Over my years in HVAC, I’ve watched our industry transform from basic mechanical systems to sophisticated technology. These days, it seems like every piece of equipment has a computer chip and internet connection. Through my work with Trade Automation Pros and hosting the Service Business Mastery Podcast, I’ve gathered insights about how AI and automation are reshaping our trade – and more importantly, how we can use them to our advantage.
Understanding AI in HVAC
Artificial Intelligence might sound like science fiction, but it’s becoming as common in our industry as multimeters and manifold gauges. At its core, AI helps machines learn from experience, recognize patterns, and make decisions. The recent explosion of AI capabilities has made these tools more accessible and practical for HVAC professionals.
Collaborative AI Systems: The New Service Team
Stanford’s Human-Centered AI Institute predicts that one of the biggest shifts in 2025 will be multiple AI systems working together like a service team. Imagine:
- A diagnostic AI analyzing system data and identifying potential issues
- An inventory AI ensuring the right parts are always in stock
- A scheduling AI optimizing technician routes and timing
- A customer service AI handling routine communications
This “AI team” approach means each system can specialize in what it does best, working together to support technicians rather than replace them.
Real-World Applications
Predictive Maintenance
Modern (higher-end) HVAC systems can already predict failures before they happen, and it’s expected that advancements in 2025 will further evolve these capabilities:
- Self-diagnosing capabilities for refrigerant leaks
- Automatic detection of airflow blockages
- Filter monitoring with automated alerts
- Real-time performance tracking
- Integration with building automation systems
Using AI analysis of system data, this will allow service businesses to:
- Monitor equipment performance patterns
- Track energy consumption anomalies
- Identify early warning signs of wear
- Schedule preventive maintenance efficiently
Smart Scheduling and Route Optimization
AI-powered scheduling has transformed how we plan our days. These tools consider:
- Geographic locations and traffic patterns
- Job duration estimates based on historical data
- Technician expertise and equipment specialties
- Parts inventory and availability
The result? More efficient routes, better time management, and improved customer service.
Making Technology Work for You: Real Stories from Technicians Like You
To get a better sense of how AI and automation are making a difference, I reached out to our community in the AI & Automation for The Trades Facebook group. Here are some real-world examples from fellow technicians who have embraced these technologies:
Streamlining Dispatch with AI-Powered Systems
One technician shared how implementing an AI-powered dispatch system transformed their workflow. By using advanced dispatching tools, they experienced a significant increase in jobs completed, a dramatic reduction in dispatch errors, lower fuel costs, and higher customer satisfaction. The AI system optimized their scheduling, ensuring the right technician was assigned to the right job at the optimal time.
Automating Workflows with Zapier
Another tech set up workflow automations using Zapier. When a lead form for a new system estimate is completed, several actions happen simultaneously: a booking request is triggered based on the form data, the customer service team is notified to ensure no lead falls through the cracks, lead information is added to their tracking system, and the lead is retargeted in their advertising campaigns. This automation ensures a seamless process from lead generation to customer follow-up, reducing manual tasks and potential errors.
Leveraging AI for Data-Driven Decisions
Some are testing AI features in service software platforms. By utilizing AI-generated reports, they’re able to access real-time data on key performance indicators, make informed decisions with minimal manual intervention, and save time on generating individual technician reports. This allows them to focus more on improving service quality and less on administrative tasks.
Enhancing After-Hours Coverage with AI Voice Tools
A team shared how they use an AI voice tool integrated with their CRM for after-hours coverage. The AI handles multiple simultaneous calls, populates client data within their system, and provides summaries via email or text. This resulted in dozens of new opportunities and significant increases in closed deals and sales. By ensuring that customer inquiries are promptly addressed, even after hours, they significantly boosted their sales.
These stories highlight how technicians are actively incorporating AI and automation into their daily routines, leading to increased efficiency, better customer service, and higher job satisfaction.
Creating Custom Tools with GPT for Invoice Summaries
Even I have found ways to use AI to make our jobs easier. I created a custom GPT tool that helps service techs reword invoice summaries. Instead of using industry jargon that can confuse customers, this tool asks technicians a few questions and then generates a clear, customer-friendly invoice summary. It can even provide multiple options for the summary. By simplifying the language and making invoices easier to understand, we’re improving customer satisfaction and reducing confusion.
You can check out the custom GPT tool I created called The Invoice Summary Scribe, which is a copywriter for home service industry invoices. Another one of my more popular custom GPT’s is The SOP builder, which can guide you through SOPs for HVAC, plumbing, and more.
Part 4: Making AI and Automation Work for You
Steps to Get Started
Identify areas where technology can help. Look at your daily tasks—are there repetitive tasks that could be automated? Are there tools that could make diagnostics faster? Don’t be afraid to experiment with apps or software that could make your job easier. Many have free trials or basic versions.
Stay informed. Keep an eye on industry news, attend workshops, or join communities like our Facebook group to learn about new developments. Share your experiences with new tools and learn from others. Collaboration can make the transition smoother for everyone.
Impacting the Bottom Line
By adopting tools that increase efficiency and improve customer service, we contribute directly to the company’s success. This can lead to job security, as technicians who are proactive and efficient are invaluable. Showing initiative can open doors to new roles and create opportunities for advancement. Efficient processes also reduce stress and workload, leading to a better work environment.
Immediate ROI For The Technician
According to ACCA’s 2025 industry outlook, a typical technician spends over two hours daily on administrative tasks! That’s way too much time. By automating just the basics – paperwork, scheduling, and parts ordering – you could reclaim hundreds of hours annually for more valuable work.
Success Stories
Let me share some real examples of how these technologies have already improved both our own businesses and those of our clients:
Streamlined Dispatching
After adopting AI powered workflows, a service company client of ours reported:
- 30% increase in completed jobs
- 25% reduction in fuel costs
- Improved customer satisfaction scores
- Better work-life balance for technicians
Automated Workflows
Another company automated their lead handling process, achieving:
- 40% faster response times
- 90% reduction in missed follow-ups
- 35% increase in conversion rates
Looking Ahead
The HVAC industry is evolving, but one thing remains constant: the need for skilled technicians who can think critically and solve complex problems. AI and automation aren’t replacing us – they’re giving us better tools to do our jobs more efficiently and effectively. As HVACRTrends reports, 2025 will be a pivotal year for AI adoption in our industry, and those who embrace these changes thoughtfully will have a significant competitive advantage.
The future is full of possibilities, and those who stay curious and embrace new technologies will lead the way. Don’t be left behind—be an early adopter and explore how AI and automation can enhance your career.
A Note from the Editor
While Tersh’s article highlights the exciting possibilities of AI in HVAC, I feel compelled to add some important context as we navigate this rapidly evolving landscape.
We’re witnessing an unprecedented rate of AI adoption across industries. While previous technological revolutions took decades to unfold, generative AI has achieved widespread use in just months. This breakneck pace, while exciting, has led to what I’d call a “tech feeding frenzy” – where businesses sometimes rush to adopt AI solutions without proper evaluation, potentially putting their operations and customers at risk.
As HVAC professionals, our primary mission is to install, maintain, and service systems that achieve near-perfect reliability. Our customers depend on us to keep their homes comfortable and their businesses running. This fundamental responsibility should guide how we approach AI adoption.
Before incorporating any new AI tool into your business, consider these critical questions:
- Reliability and Consistency
- Does the tool produce consistent, predictable results?
- What is the error rate? How often does it make mistakes?
- How are errors detected and corrected?
- Data Security and Risk Assessment
- What access does the tool have to your business and customer data?
- What would be the impact of an AI error on your business or customers?
- How is sensitive information protected?
- Implementation and Support
- What level of technical support is provided?
- How much time and resources are required for proper implementation?
- What training is needed for your team?
- Integration with Existing Systems
- Can the AI tool integrate with your current software stack?
- Are there AI features already built into your existing fleet management or scheduling software?
- What additional infrastructure might be needed?
The most successful HVAC businesses will be those that thoughtfully adopt AI technologies one step at a time, carefully measuring results and impacts at each stage. Think of AI adoption like commissioning a new HVAC system – you wouldn’t skip your pre-startup checklist or bypass proper testing procedures. Apply that same methodical approach to implementing AI tools in your business.
Remember, generative AI is still in its infancy. While it shows immense promise, it’s crucial to maintain a balanced perspective between innovation and reliability. Your reputation and your customers’ trust depend on making wise choices about when and how to incorporate these new technologies.
– Ben Reed
Editor, HVAC Know It All
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