Texas HVAC company captures 3× more leads after hours — without hiring a single extra person
AI Chatbot
USA Client
Texas HVAC company captures 3× more leads after hours — without hiring a single extra person
Client: ProComfort HVAC · Location: Houston, Texas, USA · Timeline: 4 weeks
3×
More leads captured monthly
68%
Of leads arrive outside business hours
$0
Extra staffing cost added
4 min
Avg. time to qualify a lead
The problem
ProComfort HVAC runs a busy residential and commercial HVAC service business across Greater Houston. With AC emergencies, seasonal maintenance requests, and new installation enquiries coming in around the clock, their office staff — two coordinators — simply couldn't keep up. Website visitors who arrived after 6pm or on weekends hit a contact form with no immediate response. In Texas heat, a homeowner with a broken AC unit won't wait until Monday morning — they call the next company on Google. ProComfort was losing an estimated 40–50 potential jobs per month to competitors who answered faster. They needed to be "open" 24/7 without the payroll to match.
Sample chatbot conversation
Live on their website — 11:34pm on a Saturday
PC
Hi! I'm ProComfort's virtual assistant. Are you dealing with an AC or heating issue, or looking to schedule maintenance?
AC not cooling
Heating issue
Routine maintenance
New installation
V
AC not cooling
PC
Sorry to hear that — especially in this heat! A few quick questions so we can get the right tech to you. Is this for a home or a commercial property?
V
Home, 3 bed 2 bath in Katy
PC
Got it. How old is your AC unit roughly, and is it running but not cooling, or completely off?
V
About 8 years old, running but blowing warm air
PC
That's likely a refrigerant or compressor issue — our techs handle this every day. Can I get your name and best phone number? We'll confirm a same-day slot first thing Sunday morning.
V
Victor Reyes, 832-555-0194
PC
Perfect, Victor. You're all set — expect a confirmation text within the next 2 minutes and a call from our team by 8am Sunday. Is there anything else I can help with tonight?
What we built
1
AI-powered lead qualification flow — The chatbot asks the right questions in natural conversation: service type, property details, urgency level, unit age, and contact info. By the time a lead reaches the team, the job is already scoped. No more 10-minute intake calls for jobs that could be quoted in 2.
2
24/7 availability with smart escalation — The bot handles enquiries at any hour. True emergencies (no AC, elderly resident, temperature above 100°F) are flagged as high-priority and trigger an immediate SMS alert to the on-call coordinator — even at midnight.
3
Instant CRM entry & SMS confirmation — Every captured lead is automatically added to GoHighLevel with full conversation history, service type, and urgency tag. The customer receives an SMS confirmation within 60 seconds — before any human has touched the enquiry.
4
Seasonal campaign mode — During peak summer and winter months, the bot switches to a proactive maintenance offer mode — prompting visitors with seasonal tune-up deals and capturing bookings directly into the team's Google Calendar.
Results after 90 days
Lead volume
Monthly qualified leads grew from ~38 to ~114 — a 3× increase. The majority came in between 6pm and 8am, time slots previously generating zero leads.
Staff workload
Coordinators no longer handle initial intake calls. They pick up pre-qualified leads with full job details already in the CRM — saving ~15 hours per week combined.
Response time
Average first response dropped from 4.5 hours to under 60 seconds — making ProComfort the fastest responder in their local market.
Revenue impact
With an average job value of $380, capturing an additional 76 leads per month represents over $28,000 in new monthly revenue potential.
"We used to lose jobs every weekend because nobody was answering. Now the bot handles everything overnight and my team walks in Monday morning with a full queue of ready-to-book customers. It paid for itself in the first week."
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