Dispatch and field automation for HVAC, built around ServiceTitan, Housecall Pro, Jobber or whatever you run
Your dispatcher already runs the board. What's missing is everything around it: the sold job that isn't install-ready, the tech who leaves without the call summary, the afternoon that has to be re-planned by hand when one job runs long, the commissioning photos that never make it onto the job. We automate those handoffs and build the custom workflows your platform won't, and you keep the board you know.
What changes for your office
3 things that decide this
- 01Less chasing. Deposits, permits, POs and equipment get watched by a checklist that nudges the right person, instead of by whoever has a spare hour.
- 02Crews arrive briefed. Call summary, unit on file, last visit and the parts mentioned land on the tech's phone before the van leaves, and the customer gets an on-my-way text they can trust.
- 03Fewer callbacks. Readings, photos and checklists flag what's missing before the job closes, and the refrigerant log lands on the same job as the invoice.
From sold job to closed job, and what each step writes back
These are the four stations of the HVAC chain that dispatch and field automation own. Pick your platform.
Station 01 · Sold, and waiting to be install-ready
- Today
- Deposit, equipment order, permit, PO, financing approval and the install date get chased across four systems and two inboxes, usually by whoever has time that day.
- What we automate
- One checklist per sold job that watches each item (deposit in, PO placed, permit filed, equipment received) and nudges the right person when one stalls, then sets the install date when the list clears.
- What stays human
- Your people still make the supplier call when a unit is back-ordered, and they still have the customer conversation when a date moves. They just stop finding out three days late.
Writes to ServiceTitanJob tags and notes; install date set when the checklist clears.
Station 02 · Dispatch and the drive
- Today
- Techs get a text with an address and a guess at the problem, and when one job runs long your dispatcher re-plans the whole afternoon by hand.
- What we automate
- Your tech gets the call summary, the unit on file, the last visit and the parts the caller mentioned before the van leaves. When a job overruns, the board re-checks itself rather than just the next slot.
- What stays human
- Your dispatcher still decides who goes where. Our system proposes the re-plan; your office approves it or overrides it with one tap.
Writes to ServiceTitanTech assigned, job notes and tags updated, ETA texted to the customer.
Station 03 · On the job
- Today
- Startup data, commissioning readings, model and serial, refrigerant recovered and added all live on a paper ticket until Friday, assuming the ticket survives.
- What we automate
- Photos, readings and the checklist land on the job from the phone, from FSM forms, Fieldpiece, Testo or measureQuick. Refrigerant recovered and recharged is logged against the tech's EPA 608 cert on the same job.
- What stays human
- Your tech still does the diagnosis, the repair and the conversation at the door. We only take the paperwork off them.
Writes to ServiceTitanJob form, equipment record and attachments updated.
Station 04 · Close-out and QA
- Today
- Today the job closes when the tech says it's done. Missing photos, a blank commissioning field or a reading out of range get discovered when the customer calls back.
- What we automate
- A QA step runs before close-out: required photos present, readings within range for the equipment, serials captured, checklist complete. Anything missing flags to the tech and the office before the truck moves on.
- What stays human
- Your service manager still decides whether a borderline reading is a callback risk. We make sure they see it that day, not next month.
Writes to ServiceTitanJob marked complete only when QA clears; flags as tags.
Before this comes the call and the estimate; after it, the invoice and the renewal. The hub page walks the whole chain.
Four things that stop the office chasing
The install-ready checklist
One watched list per sold job: deposit, equipment, permit, PO, financing, date. It nudges the person who owns the stalled item and sets the install date itself when everything's in.
Surge-aware dispatch
A heat advisory doubles your calls in a day. Intake keeps capturing while your desk is saturated, triage ranks by your rules, and the board re-plans itself when a job overruns. Your dispatcher approves, not retypes.
Tech briefing and customer updates
Call summary, unit history and the parts mentioned reach the tech before the van leaves. Your customer gets a name and a window, then an on-my-way text. Nobody types either of those by hand.
QA before close-out
Photos, commissioning data and serials from whatever field tools your crews carry, pulled into one check that flags what's missing or out of range before the job closes and the callback happens.
ServiceTitan, Housecall Pro, Jobber and the rest run the board. Here's what they leave to you.
Every field-service platform is good at the board: jobs, techs, schedule, invoice. What they leave to you is the work between the board and everything else: the supplier portal, the permit office, the financing provider, the field tools your crews actually carry, and the judgement calls a dispatcher makes at 3pm when the afternoon is falling apart.
That's the layer we build. Some of it is automation around your platform's own API. Some of it is custom: a QA step that knows what a normal subcooling reading looks like for the unit on the job, or a re-planning rule that understands your techs' real drive times. None of it asks you to leave the board your team knows.
- 01Checklists and alerts that watch the handoffs your platform doesn't see.
- 02Custom workflows where the standard system becomes the restriction, not the help.
- 03Everything written back to your board, so there's still one source of truth.
“They will treat your vision like their own and build it that way.”
Ron Klabunde · Founder, SmartREI ↗
Some of the systems we have shipped
- AuditFree. We read your install queue, sit with your dispatcher for an afternoon, and look at last month's callbacks.
- DiagnoseWe map the path into your board and sit with your desk for an afternoon.
- BuildFixed price from the diagnostic. Tested on your real calls and real jobs.
- RunMonitoring, a named engineer, and the first two months of maintenance free.
Best fit: five or more trucks, a CSR desk, and a platform you've outgrown in places. Not a fit: a one-truck owner-operator. You can stop after any stage; the audit report is yours either way.
Before you book
01Will this write into ServiceTitan, Housecall Pro, Jobber or our own system, or just create another inbox to check?+
It writes into your board. Job notes, tags, assignments, install dates, close-out status: they land on the job your team already looks at. If your platform's API can't take a field, we show you that on the audit and agree what to do about it before anyone builds. Another inbox is the thing we're removing, not adding.
02How does it cope with a heat wave week?+
Intake keeps answering when your desk can't, so the surge becomes a queue with real arrival windows. Triage ranks by rules you wrote, and when one job overruns the board re-checks the whole afternoon rather than just the next slot. Your dispatcher approves the re-plan with a tap.
03Our crews use Fieldpiece, Testo and measureQuick. Does that data make it onto the job?+
That's the point of the QA step. Readings, photos and checklists from whatever your crews carry get pulled onto the job, checked against what's normal for that equipment, and flagged if anything's missing or out of range before close-out.
04Can it track EPA 608 refrigerant records automatically?+
Yes. Pounds recovered and recharged get logged against the tech's cert on the same job the invoice comes from, so the compliance record is findable by job, unit or date when an inspector asks, rather than sitting on a paper ticket.
05What about the sold jobs that sit waiting for a permit or a unit?+
Each sold job gets a watched checklist: deposit, equipment, permit, PO, financing, date. When an item stalls, the person who owns it gets nudged; when the list clears, the install date gets set. Your office stops discovering a back-ordered unit the day before the install.
06Is this the whole of what you do for HVAC companies?+
No, it's the operations layer. The phone is its own layer, estimating and follow-up are another, and the money and membership side is another again. The hub page walks the whole chain; this one is dispatch and the field.
A senior engineer, not a sales rep
Abdul Basit founded Hashlogics in 2017, and the team runs from Lahore with a US LLC. Clients rate the work 5.0 on Clutch, and in 2026 it was named Best AI-Native Software House of the Year at TechNova.
Your audit call is with an engineer who has read call logs and job boards like yours. Bring last month's numbers if you have them, and we'll work from those.
- NDA before the first conversation.
- No pitch on the call. A report you could hand to another firm.
- Fixed price after the diagnostic, so the number isn't a guess.
Go deeper
- AI, automation and custom software for HVAC companies →The whole chain, from the first ring to the renewal.
- AI voice agents for HVAC →What happens before the job reaches dispatch.
- HVAC business software and reporting →Job costing and margin after the job closes.
- How to automate HVAC dispatch with AI →Intake, triage, capacity-aware booking and the write-back.
- Getting HVAC jobs install-ready without chasing →Deposits, permits, POs and equipment, watched.
- Catching HVAC callbacks before the job closes →Commissioning data and photos into one QA step.
- What a summer surge does to an HVAC CSR desk →The week the board falls apart, and what changes.
