SHAI for HVAC

Every job is booked by phone, and every missed call is the job.

How this business runs

Every job is booked on the phone and every missed call is the job, because the customer with no heat calls the next number on the list within about ninety seconds. Between the emergencies sits a maintenance base that is worth more than all of them and is never marketed to.

The recommended team

8 agents from the roster, in the order this trade needs them.

/ghl-pipeline /ghl-calendar /seo /aeo /ads-metrics /ads-optimize /organic-content-creator /site-speed

The tasks that will run

Chase the quotes nobody answered

every weekday at 7am

A quote that is never followed up is a job somebody else did.

/ghl-pipeline · runs the agent · delivered to dashboard

Call back a missed enquiry inside the hour

every hour between 7am and 7pm

A no-heat customer calls the next number on the list in about ninety seconds; a check costs nothing when the phone is quiet.

/ghl-pipeline · checks a condition first and only starts a run if it trips · delivered to dashboard

Report what the ads cost per booked job

every Monday at 8am

Cost per booked job is the only ad number that matters in a trade.

/ads-metrics · runs the agent · delivered to dashboard

Keep the service pages ranking

on the 1st of each month at 9am

Emergency work is searched for, not browsed for.

/seo · runs the agent · delivered to dashboard

Wake the maintenance base before the season

on the 15th of March and September at 8am

The maintenance base is worth more than the emergencies and is the one list nobody markets to.

/ghl-pipeline · runs the agent · delivered to dashboard

Every one of these arrives as a proposal you approve or decline. Nothing is scheduled by signing up.

The tools to connect

Go High Level (GHL)

GoHighLevel is where the leads, the pipeline, the calendar and the conversations live. Almost every task below reads or writes it.

Google Ads API (paid ads)

Google Ads is where demand that is already searching gets bought.

Google Calendar

Google Calendar is what SHAI writes to when the booking does not live in the CRM.

Each one is your own account, connected once. Every tool carries its price and the exact steps.

The first week

Connect the CRM and let SHAI list every quote over $1,000 from this year that was never followed up.
Turn on the missed-enquiry check during business hours only and watch what it catches.
Ask for a cost-per-booked-job report on last month - it is usually the first time a trade sees it.
Add your open mechanical permits on Permit Tracker, and let SHAI tell the crew and the customer when an inspection passes or fails.
On Dispatch, add your techs with the ZIP codes they cover and let SHAI order each day's calls and text customers when the tech is on the way, with the tech's own ETA.

What to read on a Monday

Booked-call rate — Of the calls that came in, how many became a job on the board - the single most valuable number in the trade.
Cost per booked job — Clicks and leads both lie in this trade; jobs do not.
Maintenance-agreement count — Recurring revenue and the reason next January is not a lottery.
Average ticket — The difference between a service call and a replacement is most of the year's profit.

What SHAI will not do in this trade

Anything that texts or calls a customer runs on a registered A2P 10DLC brand and campaign with the consent record on file. /ghl-a2p sets that up; SHAI will not send a customer message before it exists.
TCPA: no call or text to anyone who has not opted in, nothing outside 8am-9pm in the recipient's own time zone, and an opt-out honoured on the first message it arrives in.
Every message SHAI sends to someone who is not the owner says it is an AI assistant acting for the business (master prompt 4.7). It is never presented as a person.
SHAI never writes a review, never offers anything in exchange for one, and never posts as a customer. It drafts replies to reviews that already exist, for the owner to send.
State contractor licence numbers appear on advertising in most states. SHAI puts the number you gave it on the ad and never invents or omits one.
No price in an ad that the truck cannot honour, and no 'free' that has a condition the ad does not state.

Every line in this file is a recommendation written from an operator's knowledge of how this trade actually runs, never a promise about a result. Cadences are starting points; the owner changes them. Compliance notes are a reminder to check, not legal advice. Written 2026-09-15.

A playbook is a head start, not a requirement: SHAI works for any business, and a trade that is not on this list gets the same agents and a general plan built the same way.

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