An AI office manager for HVAC and home-service shops

The same leak, a different truck

A clinic loses leads between 5pm and 9am. An HVAC shop loses them between 9am and 5pm, because the person who answers the phone is also the person in an attic with a multimeter. A homeowner whose AC quit at 2pm in July calls three shops. The first one who picks up gets the job. The other two get a voicemail and no call back needed.

The AI office manager we install in clinics is a set of roles with written jobs, living in your CRM. The jobs translate almost directly. Here is what they look like on a service truck.

The roles, in shop terms

• Missed-call catcher. You are on a job and the phone rings out. Within a minute the caller gets a text: "This is the assistant at [shop]. Sorry we missed you. Is this a repair, a quote or a service call?" It asks the two or three questions a good dispatcher asks (what's wrong, how old is the unit, is it cooling at all), and either books the slot or flags it for a call back. You see it between jobs instead of hearing a voicemail at 6pm.
• After-hours and emergency triage. Not every 11pm call is an emergency, and the ones that are should not sit in voicemail. The role answers, sorts "no heat with a newborn in the house" from "it's making a noise, can someone come this week," books the non-urgent one into tomorrow, and pages the on-call tech for the real one. Your on-call rules are written in plain language, so you decide what pages and what waits.
• Quote chaser. You quoted a system replacement on Tuesday and never heard back. Most shops never follow up, or follow up once. The role sends a short, personal check-in a few days later, answers the questions that usually stall a decision (financing, timeline, what's included), and books the install conversation if they are ready. Open quotes are the most expensive thing sitting in your inbox.
• Maintenance-plan reactivation. The list of customers whose tune-up is due, or whose plan lapsed, or who had a repair two years ago and nothing since. The role works it in the slow season: a plain message, an easy yes, a booked slot. It is the cheapest work you have, and most shops have nobody doing it.
• Review request. Job closes, invoice paid, the customer gets a text that night asking for a review with a direct link. Timing is everything with reviews, and a tech at the end of a ten-hour day is not going to remember.
• The Friday numbers. Calls answered and missed, jobs booked by source, quotes open and closed, reviews in. The gauge, in plain language, so you know what the ads and the truck wraps are actually doing.

What it does not do

It does not diagnose the unit, quote a price it has not been told, or promise a time the schedule can't hold. It does not replace your dispatcher during business hours; it covers the calls she can't get to and the hours she is not there. And when a customer is angry about a callback or a bill, it hands off. A person handles the hard conversation. The role makes sure it happens today instead of never.

Will homeowners talk to it?

Mostly yes, with the same honesty we give clinics. A homeowner with a dead furnace wants an answer and a time. They do not much care who typed it, as long as it is fast and it is right. The role says it is the shop's assistant, keeps it short, and gets a human on the line for anyone who asks. Some people will not deal with it. They will tell you, and the role will pass them straight through. What nobody tolerates is the voicemail, and that is the thing it replaces.

What it needs from you

• A CRM it lives in. Go Scaleable, or your GoHighLevel if you have one. If your dispatch software has a calendar it can book into, we check that on the first call.
• Your FAQ and your rules, written once: service area, what you work on, diagnostic fee, how you talk about pricing, financing, what counts as an emergency, who is on call.
• Your lists: open quotes, maintenance customers, past jobs. Most of the money is in there.
• Someone to read the Friday numbers. Twenty minutes.

Running cost and what we charge

The platform subscription plus metered AI usage, which for a single-truck or small-crew shop is a small monthly amount. We show the real usage from our own accounts on the call. Judge it against one missed replacement job. Campfire's price to build it is separate and we tell you on the first call; here is how that works.

We are building a productized version of this for HVAC and home-service shops: the same roles, pre-written for a service business, installed faster. If you run a shop and want to be early, book a call.