AI agents for HVAC companies that handle the work after the truck leaves
Most HVAC office work happens between visits: logging the refrigerant a tech added, registering the serial numbers on Tuesday's install, gathering house details for a load calc, checking whether the distributor has the coil. We build six narrow agents for those jobs, each with one approver on your team.
- Refrigerant and warranty paperwork finished before it is late
- Advisors get load calc inputs instead of blank forms
- Each agent has one task and one person approving
HVAC office work nobody budgets time for
Installs are done, registrations are not
Manufacturers often require registration within a set window after install to grant the extended parts warranty. Miss it and the homeowner is left with base coverage.
Refrigerant records live in tech notes
Pounds added, recovered and the refrigerant type are typed into a job note, if at all. Pulling them together for a disposal record or a leak history takes an afternoon.
Equipment availability changes daily
Through the A2L transition, coils, line set adapters and specific condensers come in and out of stock, and the office learns on install day.
Six agents built for HVAC offices
Built as custom software on the leading model providers' APIs. Every agent sees only the records its job requires, and one person signs off on what it produces.
Refrigerant compliance log agent
Pulls refrigerant type and pounds added or recovered from each job, checks the tech is marked 608 certified and flags disposals missing the required record fields.
Warranty registration agent
Reads model and serial numbers from install photos, fills the manufacturer's registration and tracks each deadline until staff confirm it was submitted.
Manual J intake agent
Turns advisor photos and notes on square footage, windows, insulation and ductwork into a load calc input sheet for your software, such as Wrightsoft or CoolCalc.
Surge triage agent
During heat waves and cold snaps, reads incoming requests, tags no heat, no cool and safety issues, and ranks them by member status and household risk.
Tune-up wave agent
Releases member maintenance offers by zone ahead of each season, sized to tech capacity, and pauses them when emergency volume rises.
Equipment availability agent
Checks the equipment and parts on sold jobs against distributor confirmations and flags anything backordered before the install is scheduled.
Where these HVAC agents fit
Maintenance agreements
The tune-up wave agent drives your membership booking.
Dispatch automation
Surge triage sits on top of a board designed for heat waves.
Replacement estimate follow-up
Manual J intake and availability checks keep proposals accurate.
Distributor invoice processing
Equipment and parts bills matched to jobs and POs.
Custom agent development
Commercial PM reports or another job only your shop does.
HVAC automation overview
The full list of HVAC workflows, from memberships to installs.
Why HVAC agents are built this narrowly
Refrigerant rules shape the log
Section 608 requires certified techs and records for some disposals. The agent is designed around those fields; your compliance lead decides what counts as complete.
Manufacturer portals are handled as they are
Most warranty registration sites have no open API. The agent prepares each registration and a person submits it, with the deadline tracked until they do.
Advisors still run the load calc
The intake agent gathers inputs. Your comfort advisor runs Manual J, chooses the equipment and owns the recommendation.
Permissions end at each agent's task
The refrigerant log agent has no messaging rights, and the tune-up agent has no access to proposals. Logs of every read and write stay in your company's accounts.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What are AI agents for HVAC companies?
Single-purpose programs that take over one piece of HVAC paperwork or scheduling, like refrigerant logs, warranty registrations or tune-up booking. They work in ServiceTitan, Housecall Pro or your other systems, and a staff member signs off.
Does the refrigerant log agent make us EPA compliant?
No software can promise that. It collects the fields your compliance lead asks for, flags gaps and keeps records organized. Your team and counsel decide whether your program meets the rules.
How does the warranty agent know each manufacturer's deadline?
Your install manager sets the window for each brand you install, since terms differ by manufacturer and product line. The agent tracks every install against it.
Can the Manual J agent run the load calculation itself?
No. It prepares the inputs from the advisor's photos and notes in the format your load calc software accepts. The advisor runs the calculation and checks the result.
Can the availability agent see our distributor's stock?
Where your distributor offers an order portal export or email confirmations, it reads those. Most distributor systems have no open API, so we work from what they send.
Which agent should an HVAC company start with?
Install-heavy shops often start with warranty registration, since a missed window affects every homeowner. Membership-heavy shops usually start with the tune-up wave agent before spring.
Pick the first HVAC agent for your office
Our 2-minute AI audit shows which HVAC agent would give your office the most hours back before peak.
- Gather a month of finished jobs
For the chosen agent, we pull real examples, such as 30 recent installs with photos and the registrations that were or were not filed.
- Grade the agent on those jobs
The agent redoes the work on past jobs, and your install manager or service manager grades it until its drafts match theirs.
- Approve its work on live jobs
Within 2 to 4 weeks it moves onto current jobs. Nothing it prepares is used until the approver accepts it, and their changes are kept.
- Add the next agent before the season
With one agent proven, the next is chosen by what the coming season demands. We look after every agent monthly.