CoolFlowOS replaces the chaos of spreadsheets, whiteboards, and missed calls with AI that schedules, dispatches, invoices, and follows up — automatically.
Drop a job in, CoolFlowOS assigns it to the right tech based on territory, skill, and availability. No back-and-forth. No double-books.
Job done, invoice sent, payment tracked — without you touching anything. AI builds line items from your job notes and sends it while the tech is still on the drive back.
Customer didn't book that quote? CoolFlowOS sends a reminder. Didn't pay the invoice? Nudges them. Left a bad review? AI reaches out to fix it.
AI batches jobs by location, predicts drive time, and builds tomorrow's route before you close the van door tonight.
Know exactly where you stand — jobs this week, revenue this month, cost-per-job trends, tech performance. Real numbers, not gut feelings. Updated in real time.
Your customers get a self-serve portal to book, track, pay, and review — cutting inbound calls by 60% while raising your NPS.
Inbound calls, web forms, inbound texts — they all land in CoolFlowOS. AI qualifies the lead and drafts a quote using your pricing templates. You approve or adjust. Takes 15 seconds.
CoolFlowOS assigns the job to the right technician — considering location, certification, availability, and historical performance. The tech gets a notification. The customer gets a confirmation. You get a dashboard update.
Job completes, invoice goes out automatically. Follow-up sequence triggers. Review request sent. Upsell opportunity flagged. You're now the owner who shows up to check the numbers — not run the numbers.
Every missed call is a lost job. CoolFlowOS answers after-hours,qualifies the caller, books the appointment, and sends you a summary — so you walk in Monday with a full schedule instead of a pile of voicemails.
Answers every call — evenings, weekends, holidays. Caller never knows they're talking to AI.
Checks your calendar, picks the next available slot, sends a confirmation text — all in the same call.
After every call, you get a structured summary: customer name, issue, urgency, scheduled time — no transcription guessing.
Handles common HVAC objections — "Is this an emergency?", "What's the brand/model?", "Can you give me a ballpark?" — so you arrive prepared.
We're rolling out the AI Phone Receptionist to a select group of CoolFlowOS users.
Join the waitlist — we'll reach out before it opens to the public.
No spam. No pitch calls. Just one email when early access opens.
Built for residential and light-commercial HVAC businesses doing $200K–$2M annually. If you're bigger, we'll grow with you. If you're smaller, we'll get you there.
"We were losing jobs to the competitor who answered the phone first. Now our AI picks up in under 2 rings and customers love being able to book same-day. Revenue is up 38% and I actually sleep at night."
"I had three dispatchers and still couldn't keep up with the volume. CoolFlowOS replaced two of them and handles the routing smarter than any of us ever did. My lead tech literally thanked me for finally getting him a schedule that doesn't make him want to quit."
"The auto-invoicing alone paid for the subscription in week one. We used to chase payments for 30, 60, 90 days. Now customers get a link the second the job is done and we get paid in 24 hours. Game changer."
Pricing that makes sense for a real HVAC business — not a Fortune 500 enterprise. No surprise overage charges. No per-seat chaos. Just a predictable monthly cost that pays for itself in one or two jobs.
AI scheduling, auto-invoicing, customer portal, revenue dashboard, up to 5 techs