Air duct cleaning service

Based on the documentation provided, here are the key business flows for an air duct cleaning and HVAC professional service that can be automated by AutomateDFY:

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1. Booking and Scheduling:

- Automate online booking forms and the scheduling of appointments.
- Send automated booking confirmations and reminders via email or SMS to customers.
- Sync bookings automatically with calendars used by technicians and teams.

2. Lead Management and Follow-Up:

- Capture leads from web forms, chat, or incoming calls and add them directly to a CRM.
- Automatically assign leads to sales staff or technicians based on location, availability, or specialization.
- Send follow-up emails or texts to leads who have not converted or responded.

3. Customer Communication:

- Automated messaging for quotes, appointment reminders, on-the-way notifications, and post-service feedback requests.
- Follow-up thank you emails and review requests after a service visit.

4. Invoicing and Payment:

- Automatically generate and send invoices once a job is completed.
- Send payment reminders and confirmation receipts.
- Track paid/unpaid invoices and automate escalation reminders or handover to collections if overdue.

5. Task and Field Technician Management:

- Assign jobs to field technicians automatically based on workload, expertise, or proximity.
- Update status of service jobs in real time (e.g., Job Started, In Progress, Completed).
- Collect technician feedback and time tracking automatically.

6. Integration with Marketing:

- Add new customers automatically to email marketing or SMS campaigns for special offers, maintenance reminders, and newsletters.
- Segment customer lists (e.g., by service date, HVAC/duct cleaning) for personalized campaigns.

7. Documentation and Records:

- Store before-and-after pictures, service reports, and signed work orders automatically in client records.
- Trigger reminders for future scheduled maintenance or filter replacement based on last service date.

8. Review and Reputation Management:

- Automatically request Google or Yelp reviews after service.
- Notify management instantly if a negative review or bad feedback is detected.

9. Inventory and Supplies Management:

- Trigger automated stock level checks and re-order requests for supplies and consumables used in duct cleaning and HVAC services.
- Notify procurement when stock falls below threshold.

10. Analytics and Reporting:

- Gather and generate regular business performance reports (e.g., jobs booked, conversion rate, sales by technician).
- Automated alerts for KPIs (like declining bookings, overdue invoices, etc.).

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These automations save time, reduce manual errors, and ensure efficient operations across the business. For a tailored automation solution specific to your needs and existing software stack, contact AutomateDFY for a more detailed offer.

1. Lead Management & CRM Automation

- Automatic lead capture from website forms to CRM
- Automated lead assignment based on location or service type
- Follow-up email and SMS sequences for new leads
- Lead status updates with automated reminders for follow-up
- Integration of third-party lead sources into CRM
- Automatic duplicate lead detection and merging
- Automated lost lead survey and win-back workflow
- Segmentation of leads based on service interest
- Tagging and scoring of leads according to behavior
- Automated calendar scheduling for consultations

2. Appointment & Job Scheduling Automation

- Online booking integration with real-time availability
- Automated appointment confirmations and reminders via SMS/email
- Auto-routing and assignment of technicians based on location and skillset
- Rescheduling workflow for missed or canceled appointments
- Synchronization of appointments with technician calendars
- Automated dispatch notifications to field staff
- Pre-visit reminders to customers with preparation tips
- Post-job survey invitations scheduled after service completion
- Waitlist automation for last-minute openings
- Appointment follow-up for re-engagement

3. Quoting, Invoicing & Payment Automation

- Automatic quote generation and delivery from CRM data
- Invoice generation and email dispatch upon job completion
- Integration with payment gateways for automated billing
- Payment follow-up reminders and overdue notices
- Automatic upsell/cross-sell quote triggers based on customer profile
- Deposits and advance payment requests automated
- Recurrent invoicing for maintenance contracts
- Real-time payment status updates to CRM
- Auto-tagging of paid/unpaid jobs
- Export of financial data to accounting systems

4. Customer Communication & Feedback Automation

- Welcome email/SMS sequence for new clients
- Automated pre-service preparation instructions
- Review/reputation requests post-service via email/SMS
- NPS or satisfaction surveys scheduled after jobs
- Service updates and ETA notifications during technician transit
- FAQ and self-service workflow responses
- Follow-up thank you messages after completed jobs
- Service anniversary and maintenance due reminders
- Re-engagement campaigns for inactive customers
- Personalized offers based on previous services

5. Field Operations & Technician Management Automation

- Automated daily schedules sent to technicians
- Mobile check-in/check-out at job sites
- Safety checklist reminders via mobile
- Job notes, photos, and updates synced automatically to CRM
- Inventory management alerts for supplies/tools
- Real-time job status updates for dispatch
- Route optimization and map distribution
- Automated end-of-day reports
- License/certification renewal reminders
- Payroll triggers based on completed jobs

6. Marketing & Advertising Automation

- Automated Google Reviews requests post-service
- Triggered email/SMS promotions for seasonal services
- Drip nurturing campaigns for leads not yet converted
- Integration of Facebook/Google ad leads into CRM
- Retargeting workflow setup for website visitors
- Newsletter subscription and dispatch automation
- Referral rewards campaign tracking and automation
- Event/webinar invitation workflows for educating potential clients
- Segmented bulk messaging for targeted promotions
- Cart abandonment automation for online service inquiries

7. Reporting & Analytics Automation

- Automated daily, weekly, and monthly performance reports
- Dashboard updates on lead conversion and job completion rates
- Revenue forecasting automation based on scheduled jobs
- Automated tracking of marketing campaign ROI
- Detailed technician performance reports
- Pipeline and booking rate visualizations
- Churn and retention report automation
- Inventory usage and reorder tracking
- SLA and on-time completion reporting
- Customer feedback trends analysis
For a detailed offer, contact AutomateDFY.