AI Lead Verification, Voice Agent and Field Photo Search for a Texas HVAC Company

Overview

A Texas HVAC and duct cleaning company ran its jobs in ServiceTitan, but the work around ServiceTitan was still manual: checking whether a new lead was real, calling to confirm, filing job photos, setting up job folders and building the weekly report. I built five connected automations: lead intake and verification, a voice AI agent that contacts new leads, a field photo system with RAG search, automatic job folders and weekly reports.

About the client

An HVAC and duct cleaning company in Texas with about 22 staff across the office and the field. ServiceTitan runs the schedule, the customers and the jobs. Everything around it was done by hand.

The Problem

What they were dealing with

Leads arrived from the website form and by phone, and every one needed a person. Someone in the office read it, worked out whether it was a real customer in the service area asking for a service the company offers, called to confirm, and only then entered it in ServiceTitan. Leads that arrived after hours or on a busy day waited, and a slow first response is how a home owner ends up calling the next company on the list. The jobs created the same kind of work. Technicians took before and after photos on their own phones and sent them by text. Someone had to match each photo to the right customer, and finding what a technician saw on an earlier visit meant scrolling through messages. Every new job needed its folder built by hand, and the weekly report was assembled from ServiceTitan data by someone with a spreadsheet.

Before

The Solution

How I solved it

ServiceTitan stays the system of record. The goal was to take the repetitive work around it off the office team, so a lead arrives verified and a job arrives with everything it needs.

Every lead from the website form and the phone enters one flow. It is checked for spam, for duplicates against existing ServiceTitan customers and for whether the address is in the service area. A voice AI agent then contacts the lead to confirm the details and the service they need, and the outcome is written back to ServiceTitan. When the agent cannot settle something, it hands the lead to a person instead of guessing.

Once a job exists, its folder is built automatically. Technicians send photos from the field against the job, they are filed in the right place, and RAG makes photos and job notes searchable in plain English, so the office can look up earlier work without asking anyone. The weekly report is generated from ServiceTitan and arrives built.

The Result

What changed