HVAC software that answers the no-cool call while you're in the attic
BestMate picks up the calls you can't, puts the heat pump quote in front of the homeowner with a deposit button, and brings every tune-up customer back in spring and fall without a list on the fridge.
14-day free trial · No credit card required · Cancel anytime
Six calls while you're in a 130-degree attic
It's the first 98-degree day. You're swapping a blower motor at 4:40 and your phone has buzzed six times: a no-cool with a newborn in the house, two tune-ups and three hang-ups. By the time you're down the ladder, two of them have called the next company on Google. The heat pump quote you promised the Whitfields is still a note on your phone, and the fall tune-up list lives in your head.
Peak-season calls
Someone picks up while you're on the roof
On the first heat-wave day the AI Receptionist answers every call, on its own number or yours forwarded to it. It gives the caller your diagnostic fee and hours from what you've set, asks your own questions, like whether the outdoor unit is running, and turns a tune-up call into a booking request you confirm. Switch on emergency handling and a no-cool with a baby at home gets put through to your phone. Every call leaves a summary and transcript. Pro plan, mobile app, US numbers.
- $99 diagnostic and $129 tune-up, quoted from your services
- No price set for a changeout, so it never makes one up
- Up to 10 of your own questions for each kind of call
- No-cool and no-heat calls put through, once you switch it on
- A summary and transcript instead of a voicemail
Repair or replace
Send the heat pump quote tonight and take the deposit on it
Build the changeout on your phone: equipment and install as the required line, the surge protector as recommended and the Wi-Fi thermostat as optional. If the repair is still on the table, send it as a second estimate so both sit on the homeowner's record. They tick what they want from the text link, sign, and pay the deposit on the same page through Stripe, Square or PayPal. You're told when they open it and again when they accept, so the equipment gets ordered that night.
- 3-ton 16 SEER2 heat pump and air handler, R-454B
- Line set flush, pad, disconnect and startup
- Surge protector recommended, thermostat optional
- Repair price as a second estimate, side by side on their record
- $2,500 deposit to order the equipment
Tune-ups twice a year
Spring and fall tune-ups that put themselves on the calendar
Set each tune-up customer's job to repeat every 6 months, on a date or on a set weekday like the second Tuesday, and the visits fill the calendar up to the end you choose, as many as 90. The AC check lands in April before the first heat wave and the furnace check in October before the first cold night, so the slow months stay busy. The tech you assign gets an email and opens the address, notes and photos on the job. Repeating jobs are set up in the mobile app.
- AC tune-up in April, furnace tune-up in October
- Repeats every 6 months, ends on a date or after a set number of visits
- Assigned to a tech, who gets an email
- No-cool calls go on the same calendar in between
- Set up in the mobile app
Maintenance plans
The $19-a-month plan bills itself
Selling a comfort plan that's paid monthly? Set it up once as a recurring invoice, monthly or yearly at any interval, and each one is emailed to the customer on its own with a Pay Now link for card, ACH or PayPal. It runs until the end you set or until you turn it off. Repair calls still get their own invoice from the driveway, and if one is open on its due date, one reminder email goes out. Recurring invoices are set up in the mobile app.
- Comfort plan: 2 tune-ups a year, $19 a month
- Or $210 once a year, billed every July
- Emailed on its own, paid from the link
- Runs until a set end or until you turn it off
- Capacitor and contactor calls billed on the spot
Equipment on the record
Every unit, every visit, and what they owe, on one record
Type the model, the install year, the refrigerant, the filter sizes and where the roof hatch key lives into the customer's notes, from your phone on the roof. Open the record and you see every request, estimate, job and invoice, plus what they still owe before you call about it. Give a restaurant or a property manager their own price list, and it's used on their quotes and invoices.
- 4 Carrier rooftop units, installed 2014
- 16 filters, 20x20x2
- Roof hatch key at the host stand
- Trane XR14, 2009, R-22, on a homeowner's record
- Their own price list on every quote
Techs and timesheets
Hours from the truck, not a paper sheet on Friday
Every tech signs in with their own login and, if you set it that way, sees only their own jobs, hours and expenses. They clock in and out from their phone instead of stopping at the shop to drop off a sheet. A forgotten clock-out gets fixed on the web, the timesheet report totals everyone's hours for the week, and the entries go to your bookkeeper as a CSV.
- Own login for every tech, switched off when they leave
- Only their own jobs, or everyone's
- Clock in and out in the mobile app
- Weekly hours per tech, to 2 decimals
- Entries emailed to your bookkeeper as a CSV
Answer the next heat wave instead of chasing it
Start a 14-day free trial before the first 95-degree day, and put the fall tune-ups on the calendar while you are at it. No credit card needed.
14-day free trial · No credit card required · Cancel anytime