For HVAC Contractors Doing $500K–$3M/Year

Every Missed Call Is a Job You Didn't Book.

When your phone rings during a job and nobody picks up, that lead calls the next company on the list. Theo is the lead-response operator that texts every missed call back in under 60 seconds, follows up on every web form, and books appointments while you're in the field.

Get My Setup Link → See How It Works ↓
<60s
Text-back on missed calls
100%
Leads followed up automatically
5 days
Deployed and running
Average Columbus HVAC service job: $4,200–$8,500 — one missed call is a real number.
Theo — Your lead-response operator
The Problem

Sound Familiar?

📞

Missed Calls = Lost Jobs

A homeowner without heat or AC will not wait. If you don't respond in the first 5 minutes, they call the next company on the list. Your techs are on a job. The call hits voicemail. The booking goes to your competitor.

💸

Leads Fall Through the Cracks

You get a lead, you mean to follow up, then a dispatch call comes in and it's three days later. That lead booked with someone else. Most HVAC companies lose more revenue to weak follow-up than they do to bad pricing.

🔧

You're Running Everything

You're the dispatcher, the salesperson, the office manager, and the technician — sometimes on the same day. Hiring another person costs $40–60K a year. That's not the answer for a problem that should cost a fraction of that to fix.

See It In Action

What Happens When a Call Comes In

Click a step to walk through exactly what Theo does — from missed call to booked appointment.

Theo — Incoming Event
→
2:43 PM — Incoming Call
Caller: +1 (614) 555-0199  ·  Duration: 0s (no answer)
→
Status
Tech on job  ·  Office unattended  ·  Call unanswered
—
Without Theo: caller moves on. Competitor gets the job.
✓
Theo Response
Missed call detected  ·  Auto text-back queued  ·  Sending in <60s
SMS — Sent from your number
2:43 PM · iMessage
Hey, this is Mike's HVAC — sorry we missed you! Still need help today? Reply here and I'll get you taken care of right away.
2:43:41 PM  ·  Delivered ✓
Sent automatically by Theo · 38 seconds after missed call
SMS — Lead Qualification
Yeah my AC stopped working, need someone asap
2:46 PM
Got it — what's your address so I can check who's available near you?
2:46 PM
123 Oak St, Westerville
2:47 PM
Perfect. Are you available tomorrow morning (9–11) or afternoon (2–4)?
2:47 PM
Morning works
2:48 PM
Appointment — Confirmed
Status ✓ Booked
Date Wednesday, April 3
Time 9:00 AM – 11:00 AM
Address 123 Oak St, Westerville
Issue AC not cooling
Lead Mike R. · (614) 555-0199
Confirmation ✓ Sent to lead
Time to book 5 minutes 12 seconds
Theo — Weekly Summary
Leads responded to 7 / 7
Avg response time 34 sec
Appointments booked 4
Follow-ups sent 11
Revenue pipeline ~$2,600
Leads lost to no-answer 0
Get My Setup Link →
The Solution

Theo Handles the Follow-Up.
You Take the Jobs.

Theo is a lead-response operator built for HVAC contractors — not a chatbot, not a CRM. He texts back missed calls in seconds, runs multi-touch follow-up on every lead, and drafts every email reply for your approval. Nothing goes out autonomously. You run the business; Theo answers the leads you can't.

⚡
Texts back missed calls in under 60 seconds — before the homeowner dials your competitor
🔁
Runs a multi-touch follow-up sequence on every lead automatically — no manual work, ever
🌙
Responds to after-hours leads at 9 PM so they don't book your competitor overnight
📊
Shows you exactly how many leads came in, how many replied, and how many booked — every week
🔒
Deployed on your own server — your customer data never touches shared infrastructure
✓ Missed call +1 (614) 555-0199 — text-back sent in 9 seconds.
✓ New contact saved. 3-touch follow-up sequence started.
→ Inbox: 2 new service inquiries. Draft replies ready for review.
✓ Weekly report: 18 leads captured, 7 appointments booked.
→ Monitoring calls and inbox. Ready for next lead.
The Process

How It Works

Three steps from zero to live lead response.

01

We Learn Your Business

The setup wizard builds a complete profile of your business, clients, voice, and processes. Theo learns before he acts. No guessing, no generic playbooks.

02

We Deploy Your System

Your system is deployed on a dedicated server configured for your HVAC operation. No shared infrastructure. No one else's data. Your operation, your server.

03

Theo Goes to Work

Your lead-response operator runs 24/7 — texting back missed calls, qualifying leads, drafting inbox replies for your review, and generating weekly reports. You see everything through your dashboard.

What You Get

Built for HVAC Contractors

Deployed on your own dedicated server. Your data, your infrastructure. Nothing shared.

● Live Now
  • Missed-call text-back in under 60 seconds — 24/7, from your business number
  • Web-form capture with instant lead acknowledgment
  • Three-touch SMS follow-up (Day 1 / Day 3 / Day 7) on every lead
  • Inbox monitoring with draft replies queued for your approval — nothing sent autonomously
  • Client dashboard with magic-link access and weekly performance summary
  • Dedicated infrastructure — your leads never share a system with another company
○ Coming Soon
  • AI outbound calling and appointment booking
  • Quote and estimate automation
  • Review request campaigns
  • Online reputation monitoring
Pricing

ALIGNED PRICING. BUILT TO MAKE YOU MONEY.

We only make more when you make more. The monthly minimum covers the base cost of running Theo on dedicated infrastructure — nothing on top of that until Theo is actually booking jobs for you. When the jobs come in, we share in the upside. Your win is our win.

Design Partner — First 5 HVAC Clients
Theo HVAC — Beta
From $500/month
Setup fee + monthly minimum + performance (greater of)

Live within 5 business days. Feedback loop shapes the HVAC niche pack.

  • Missed-call text-back live on your business number (under 60 seconds)
  • Web-form capture + instant acknowledgment
  • Three-touch SMS follow-up (Day 1 / Day 3 / Day 7)
  • Client dashboard with magic-link access
  • Weekly performance summary
  • Design-partner input shapes the HVAC niche pack

Setup fee non-refundable once work begins. 90-day minimum term from go-live. Design-partner monthly minimum is set above $250; exact figure scoped to your operation. SMS / AI usage passed through at cost.

Get My Setup Link →
Standard
Theo HVAC — Standard
Setup + monthly minimum + performance

Scoped to your lead volume and pipeline. Typical setup from $2,000; monthly minimum from $750.

  • Everything in Beta
  • Configured for your exact call volume, service area, and job mix
  • Integration with your existing phone, CRM, and calendar
  • Operator-trained on your pricing, service areas, and objection handling
  • Dedicated infrastructure — your leads never share a system
  • Monthly operator review + tuning pass

Scoped per client on a 20-minute call. Greater-of model applies; exact thresholds in the service agreement. 90-day minimum; no hostage data on cancel.

Request a Scoping Call
The mechanics (greater-of, never stacked): Three components — setup, monthly minimum, performance fee on attributable recovered revenue. Each month you pay whichever is highest, never all three. Setup covers deployment work. The minimum covers the base cost of running Theo on your dedicated infrastructure. Performance is a percentage of bookings your dashboard traces back to a Theo touch. Quiet month → you pay the floor. Theo books jobs → performance covers it. Either way, the incentive sits on the same side as yours.

Not sure yet? Run the free HVAC audit first — see exactly what your gaps are costing you →

The Guide

Built by an Operator,
For Operators.

I built Theo because I needed him. As a solo operator scaling Business Velocity Group, I was drowning in the same trap my clients face — too much to do, not enough of me to do it. So I built the execution layer I wished existed.

Now I deploy that same infrastructure for HVAC contractors who are done losing jobs to unanswered phones and weak follow-up.

Theo at the desk — running follow-up while you're in the field
Theo at the desk: running follow-up, drafting replies, watching the inbox while you're on a call.
Bert Benton
CEO — Business Velocity Group
Questions

FAQ

No. The setup wizard walks you through everything. If you get stuck, we handle it. You run the business — Theo handles the complexity.
You do. Theo runs on your dedicated infrastructure; your leads never share a system with another client. Cross-client learning happens only through distilled rules and templates that pass an operator review — raw conversation content, contact records, and revenue figures never leave your deployment.
You keep your server and all your data. We remove our proprietary systems within 5 business days and you go your own way. No hostage situations.
Most clients are live within 5 business days of payment. Your monthly billing begins on deployment date — not when you sign.
Yes. Your Theo grows with your business. New capabilities layer on top of your existing infrastructure. You never have to rebuild from scratch.
Pricing is the greater of three components: a one-time setup fee, a monthly minimum, and a performance fee on attributable recovered revenue. You pay whichever is highest in a given month — never all three. Beta / design-partner pricing starts above $250/month with a setup fee scoped to the deployment. Standard pricing is scoped on a 20-minute call. SMS and AI usage are passed through at cost. 90-day minimum term from go-live.
Flat fees either overcharge you in quiet months or undercharge for the upside Theo produces. The greater-of model protects both sides. Setup covers deployment work. Monthly minimum covers infrastructure. Performance kicks in when Theo is provably booking jobs you would have lost. You see the three numbers each month and you pay the largest.
Performance is attributable recovered revenue: missed calls Theo re-engaged, web-form leads that Theo followed up into a booking, sequences that booked after the lead had gone quiet. The client dashboard shows every booking and the Theo touch that led to it. Performance fees only bill on revenue you can trace to Theo in that dashboard.
Theo handles text, not live voice calls. He texts missed callers back in under 60 seconds. For email, he drafts every reply — he does not send autonomously. You see every draft and approve it, or enable auto-send once you trust a specific template. This is deliberate: we will not be the tool that sends something embarrassing on your behalf.
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Not ready to deploy yet? Read the free guide — 10 Ways HVAC Companies Lose Leads →