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Air conditioning & HVACHVAC runs on things that must come back and paperwork that must arrive: refrigerant bottles, roof fobs, calibration dates, commissioning sheets. Miss one and it costs money or licence. Our agent never misses any of them — and it answers your juniors’ questions while it’s at it.
We solve the day-to-day problems of running your business · Built on a system running daily in a real London field-service company · Standard automations from £995 · No long contracts · Plain English, always
“Who's got the R32 bottle?”
Bottles are tracked like keys: taken means a bold morning reminder, every morning, until it's logged back in. F-Gas compliance stops depending on anyone's memory.
“Where's the F-Gas record sheet?”
Photographed at the unit, recognised as paperwork, filed to F-Gas Logs the same day — dated and named. When the auditor comes, it's a search, not a panic.
“What do I load for the install?”
Install in the notes loads the lifting gear, core drill, brackets and the pipe kit sized from the notes. A service visit loads filters and cleaner — and nothing else.
“How do I get on the roof?”
Roof or plant-room access gets its own bold ACCESS line in the brief: the fob, the concierge, the time. Your engineer isn't ringing you from the car park at 07:50.
“Unit's tripping — what do I check?”
Your triage list, answered instantly from the policy file — and if the fault goes beyond the script, it escalates to you with the full context. Juniors stop guessing and stop ringing.
“Did the sub send his fuel receipt?”
Same flow as your own crew: photo, auto-read, filed under his name so the office reconciles per person, per day — subbies included.
Every scenario below is drawn from the working system — configured for AC and HVAC contractors. The conversations show exactly what your crew would see on their phones.
Split install, 5-metre pipe run, condenser on the roof. How much of that does your engineer remember at 6:45am?
None of it — he doesn't have to. The brief sizes the pipe kit from the notes, lists the brackets, logs the bottle out, and bolds the roof access arrangement with the time and the name.
Service visit tomorrow instead? Filters and cleaner. The list changes because the job changed — not because someone remembered to change it.
Refrigerant charged, record sheet signed. Where is that sheet in three weeks?
Filed, dated and named — because your engineer photographed it before he left the plant room, and the agent recognised paperwork and put it in F-Gas Logs the same day.
Commissioning sheets get the same treatment, threaded so you can query any figure by replying to the photo itself.
What does a lost refrigerant bottle actually cost you — in money, and in paperwork?
The agent treats bottles like keys: logged out to a name, bolded in that engineer's brief every single morning until it's logged back in. It never forgets, never softens, never assumes.
The third R — things that must return — is where field businesses quietly bleed. This is the tourniquet.
Junior on-site alone, condenser tripping, client watching. Call you — or work the list?
Your triage list answers instantly: the checks, in order, in plain English. Most faults die at step two or three. Anything beyond the script escalates to you with the full context already gathered — site, unit, what's been checked.
You get fewer calls, and the calls you do get are worth taking.
Your second engineer calls in sick at 9pm. Does tomorrow fall apart, or take one text?
The 9:30pm change check flags the absence against the approved plan. You reply “Leo with Sam”, re-approve, and the system rewrites the job assignments and re-messages the crew — no double-booking, no forgotten site.
The morning brief that goes out at 7am already reflects the new world.
Three email automations we build most often for AC and HVAC contractors — written once in your voice, sent forever at the right moment.
Install quotes compete with two other bids. Automatic follow-ups with the right tone keep yours on top of the pile.
Handover pack sent, F-Gas paperwork filed, review link included — one email, sent itself, the day the system's commissioned.
Every past install customer hears from you before summer — servicing revenue that used to depend on them remembering you exist.
A free thirty-minute audit: we’ll map your compliance trail and your interruptions against the Three Rs, and hand you a written plan. From £995.
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