3-ton Carrier Heat Pump	CAR-HP3T-17	2	$2,880	46%	Available
Surge Protector	SP-HVAC	1	$88	155%	Low stock

Invoices & Payments

Deposit collection, progress billing, final invoice, financing notes, and signed-proposal attachments.

Open AR$31,24014 invoices

Deposits Today$5,9003 collected

Financed$18,7602 approvals

Invoice	Customer	Status	Amount	Due
INV-2034	Johnson Home	Deposit paid	$3,560	Today
INV-2035	Thomas Lee	Awaiting signature	$6,182	3 days

Automation Studio

Prebuilt HVAC workflows for lead capture, no-answer recovery, tune-up reminders, permit reminders, proposal follow-up, and warranty registration.

New Web Lead

Qualify → ask system age → collect photos → book diagnostic → create CRM card.

Active

Estimate Follow-up

Viewed but unsigned → send financing CTA → notify estimator after 2 views.

Active

Maintenance Renewal

90/30/7 day reminders with service agreement upsell.

Draft

Low Margin Approval

Warn if estimate margin drops below company rule.

Needs rules

Reports Dashboard

Close rate by tech, lost reasons, revenue by job type, margin by equipment class, lead source ROI, and recurring revenue growth.

Avg Ticket$6,420Replacement jobs

Tech Close Rate47%Mike R.

Lost Reason #1Price22%

Service Agreements183+11 MTD

Close Rate by Job Type

Price Book & Admin Settings

Business-owner controls for equipment catalog, labor rates, task library, bundles, financing partners, discount approvals, margin alerts, tax rates, and estimate templates.

Labor Rate Card

Tech$95/hr

Senior$115/hr

Apprentice$65/hr

After Hours$145/hr

Business Rules

Warn below 30% margin Manager approval over 10% discount Auto-apply tax by ZIP

Estimate Templates

Standard AC Replacement · Heat Pump Upgrade · Duct Only · Refrigerant Service · Maintenance Agreement.