For HVAC owners & general managers
You run the shop. The office runs you.
Catches the calls, chases the estimates, files the warranties, and reconciles the cash — Mission diagnoses the operating constraint before prescribing the build.
Your day
You didn’t get into this to chase invoices and file warranty paperwork.
You came up as a tech and trained your best people. But you’re still doing line-level admin between the field software, the phone, QuickBooks, and the bank app — and almost none of it needs the expertise you actually have.
- The judgment work — pricing, hiring, the hard calls
- Margin calls and pricing strategy, reading job-cost trends, hiring and coaching techs, vendor negotiation, deciding where cash goes, and the customer and warranty escalations where your reputation is on the line.
- The admin tax — chasing, re-keying, filing, reconciling
- Returning calls, following up on quotes, filing warranty claims, chasing receivables, re-keying jobs into QuickBooks, requesting reviews, and assembling the weekly numbers by hand.
What it costs
The office work you’re too busy to do is the work that’s leaking money.
When the schedule is full, admin piles up, cash gets tight, and you end up working in the business instead of on it. Here’s what that costs a regional residential shop.
Missed rings cap the whole company
Small contractors miss roughly a quarter of calls — 35%+ in peak season — and 85% of voicemails never convert, so the leak can reach $120,000 a year with each missed call worth $350+ in immediate revenue.
Warranty cash stays trapped for weeks
Trane and Carrier claims need registration in 60–90 days, parts paid upfront, and reimbursements that run weeks to months — tracked in a spreadsheet or in your head while payroll is due now.
Margin slips unless you audit by hand
Undetected undercharging and missed upsells quietly erode the margin that separates a sustainable shop from a struggling one — but you only catch it if you reconcile job costs yourself.
Directional patterns from the trade and from operator interviews — not Mission results. Your numbers get established in the assessment.
Where the constraint often shows up
The office manager you can’t afford to hire full-time.
Mission’s agent does the chasing, capturing, drafting, and reconciling. You keep every pricing, hiring, and relationship decision — and the final approval on anything that touches a customer or your cash. Mission diagnoses the operating constraint before prescribing the build.
- Catch and book every call
Answers and triages after-hours and overflow calls and texts, books jobs into your dispatch software, and surfaces urgent no-heat / no-cool jobs to you — instead of voicemail that becomes a competitor’s booking.
- Run estimate follow-up on a cadence
Watches for unsigned quotes in your field system, sends timed follow-ups with the proposal, financing, and reviews attached, and flags warm-but-stalled deals so you can make the personal call.
- File and track warranty claims
Registers equipment in time, opens manufacturer claims, tracks each one’s status and the dollars owed, and alerts you when a reimbursement stalls past its window.
- Chase receivables and reconcile cash
Sends reminders on overdue invoices, reconciles field-software invoices against QuickBooks, and gives you a daily “who owes us / will payroll clear” view — you decide on any discount or write-off.
The result
Keep the judgment, the relationships, and the wrench. Hand off the chasing.
The office work still gets done — on a cadence, every time — without you toggling between four systems after a day on the roof.
You’re the bottleneck for everything off the truck
- A quarter of calls hit voicemail and the callbacks come hours late, after the customer already booked someone else.
- Estimates sit un-followed-up and warranty money slips through the cracks because it lives in your head.
- You reconcile QuickBooks and chase invoices at night, and only see margin leakage long after it happened.
The office runs itself and brings you the decisions
- Every call and text gets answered and booked; only the urgent no-cool jobs and warm deals come to you.
- Estimates get followed up on a cadence and every warranty claim is tracked to the dollar until it pays.
- Receivables get chased automatically and you open a daily cash view instead of rebuilding it by hand.
Safe by default
Nothing touches a customer or your cash without your say-so.
Mission drafts the follow-up, opens the claim, and reconciles the books — then waits for your approval on anything that goes out the door or moves money. You stay in control of every relationship and every margin call.
- Connected
- Works inside the tools you already run on — email, calendars, sheets, your CRM, your portals.
- Approved
- Anything risky or off-mission is held for your sign-off before it touches data or goes out the door.
- On mission
- You set the assignment once. The work stays on it for days and weeks without drifting.
- Observable
- You always have a clear view of what ran, what changed, and what needs a call — no transcript spelunking.
Get back to running the business you built.
Thirty minutes on your week, and you leave knowing what the seat is really costing.
Not ready to talk? Map one workflow yourself — free, no sign-up, and the first three steps put a dollar figure on it.