AirComfort Pro — Residential HVAC company, 20 techs
AI deployment blueprint for Residential HVAC company, 20 techs. Automates hvac dispatch using Google Calendar, Twilio, QuickBooks, Claude.
AI Readiness Score
Basic scheduling and customer data exists, but lacks historical performance metrics
Already using Claude shows AI comfort, 20 techs provides good test group
Budget range supports multiple agents and integrations for this size operation
Strong existing tools with APIs, clear repetitive processes in dispatch and renewals
3-6 months realistic for phased implementation of dispatch and renewal automation
Good API coverage with Google Calendar and Twilio, QuickBooks integration well-documented
How This System Works
Architecture
Three-agent system leveraging existing Google Calendar and QuickBooks data to optimize operations. Smart Dispatch Agent handles real-time technician assignments, Maintenance Renewal Agent manages customer retention, and Capacity Planning Agent provides strategic workforce insights.
Data Flow
Service requests flow from Google Calendar to the Smart Dispatch Agent, which analyzes technician capabilities and availability before sending optimized assignments via Twilio. Customer data from QuickBooks feeds the Renewal Agent for automated retention campaigns. Historical data from both systems informs the Capacity Planning Agent's workforce recommendations.
Implementation Phases
Implement intelligent technician assignment system
Automate maintenance agreement renewal process
Deploy seasonal demand forecasting and capacity optimization
Prerequisites
- -Technician skills database creation
- -QuickBooks maintenance agreement standardization
- -Twilio SMS number configuration
- -Historical data cleanup and organization
Assumptions
- -Current Google Calendar contains service appointment data
- -QuickBooks tracks customer maintenance agreements
- -Technicians have SMS-capable devices
- -Management will define technician skill categories and certifications
Recommended Agents (3)
How It Works
- 1Receive service request with customer info and problem description
Parse calendar event for customer address, issue type, priority level
Google Calendar API - 2Analyze technician availability and skills
Check current schedules, skill certifications, and past performance with similar issues
Calendar + Skills Database - 3Calculate optimal assignment
Score technicians on travel time, skill match, customer history, and current workload
Claude Sonnet - 4Send dispatch notification
Text technician with job details, customer notes, and turn-by-turn directions
Twilio SMS
Data Flow
Inputs
- Google Calendar — Service appointments with customer and issue details(Calendar Events)
- Skills Database — Technician certifications, specialties, and performance history(JSON)
Outputs
- Google Calendar — Assigned technician and estimated arrival time(Updated Events)
- Twilio — Dispatch notification to technician with job details(SMS)
Prerequisites
- -Technician skills database setup
- -SMS number configuration
Error Handling
Alert dispatcher with overflow options
Fallback to phone call notification
Integrations
| Source | Target | Data Flow | Method | Complexity |
|---|---|---|---|---|
| Google Calendar | Smart Dispatch Agent | Service appointments and technician schedules | api | moderate |
| Twilio | Smart Dispatch Agent | SMS notifications to technicians | api | low |
| QuickBooks | Maintenance Renewal Agent | Customer maintenance agreements and service history | api | moderate |
| Twilio | Maintenance Renewal Agent | Renewal SMS communications | api | low |
Schedule
0 9 * * *0 6 * * 0Recommended Models
| Task | Recommended | Alternatives | Est. Cost | Why |
|---|---|---|---|---|
| Dispatch optimization analysis | Claude Sonnet 4 | GPT-4 | $80/month | Complex multi-factor optimization requiring reasoning about technician skills, geography, and customer history |
| Renewal message generation | Claude Haiku | GPT-3.5 | $15/month | Simple personalized text generation with cost efficiency priority |
| Capacity planning analysis | Claude Sonnet 4 | GPT-4 | $60/month | Statistical analysis and forecasting requiring sophisticated reasoning over historical data |
Impact
What Changes
Quality Gains
- ✓15% improvement in first-call resolution through better technician-job matching
- ✓90%+ maintenance renewal rate vs current 70%
- ✓Reduced customer wait times during peak seasons
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What's next?
This blueprint is a starting point. Fork it, remix it, or build your own.