HVAC is a seasonal business. Your peak-season revenue is capped by your shoulder-season prep. We build the systems that pre-book spring and fall tune-ups, renew your maintenance agreements on time, and capture the 2am no-heat calls.
The CRM under this system is TradesBackbone, our own product, set up for HVAC companies. You can sign up and switch it on yourself today, no call needed. Every TradesBackbone plan starts with a free trial, with no annual contract.
These aren't hypothetical. They're the exact gaps we see over and over when operators show us their day-to-day.
Your techs are slow in March and October while demand builds. If you're not actively reaching out to last year's customers during shoulder season, you're waiting for the rush, and so is everyone else. First shop to book fills first.
Your maintenance agreement customers are your highest-LTV revenue. But when the 12-month mark hits and nobody reaches out, they assume they don't need it, skip renewal, and become price-shoppers next time they need you.
Filter changes are one of the easiest upsells in HVAC. Nobody chases them because the reminder logistics are a pain. A quarterly text that makes it one reply to book captures margin you are currently leaving on the shelf.
Your dispatcher isn't on at 2am. A homeowner with no heat in January will call the next company in the results. Every missed after-hours emergency is a $800+ job lost.
Every system below is custom-configured to your shop, not a generic template. If you already have parts of this, we integrate with what's working. The review automation runs on ReputeLift, our own software, so it is built and supported by us rather than resold, and it never filters who gets asked: that is Google's rule and the FTC's, not a preference.
March: cooling tune-up sequence to last year's customers. October: heating tune-up. Pre-filled booking links. Earn the schedule before the heat wave or cold snap hits.
The renewal ladder is staged and ready: value recap, renewal link, final reminder two weeks out. Your team flags the agreements coming due and the sequence runs itself from there. Be clear on the seam: that flag is a person's action today, not an automatic sweep of expiry dates, and we would rather name it than let you find it in month three.
Customers who want filters on a cycle go on that cycle, and the quarterly reminder is a reply-to-book text: they answer, your team schedules the drop-off or adds it to the next visit. There is no customer-facing store or self-serve subscription checkout in what we build. If you want one, it is a custom build.
Missed call → instant SMS with urgency picker (no heat/cool = emergency, anything else = morning queue). Emergency path pages the on-call tech; non-emergency routes to morning dispatch.
Install date and warranty term go on the job, and the customer gets an automatic notice 30 days before coverage ends so you can pitch an extended warranty or an upgrade. We do not file the manufacturer registration for you: that stays with your installer. What we automate is the expiry watch and the outreach that comes off it.
Review request goes out by text the day after the install wraps, with the direct Google review link pre-loaded, while the job is still fresh in the customer's mind.
Automation for an HVAC business is scoped on a call with Martello Systems. That covers the CRM, missed-call text-back, seasonal pre-book campaigns, maintenance agreement renewals, after-hours emergency triage, and the team that builds and runs it. One captured 2am no-heat call plus a handful of pre-booked tune-ups pays for the month.
Book a 15-minute demoYour shoulder-season schedules fill weeks ahead of the rush. Maintenance agreements get the renewal conversation instead of quietly lapsing. After-hours emergencies stop bleeding to competitors. Filter work turns into a line you can actually see on the P&L instead of an upsell nobody has time to chase.
HVAC shops that don't believe in maintenance agreements or don't want to sell them. The systems amplify the revenue model you already run. If you're pure install-and-leave, a lot of this won't apply.
Every TradesBackbone plan starts with a free trial, with no annual contract. Prefer it built and run for you? A free 15-minute call covers what is leaking and what a system would cover.