It’s 8:15 AM. Your first technician is already late. The phone rings. It’s the customer: "You guys said 8-10, it's 8:15, where is he?"
You call the tech. No answer (he's driving). You call the customer back. You apologize. Rinse and repeat 10 times a day. This is the "Dispatch Death Spiral," and it's completely avoidable.
!The Cost of Manual Dispatch
Every time your office manager picks up the phone to give a status update, it costs you money. Not just in salary, but in opportunity cost. That's time not spent booking new revenue.
HVAC offices spend avg. 12 hours/week on status checks.
✓The Fix: Automated "On My Way" Alerts
Imagine if your HVAC business worked like Uber. When the tech clicks "Drive," the customer gets a text. When they arrive, the customer knows. No phone calls needed.
- Trigger-based Texts: Tech status changes trigger SMS automatically.
- Real-Time Map: Customers can see exactly where the tech is (optional).
- Two-Way Sync: Delays update the ETA instantly.
Copy This Script: The 'On My Way' Text
Hi [Name], this is [Tech Name] with [Company]. I'm on my way to your home now! My GPS says I'll arrive in [Time] minutes. See you soon!
How ServiceHub Does It Better
We don’t just track trucks; we manage the conversation. ServiceHub's AI Assist actively monitors technician location and status.
- Smart Dispatch: AI suggests the best tech based on location AND skills.
- Contextual Updates: "Traffic is heavy, new ETA 9:15" sent automatically.
- Professionalism: Customers feel like they hired a premium national brand.
- Manual Dispatch Optimization: Run a one-day optimization to cut zig-zag routes and rebalance assignments — with a dry-run preview.
?Frequently Asked Questions
What is the best HVAC dispatch software?▼
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Ready to quiet the phones?
Try ServiceHub's automated dispatching. Save your sanity and impress your customers.