You run a commercial HVAC shop. Your customers aren’t homeowners — they’re property managers, facility directors, and operations leads juggling 4 to 40 buildings. Your sales cycle is 60-120 days, your PMs are recurring, and a single COI mistake can lock you out of a building. The HVAC Snapshot is built with that reality in mind.
This is the same $997 (was $1,697) one-time snapshot as residential, but the workflows ship pre-configured for commercial dispatch, PM contracts, multi-stakeholder selling, and recurring B2B touchpoints.
What’s pre-built for Commercial HVAC Contractors
- 90-day B2B nurture for cold property-manager leads with monthly value-add touches and quarterly review check-ins
- PM contract workflow engine: schedules quarterly RTU inspections, filter swaps, belt checks, condenser coil cleanings — see /features/dispatch-scheduling
- COI request and renewal tracker with 30-day pre-expiration triggers and auto-routing to your insurance agent
- Multi-site account structure: one parent record, unlimited child site records, consolidated portfolio reporting
- Net-30 PO-aware estimate follow-up that switches language and cadence based on residential vs commercial tags
- Emergency rooftop unit no-cool callout flow with escalation rules for after-hours building access (security PINs, contact tiers)
- Quarterly business review (QBR) auto-scheduler for top portfolio accounts
A typical month with this snapshot
A regional property management group with 22 buildings calls about a chiller issue at one site. The AI receptionist captures the call, identifies them as an existing PM account (their portfolio is already in the system), pulls the equipment list for that specific building, and books a same-day emergency tech with the access PIN auto-included in the dispatch ticket. Two days later the snapshot triggers a “fleet health” follow-up offering a no-cost walkthrough of the other 21 buildings. Three weeks later that walk produces a $48K capital quote, which enters the 90-day B2B nurture. Meanwhile your other PM contracts are silently auto-renewing — three were up this month, the snapshot sent the 60-day notices, and two have already signed.
What’s NOT included
This snapshot doesn’t handle: your bonding and insurance certificates themselves (it tracks them, you provide them), your union labor compliance, your prevailing-wage paperwork, your fleet GPS, your refrigerant tracking ledgers, or your structural roof-access agreements. We also don’t replace your accounting system — invoicing, AR aging, and net-30 collections live in QuickBooks, Sage, or whatever you use. The snapshot hands off cleanly via Zapier or direct API.
Want to see the multi-site PM contract engine running? Grab the snapshot → or book a 20-minute demo →.
Yes. The B2B nurture sequence runs 90 days instead of the residential 21, with monthly touchpoints, case studies, and quarterly check-ins. Property managers and facility directors are treated as multi-stakeholder accounts so the snapshot tracks each contact at the building rather than blasting the same message.
Yes. Each PM contract is loaded as a recurring workflow — quarterly RTU inspections, semi-annual filter swaps, annual coil cleanings — and the snapshot auto-creates the dispatch tickets, sends 48-hour heads-up notices to the property manager, and triggers a renewal sequence 60 days before the contract end date.
When a new commercial account onboards, the snapshot triggers a COI workflow: requests the property's required limits, builds the additional-insured language, and emails the request to your insurance agent with a 48-hour follow-up timer. Completed COIs are stored against the account so renewals auto-trigger 30 days before expiration.
The snapshot includes a PO-aware proposal sequence: when a contact is tagged 'commercial' the estimate template asks for a PO number before booking, and the follow-up sequence switches to net-30 language instead of the residential same-day-payment cadence. Invoicing still happens in your accounting software (QuickBooks, Sage, etc.) — we hand off cleanly.
Yes. Each portfolio (e.g., a property manager with 14 buildings) is structured as one parent account with site-level sub-records. Service history, COIs, equipment lists, and contracts are tracked per site, so a facilities director sees consolidated reporting across the portfolio without losing site-level detail.