GoHighLevel for HVAC Services: Automate Emergency Dispatch, Maintenance Plans, Parts, Seasonal Campaigns
GoHighLevel makes HVAC predictable. You triage fast, dispatch the right tech with the right parts, route by zones, quote on site with financing, sell plans, and keep compliance clean.
TL;DR
- Automate HVAC maintenance plan subscriptions and renewals
- Send seasonal reminders, booking links, and invoices
- Track service dates, equipment history, and customer preferences
- Build predictable monthly revenue with SaaS-style offers
🏆 Start your Highlevel journey today
TL;DR2
HVAC profit evaporates when emergencies swamp dispatch, techs arrive without parts, routes zigzag, and tune-ups never convert. GoHighLevel triages every call, books emergency vs scheduled windows, assigns by skill and zone, manages parts and estimates, sells maintenance plans, handles after-hours premiums, and runs heat wave or cold snap campaigns. Less chaos, tighter days, higher LTV.
Pain points you’re paying for
- “No heat, no cool” floods phones, no triage, double booking.
- Tech shows up without parts or the wrong cert, second trip, angry client.
- Citywide routes, 70 to 100 km per day, low billable hours.
- Quotes stuck in inbox, no on-site accept or financing link.
- Tune-ups don’t turn into membership plans.
- Refrigerant and warranty details aren’t logged, callbacks rise.
What the system does
- Capture calls, SMS, forms, and Google messages into one CRM.
- Triage with a decision tree, emergency vs scheduled, collect error codes and photos.
- Book 2-hour windows with travel buffers, after-hours premium when applicable.
- Assign by skill tag, gas furnace, heat pump, mini-split, boiler, hydronic.
- Route by postcode zones, cap daily km per tech.
- Parts picklist from the intake, pull-sheet to van stock, log used vs short.
- Quote good-better-best on site with one-tap accept, e-sign, and financing link.
- Plans sell maintenance memberships with 1 or 2 visits per year, filter add-ons.
- Compliance refrigerant logs, EPA 608 notes, leak check entries.
- Reviews request 2 hours after visit, neighbor offer at day 7.
Fast intake flow that converts
- Caller selects emergency or scheduled.
- AI captures system type, age, symptoms, error code, thermostat behavior, recent work.
- Client adds 2 photos, unit plate and thermostat, optional short video.
- System shows the first emergency window or next scheduled slots with the service call fee.
- Client confirms, receives prep checklist and parking notes.
- Tech gets a job card with symptoms, photos, likely parts, and plan eligibility.
Intake fields that keep jobs tight
- Property type, single-family, multi-unit, commercial suite.
- System type, gas furnace, heat pump, AC split, package unit, mini-split, boiler.
- Tonnage and model if known, 1 ton = 3.517 kW.
- Symptoms, no heat, no cool, short cycling, loud fan, water under air handler, breaker trips.
- Error codes or light blink pattern.
- Thermostat type, standard or smart, batteries fresh yes or no.
- Filter size and age, mm and weeks.
- Access, attic, crawl, roof, ladder height in m, parking rules.
- Photos, rating plate, thermostat, condensate line or pan.
- Preferred window, for emergency and for scheduled.
- Map pin for routing.
Example pricing rules (USA-friendly, show ranges in quotes)
Adjust to your market. Keep ranges visible to set expectations.
| Line item | Typical range, USD | Unit | Notes |
|---|---|---|---|
| Service call + diagnosis, first hour | 89–149 | per visit | Includes basic electrical & airflow checks |
| After-hours / weekend premium | +30–60 | percent | Applies to labor portion |
| Maintenance plan, single system | 150–280 | per year | 1–2 visits, priority scheduling |
| Additional system on same site | 90–160 | per year | Same visit windows |
| Capacitor replace (common sizes) | 120–240 | installed | Includes part + test |
| Contactor replace | 140–260 | installed | Includes part + test |
| Condensate flush & safety switch | 90–180 | installed | Pan tablet included |
| Refrigerant top-off, R-410A | 80–130 | per lb | Record weight and leak notes |
| Refrigerant recovery & recharge | 240–480 | per job | Small split systems |
| Smart thermostat install | 150–280 | installed | Includes setup & app |
| Media filter upgrade (MERV 11–13) | 160–320 | installed | Cabinet + first filter |
| IAQ UV light | 320–680 | installed | Bulb life noted in CRM |
For replacements, use good-better-best packages with SEER2/HSPF2 and financing. Keep on-site accept enabled.
Route, capacity, and skills logic that protect margin
- Zones keep daily drive under 60 km per tech; enforce 15–25 min buffers.
- If a tech doesn’t accept in 2 minutes, auto-route to the next qualified tech in zone.
- Tag jobs that require ladder >3 m or roof access and filter by skill/cert.
- Heat wave or cold snap, stack membership tune-ups earlier or later, keep emergency windows open.
High-impact automations
- Missed-call text-back in 15 seconds with emergency vs scheduled intake.
- Error-code helper with photo prompts.
- Parts pull-sheet to van stock and warehouse when a job books.
- On-site quote good-better-best with financing link; abandon chasers at 2 and 24 hours.
- Card on file for after-hours and plan renewals.
- Plan renewal 45 days before expiry, auto-renew toggle.
- Seasonal triggers first ≥32 °C or ≤−5 °C forecast by ZIP, send tune-up offers.
- Review + neighbor offer after service with expiry to drive density.
Scripts that convert
- First reply, “Is this no-heat/no-cool or scheduled? Share model photo and the thermostat screen, I will give you the first window now.”
- Anchor, “Diag visit is 89–149 USD, first hour included. After-hours adds a 30–60 percent premium. I can hold 13:00–15:00 today or 09:00–11:00 tomorrow.”
- Plan nudge, “Membership is 150–280 USD per system per year with priority windows and 10 percent off parts. Add it now and we’ll tag your spring and fall visits.”
- Financing, “Replacement quotes include monthly payment options. Approve on your phone, we’ll schedule install.”
- Close, “I will send prep notes, filter check, and parking details now.”
Metrics to track weekly
| Metric | Target | If below target, do this |
|---|---|---|
| First response time | under 2 minutes | Enable missed-call text-back, extend AI hours |
| Dispatch acceptance <2 min | ≥90 percent | Tighten zone skills, add overflow tech |
| Billable hours ratio | ≥65 percent | Cut zigzag routes, raise buffers |
| Quote same-day delivery | ≥95 percent | Enforce on-site quoting workflow |
| On-site accept rate | 35–55 percent | Use good-better-best and financing link |
| Plan attach on service calls | 30–50 percent | Add one-tap “add membership” in invoice |
| Review rate | 25–40 percent | Ask at 2 hours, remind day 3 and 7 |
| Callback rate (14 days) | under 6 percent | Log refrigerant and wiring checks, photo proof |
Real example, compact
A two-truck shop in Mississauga switched to triage + zones. In 45 days: response time 38 seconds median, daily km/tech 78 → 47, same-day quote delivery 99 percent, on-site accept 41 percent, plan attach 36 percent, after-hours premiums applied cleanly, callbacks 5.3 percent.
Owner insights
- Triage plus skill tags stops the “wrong tech, wrong parts” spiral.
- On-site quoting with financing beats emailed estimates that never get opened.
- Plans drive shoulder-season revenue and better dispatch flexibility.
- Heat/cold triggers booked a week of work in 48 hours without discounting.
Setup blueprint in GoHighLevel
- Intake form and call flow, emergency vs scheduled, system type, error code, photos, access, map pin.
- Knowledge base for pricing bands, parts kits, replacement packages, financing link.
- Calendars by zone and skill; buffers and capacity caps.
- Workflows missed-call text-back, parts pull-sheet, on-site quote, plan add, renewals, seasonal triggers, reviews.
- Payments card on file for after-hours and plan billing.
- Compliance refrigerant log fields and photo prompts.
- Test on 20 real calls; tune windows, buffers, and plan copy.
FAQs
How do I cut second trips
Use the parts picklist from intake photos. Send a pull-sheet and flag ladder height or roof access so the right van rolls.
What do I do with after-hours calls
Publish the premium in intake. Require card on file before dispatch. Offer first morning window as a lower-cost alternative.
How do I sell maintenance plans without discounting
Bundle priority windows, 10 percent off parts, and filter reminders. Offer one-tap add during invoice.
Can I handle boilers and mini-splits in the same flow
Yes, use skill tags and separate knowledge-base prompts. The triage tree routes by system type automatically.
How do I keep quotes from stalling
Quote on site with good-better-best, add financing, and run 2 and 24 hour chasers. Don’t leave without sending.
Commercial next steps
- Deploy the HVAC snapshot with triage, zones, parts, on-site quotes, plans, and seasonal triggers.
- Train CSRs on the emergency vs scheduled script.
- Audit van stock weekly against pull-sheets.