Capture the inquiry
Record inquiries from one agreed source in one compatible destination.
● BUILT FOR HVAC BUSINESSES
Inquiry follow-up,
built for your HVAC team.
Follow up on HVAC service inquiries with messages your company approves, from the incoming request to a reply or appointment request. Start with one business/location, one inquiry source, and one recording destination.
Request a pilot fit review ↗Start with a fit review by email. No meeting required.
FROM INQUIRY TO NEXT STEP ●
ILLUSTRATIVE WORKFLOW
NEW SERVICE REQUEST“I’d like to schedule AC service.”
A clear starting point for your team.
Your qualification rules
Service area · Job type · Availability
↗Ready for next step
Booking path or team handoff
↻Needs a follow-up
Your approved message
Illustrative example. Rules and connections are agreed during setup.
Built around your businessRules you approveHuman handoff when needed
A CLEARER INQUIRY PROCESS
Less chasing.
More structure.
We build the connections and follow-up logic around the way your HVAC business handles service requests.
Qualify & route
Use your rules for service area, job type, and the next person to notify.
Support scheduling
Guide suitable requests to your agreed booking process or team handoff.
Follow up thoughtfully
Use an agreed follow-up limit. Stop on a reply, confirmed booking, or opt-out.
EXPLORE THE LOGIC
Try the workflow.
See where it stops.
A self-guided simulation using synthetic data. No real customer, connected account, message delivery, or booking. Your choices stay on this page.
- 1Intake
- 2Qualified
- 3Follow-up
- 4Booking request
- 5Confirmed fixture
EXAMPLE RECORD
Try a service inquiry
Start with a made-up AC service request. Step through the example or choose a reply or opt-out to stop it.
Or test a stop condition:
Demo limits are illustrative. A client workflow needs agreed timing and message limits, compatible tools, authorized access, and acceptance checks before launch.
A FOCUSED FIRST ENGAGEMENT
One source.
A defined scope.
Organize existing service inquiries and follow up until a reply or appointment request, within the rules agreed with your business.
What we scope first
- One agreed business/location and one inquiry source you authorize.
- One compatible destination for recording requests.
- Approved qualification rules, messages, and a limited follow-up schedule.
- Stop rules for replies, confirmed bookings, opt-outs, and human-review holds; pause for booking review.
- Exception handoff and a weekly results report.
What your setup needs
- Your provider accounts and access permissions.
- Verified compatibility and an agreed service area, timing, and message limit.
- Confirmed availability before a real booking can be marked confirmed.
- Acceptance tests for duplicates, stop conditions, time zones, and provider failures before launch.
Where the boundary is
This starting scope excludes voice answering, HVAC diagnosis, emergency dispatch, and untested CRM integrations.
When a connection fails or a request needs review, the agreed exception path takes over. Failed actions are reported; they are not counted as successful delivery or confirmed bookings.
DESIGNED AROUND YOUR OPERATION
Your workflow.
Set up together.
A limited pilot starts with a fit review. Scope, price, provider subscriptions, and usage costs are agreed separately in writing before enabling the workflow.
Describe the current process
Tell us your inquiry source, the tool your team uses, and what makes follow-up difficult. We agree one business/location, one source, and one recording destination.
Check connection compatibility
We review supported tools, required accounts, and authorized access. A proposed connection is not a working integration until it is configured and verified.
Approve messages and limits
Your team approves the copy, qualification rules, timing, follow-up limit, stop conditions, and review contact before any test messages are sent.
Run an authorized acceptance test
Use authorized test recipients to check normal inquiries, duplicates, replies, opt-outs, booking requests, explicit confirmations, and failure handling. Real traffic starts only after the agreed tests pass.
Measure 14 days after acceptance
Agree a baseline, then review recorded outcomes during a 14-day measurement period with weekly reporting. This is a measurement window, not a free trial or a promise of bookings.
MEASURE THE PROCESS
A report you can
check against records.
During the 14-day measurement period after acceptance, compare recorded outcomes with the agreed baseline. Weekly reports separate observed events from missing evidence; these are measures to track, not claimed results.
- Unique inquiries & response time
- Deduplicated requests and time to the first recorded response, using available timestamps.
- Human replies & appointment requests
- Human responses separated from system messages. Requests stay separate from confirmed bookings.
- Confirmed bookings
- Only explicit confirmation from the agreed booking record or your team. No automatic revenue attribution.
- Failures, duplicates & costs
- Failed actions, suppressed duplicates, and available provider costs. Missing data is marked unknown.
A send record is not proof of inbox delivery. Revenue needs payment or client confirmation; profit also needs costs. No revenue or customer-growth guarantee is included.
START WITH A PILOT FIT REVIEW
See how it could fit
your HVAC business.
Tell us about your company, service area, inquiry source, current tool, and follow-up difficulty. We’ll review whether a limited pilot fits and outline the scope, connection checks, and acceptance steps.
Prefer email? Use the existing option below.
Request a pilot fit review ↗hello@dentaraflow.comRequesting a fit review does not start billing. Please do not email passwords, API keys, or customer lists.