Missed Call Text-Back for HVAC
An illustrative example of how an HVAC company can capture missed calls with automated text-back and never lose a lead to a competitor.
Project Summary
Baseline (Illustrative)
Solution Architecture
- Customer calls — nobody answers (phone system detects missed call)
- Automated SMS sent within seconds: "Hi, we missed your call. We're on a job but want to help. Reply to schedule or call back."
- Message offers a self-scheduling link for convenience
- Lead automatically captured in sales pipeline with source tracking
- Technician follows up when available — lead is already warm
- Follow-up sequence if no response in 24 hours (approval-gated)
- Customer can reply STOP to opt out at any time (TCPA compliant)
- Missed-call detection trigger
- SMS text-back template with scheduling link
- Lead capture pipeline with stage tracking
- Follow-up sequence with approval gates
- Reporting dashboard showing missed-call recovery rate
Illustrative Outcomes
Why It Works
- Speed: The first company to answer usually wins the job. A 60-second text-back beats a 4-hour callback.
- Convenience: The scheduling link lets the customer pick a time without playing phone tag.
- Compliance: TCPA-compliant opt-in, opt-out (STOP), and consent tracking built in.
- Approval gates: No message goes out without owner approval — the system drafts, the owner decides.
- Local-first: All data stays on your machine. No cloud dependency for sensitive customer information.