Business owner automated parts of his business’s office staff for a time saving of 31 hours a week.

As an HVAC business owner, Pete’s day is stretched, important tasks get held up by menial tasks. Improving his team members output while not overworking them has him in a pickle, he doesn’t know how to approach it without hiring more people and therefore, needing to charge more. Currently he has staff that take on the role of marketing, but only when they have the budget for it, and it doesn’t feel like the time invested is being put to good use with the leads acquired.

Pete is at an intersection that others like him have been before, but this time, he can automate away the work entirely at a fraction the cost of contracting it out, the parts of his business that are a time suck and can be better used elsewhere. Launch Potion looked at some ways Pete’s business was handling things and offered to deliver 5 automations to help the staff in his office better manage their time.

1. Lead Generation to CRM + Google Sheets

   Customer acquisition is vital for growing an HVAC business. With this automation, you can seamlessly capture leads from your website or social media platforms and automatically input them into your customer relationship management (CRM) system. Using IFTTT, you can set up an automated flow that triggers actions every time a potential lead submits a contact form or shows interest on your social media channels. This system can instantly send a personalized follow-up email or SMS, thanking them for their inquiry and offering an appointment or consultation. This automation eliminates the need for manual data entry and follow-ups, ensuring that no lead slips through the cracks.

2. Service Reminder System

   One of the most essential elements of an HVAC service business is customer communication. Our first automation flow is designed to help you set up automatic service reminders for customers. A workflow that automatically sends personalized service reminders or maintenance notifications to clients via email, SMS, or even push notifications. This ensures that your clients stay on top of their maintenance schedules and helps reduce missed appointments. Simply input your service schedule and customer contact details, and let the automation handle the rest. This flow saves you hours of manual outreach and ensures that clients don’t forget crucial maintenance appointments.

3. Scheduling Made Easy

   Managing multiple service calls, appointments, and tasks can quickly become overwhelming, particularly when juggling many clients. This automation, built with IFTTT, integrates your HVAC service scheduling system with your calendar. As soon as a new service request is booked, the system automatically adds it to your calendar, adjusting for time zones and any potential scheduling conflicts. Additionally, the automation can send reminders and confirmations to both your team and clients, ensuring everyone is on the same page. By automating job scheduling and syncing it with your calendar, you can focus on the work at hand, reducing the likelihood of missed or double-booked appointments.

4. Social Media Posts

   Promoting special offers, seasonal discounts, or new services on social media is a great way to reach a wider audience, but posting regularly can be time-consuming. This automation helps you maintain an active online presence without the hassle of manual posting. By linking your social media accounts with IFTTT, you can automatically schedule and post updates about ongoing promotions or new services across your platforms, such as Facebook, Twitter, or Instagram. For example, you can set up an automation to share a post every time you launch a seasonal discount or a new service package. This ensures that your business stays visible and engaged with customers, even when you're busy on-site with service calls.

5. Invoicing Automated

   Invoicing can be a time-consuming task, especially when you're juggling multiple jobs each day. This automation flow integrates your job management and invoicing systems to automatically generate invoices once a service is marked as completed. The invoice will automatically include customer details, services rendered, and any discounts or taxes based on your predefined settings. Additionally, the automation can send reminders to customers who haven't paid, ensuring that you receive timely payments. By automating this process, you reduce the chances of errors, eliminate manual data entry, and ensure that your invoicing is both accurate and prompt.

With these 5 automations in place, Pete's office staff reported saving approximately 31 hours per week collectively. This dramatic reduction in manual tasks allowed them to focus on higher-value activities like improving customer service and developing strategic marketing initiatives. The return on investment was clear - not only in time saved but also in improved efficiency and employee satisfaction.