Service reminders and call-outs for boiler and HVAC engineers
You're on your back under a boiler when the phone rings for the third time in ten minutes. We build the yearly reminders, the customer records and a WhatsApp line that sorts call-outs while you work.
What can AI do for a boiler and HVAC service company?
AI can book the yearly boiler service and the summer air conditioning check for you. It remembers each customer's boiler or unit, with the model and install date. It sorts emergency call-outs from a photo sent on WhatsApp. When a service is due, it sends the customer dates your engineers have free.
Your engineer turns up knowing the model, the filter size and what got fitted last time. You stop taking bookings from the driver's seat.
Each customer, address and appliance sits in one customer record we build for you, so the history stays with the firm when an engineer leaves. The chat replies in the language each customer writes in, and you read every conversation in your own.
What we build for boiler and HVAC engineers
Calls while you're under a boiler
You can't answer the phone with a spanner in each hand. If you miss a call, the caller gets a WhatsApp or text within a minute, with a link to book and a question about what they need.
If you want, an AI assistant answers the call instead. It books the job into your diary and sends you a short summary. Anything it can't handle comes to you, and it tells callers they're speaking to an assistant. We set it up on a proven voice platform and connect it to your diary.
Booking the yearly service before winter
Every autumn your regulars ring in the same three weeks, the first cold morning. The system knows each customer's last service date. In September it starts sending booking messages in small batches, so your diary fills week by week.
Customers pick a slot from the message. You see the bookings land in the diary. We plan the batches with the same operations automation we build for other firms.
Knowing the boiler before you knock
For each address the system keeps the boiler or AC unit: make, model, serial, install date and warranty end. It also holds the filter size, the parts fitted on past visits and notes like "flue goes through the loft".
An engineer asks in a chat on the way to the job and gets the answer in seconds. We build these lookups as Telegram bots your team already knows how to use.
Call-outs and repair quotes from a photo
A customer with no heating at 22:40 wants an answer before morning. The WhatsApp line asks for a photo of the boiler display and the pressure gauge. It asks who is in the house and whether water is leaking.
You set what counts as urgent: a leak, no heat with a baby at home, an elderly customer. A smell of gas gets your country's gas emergency number and nothing else. We write those rules with you as decision automation.
For a repair, you send the price back in the same chat. The customer approves with one tap and pays from a link after the job. The photo and the approval stay on their record, and a quote nobody answers gets one follow-up.
AC checks before the summer
Air conditioning customers forget about the unit until the first hot week, then all ring at once. In April the system messages them by unit age and the date of the last filter change.
Units with filters older than the gap you set get a filter clean offered with the check. The campaign runs on its own once you approve the wording, the way our workflow automation runs jobs for other businesses.
Job sheets and certificates sent after the visit
The engineer records a voice note in the van. The system turns it into a job sheet with readings, parts and advice, and emails it to the customer before the next job starts.
Landlords get their own reminders. In the UK, landlords need a gas safety check every year, so the system tracks the record date for each property and asks the landlord to book two months ahead. See how we build reports that send themselves.
What you get with a boiler and HVAC build
A record for each appliance
Boiler or unit model, serial, install date, warranty end, filter size and parts fitted, kept per address.
Service plans paid monthly
Customers on a yearly boiler or AC plan get booked in when the visit is due and pay monthly by card or direct debit. You see who's on a plan and who has lapsed.
Google reviews answered
We draft a reply to each Google review for you to approve, and post your offers and holiday hours to your Google profile.
Job sheets from a voice note
The engineer talks, the customer gets a written job sheet by email, and a copy stays on the record.
A returning-customer discount
You set the amount and who gets it. The system adds it to the booking when a customer rebooks their service.
A day sheet per van
Each engineer gets the day's jobs at 7:00 with addresses, appliance notes and parts to load.
How we set it up for your firm
The audit
FreeYou show us where jobs come from today: the phone, WhatsApp, a booking form, a spreadsheet of service dates. We tell you what to automate first and whether your job software can stay.
You getA written plan of what to automate first, yours to keep.Build and test
One fixed priceWe build the reminders, the call-out line and the appliance records. We bring in your customer list and service dates, then test each message on our own phones before a customer sees one.
You getA working, documented system. Once you've paid, the code we wrote is yours.Running it
A monthly rateWe keep it running through the autumn rush, change the urgent rules when you ask, and add engineers or a second van as you grow.
You getA monthly rate for the scope we agreed.
How much does a boiler service booking system cost?
A boiler and HVAC booking and reminder system costs a fixed price to build and a monthly rate to run. The audit that scopes it is free. If you need a new website with a booking form, our managed websites start from $790 at launch prices.
WhatsApp and SMS providers charge per message. You can use your own provider accounts and they bill you direct, or we manage them and estimate the cost from your customer numbers. For a first number, estimate your build. See how the build price and the monthly rate work.
Questions boiler and HVAC engineers ask us
How do I remind customers when their boiler service is due?
A boiler service reminder works from each customer's last service date. The system sends a WhatsApp or SMS message near the year mark with two or three dates your engineers have free, and the customer books by tapping one. For the autumn rush, the messages go out in small batches each day, so the diary fills week by week. Customers who don't reply get one more message a week later.
Can AI sort emergency boiler call-outs on WhatsApp?
Yes. The WhatsApp line asks for a photo of the boiler and the questions you would ask: is water leaking, is there heating, who is at home. Jobs that match your urgent rules go to the engineer on call with the photo attached. Other jobs get the next free slot. A customer who mentions a smell of gas gets the gas emergency number for your country.
Can the system remember each customer's boiler model and warranty?
Yes. The customer record holds the boiler or AC unit for each address: make, model, serial, install date, warranty end and the parts fitted on each visit. Engineers look it up in a chat before the job. Your office can see which warranties need a yearly service on record and remind those customers first.
Do landlords need a gas safety check every year?
In the UK, yes. Landlords need a gas safety check every year by a Gas Safe registered engineer, and tenants get a copy of the record. We build reminders that track the record date for each rented property, ask the landlord to book two months ahead and arrange access with the tenant. Outside the UK, we set the reminders to the rules where you work.
Can you add reminders to the job management software I already use?
Often, yes. If your job management software lets other software read and change jobs and customers, through an API or webhooks, we add the reminders and the WhatsApp call-out line on top of it. If it doesn't, we build the customer and appliance records for you and move your service dates across. The free audit checks your software before you pay anything.
Can I give a discount to customers who book their service again?
Yes. A returning-customer discount is fine, and the system adds the discount you set when a customer rebooks the yearly service. You can't offer a discount for a Google review, because Google's rules forbid rewards for reviews. We ask every customer for a review after the job with no reward, and send unhappy replies to you first.
Do I need this if my job software already sends reminders?
Maybe not. Keep the job software. We add only what it can't do: WhatsApp messages, rebooking at each customer's own interval, the list of customers who have gone quiet and answering the phone when you can't. For a boiler firm that also means the call-out photos and the landlord certificate dates. If your job software already covers all of that, the free audit will tell you, and you won't need us.
How much does a booking and reminder system for a boiler company cost?
A booking and reminder system for a boiler company costs a fixed price to build and a monthly rate to run, and the audit that scopes it is free. Our managed websites start from $790 at launch prices if you need a new site. The monthly rate is set for the scope we agree, and we re-quote if the scope or the number of messages changes a lot.
The services behind it
WhatsApp automation
A WhatsApp agent that answers common questions, captures leads and bookings, and hands the rest to your team.
About WhatsApp automation
Custom CRMs
Client records built around where your clients already talk to you, with reminders of who to follow up with.
About custom CRMsHow do call-outs reach you today?
Tell us how jobs come in now, and we'll show you which part to automate first before you spend anything.