For HVAC contractors
For HVAC shops that miss calls while they're up in an attic.
On the first cold morning or the first 90-degree day, the calls stack up and you can only answer one. Mainline Systems answers every call you miss with an honest greeting in your shop's name, transcribes the voicemail, and sends anything that sounds unsafe or urgent straight to you. It also follows up by email on the replacement proposal that's been sitting for two weeks.
A day on the tools
Where the work slips away.
You can’t be on the tools and on the phone at once. These are the moments that cost HVAC contractors jobs.
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During a cold snap or a heat wave the phone rings while you're on a roof or in a crawlspace. Someone with no heat usually isn't going to wait for a callback. They call the next shop.
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A system replacement is a big decision, and homeowners often get more than one bid. A proposal nobody follows up on tends to drop out of the running.
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No-heat and no-cool callers leave voicemails like "it's making a noise and it's not working." You call back and ask the same five questions every time.
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Maintenance customers drift away because nobody reminded them about the spring cooling check or the fall heating check.
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The install went well, but nobody asked the customer for a review.
The same day, with Mainline Systems running
It's the first hard freeze in January. You're three hours into a furnace swap in Beaverton when a homeowner in Vancouver calls because their heat pump is blowing cold air. The call rings out. They hear your greeting and leave a voicemail: the heat pump is blowing cold air, no gas smell or alarms, the house is getting cold and there's a toddler at home. The transcript comes to you by email and the system marks the lead urgent. When you climb down, the alert is waiting, and you call back already knowing the details. That afternoon, the replacement proposal you sent to a homeowner in Lake Oswego last week gets its scheduled follow-up email. They ask a question about the heat pump size from the proposal page. Follow-ups stop, and you see their exact words.
How it helps
What Mainline Systems handles for HVAC contractors.
It runs on the number you already have. It never quotes a price and never diagnoses a problem. Those go to you.
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Missed-call recovery
When a call rings out, the caller hears a greeting in your shop's name and leaves a voicemail, and you get the transcript by email right away. Your number stays the same, and you still answer live whenever you can. Texting turns on once carrier approval clears.
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Leads sorted in HVAC terms
No heat, no cool, repair, replacement, or maintenance, in the customer's own words. It never diagnoses and never quotes a price.
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Urgent calls first
No heat with a baby or an elderly parent at home, a gas smell, a carbon monoxide alarm or a burning smell is flagged urgent and sent to you right away.
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Proposal page
The homeowner opens the estimate you uploaded from your phone and can approve, decline, or ask a question. Follow-up emails go out on day 1, 3 and 7 and stop as soon as they reply. A Good/Better/Best builder is coming in December.
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Appointment reminders help cut down on trips to a house where nobody answers the door. Customers get a confirmation plus day-before and same-day reminder emails.
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Every finished customer gets a review-request email with the same link when you mark the job done. Nobody is screened out based on how they say the job went.
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Included
Customers you mark done who have an email on file get a short check-in email in your name, about six weeks after a system install and about six months after other visits: how's it working, anything else on their list, and the same review link everyone gets. Replies and new-project requests come straight to you.
Built by a tradesman
Built by a tradesman who’s been in your boots.
Mainline Systems was built by someone who’s worked in the trades, not a software company. We won’t pretend to know your trade better than you do: the system never diagnoses, never quotes a price, and sends every technical question to you. What we do know is the part every trade shares: the phone ringing while your hands are full, and the bid that goes quiet because nobody followed up.
Jobs it’s set up for
Set up for the work you actually do.
We tune the list to what your shop takes on. A typical starting point:
- No heat (furnace, heat pump, boiler)
- No cooling or weak cooling (central AC, heat pump, ductless mini-split)
- Heat pump installation or replacement, including conversions from a gas furnace or electric baseboard
- Furnace replacement (gas or electric)
- Central AC installation or replacement
- Ductless mini-split installation (single and multi-zone)
- Seasonal tune-up or maintenance visit (heating in fall, cooling in spring)
- Maintenance plan / membership enrollment
- Thermostat replacement or smart thermostat install
- Ductwork repair, sealing, or new duct runs
- Indoor air quality (filtration upgrades, humidifiers, ERV/HRV ventilation)
- Boiler or hydronic service
- Gas fireplace or insert service
- Strange noise, short-cycling, or water leaking from the indoor unit
- New construction or remodel HVAC
- Second opinion on another company's replacement quote
What HVAC contractors ask us
Will it tell a customer whether their furnace or heat pump is safe to run?
No. It doesn't diagnose, doesn't say anything is safe, and doesn't walk anyone through troubleshooting. The greeting tells callers to hang up and dial 911 in an emergency, and if a voicemail mentions a gas smell, a CO alarm, smoke, or a burning smell, you're alerted right away. Every other technical question goes to you.
Will it quote prices or rebate amounts?
No. Prices, rebates, tax credits, and financing are between you and the customer. The system passes the question to you. It never puts a dollar figure in a message; the only prices a customer sees are on the proposal you send.
What about my busiest weeks, like the first cold snap or a heat wave?
That's when it helps most. Every missed caller gets your greeting and leaves a voicemail, no-heat and no-cool calls are marked urgent for you, and routine requests wait in your inbox so you can work through them in order. It never promises an arrival time.
We do maintenance plans. Can it help keep those customers?
Partly. Customers you mark done get the same review request, and those with an email on file later get a short check-in email in your name (about six weeks after a system install, about six months after other visits) asking how it's working and whether anything else is on their list. Their history stays in the Customer File so you can see who's due. Booking plan visits is still up to you.
Who gets asked for a review?
Every finished customer, the same way. When you mark a job done, everyone gets the same review-request email with the same Google review link. Nobody is screened out first, and nobody is offered anything for a review. If someone is unhappy, you also hear about it privately so you can make it right.
Does it work with my existing number and calendar?
Your business number stays the same. We connect to your line, and customers request a visit window that you confirm in the phone app. Calendar sync is on the roadmap. It's month-to-month, with no contract.
Other trades we work with
Free Revenue Recovery Audit
See what your own phone is dropping.
The Revenue Recovery Audit is a 3-minute look at your own missed calls and reviews. No pitch deck, no obligation. If there’s nothing leaking, we’ll tell you that.
If it doesn’t put recovered jobs on your calendar in the first 30 days, you don’t pay the next month. Simple as that.
Month-to-month. No contract. Free audit, no obligation.