HVAC Dispatch App

HVAC Dispatch App — AI-Powered, Zero Manual Work

Managing 3 vans, 5 vans, 10 vans. Job changes every hour. Crews needing updates. Emergency call-ins that blow up your day. RunHelm's AI dispatch agents handle all of it — automatically.

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$49/mo after trial · Cancel anytime · No technical setup required

The problem

Running an HVAC fleet without the right tools is a daily fire drill.

11+

Calls a dispatcher makes every hour during peak season

Confirming jobs, relaying address changes, chasing down ETAs, handling reschedules. That's a full-time job before you add any actual HVAC work.

$4.1K

Average monthly cost of dispatch errors

Wrong van sent to a job, double-bookings on the same call, missed urgency flags. Each error costs you drive time, labor, and a potentially lost customer.

60%

Of your dispatcher's time spent on non-HVAC work

Paperwork, software wrangling, admin tasks, manual updates. The skilled coordination your dispatcher could be doing gets buried under busywork.

How RunHelm handles your dispatch

Multi-van coordination, handled automatically.

AI agents manage job assignments, crew updates, and customer communications — in real time, without you lifting a finger.

📋

Fleet Dispatch Agent

Assigns jobs to the right van based on location, current load, technician certifications, and job urgency. Handles real-time changes automatically.

📧

Crew Comms Agent

Sends job details, address updates, and schedule changes to your techs without calls or texts. Crews get what they need in real time.

📅

Job Monitor

Tracks every job in your fleet. Flags delays, handles rescheduling when emergencies come in, and keeps your schedule balanced across all vans.

📈

Lead Agent

Finds new HVAC service contracts in your area, qualifies commercial and residential leads, drafts outreach. Your pipeline stays full between seasons.

The math

RunHelm vs. manual HVAC dispatch

Manual / Cell Phone DispatchRunHelm
Monthly cost$4,000+ (dispatcher + mistakes)$49
Job assignmentsPhone call + hope for the bestAuto-optimized for location + skills
Real-time changesText chains, missed messagesInstant, automated updates
Multi-van coordinationOne dispatcher juggling everythingAI manages 50+ vans
Emergency handlingRewrites the whole dayAI rebalances automatically
AvailableBusiness hours24/7, always on
3-day free trial — cancel anytime
$ 49 /month

vs. $4,000+/mo for a dispatcher + dispatch errors

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Cancel anytime. Seriously.

Common questions

How does the AI know which van to assign to a job?
You configure your fleet profile: each van's service area, technician certifications, current job load, and availability. The Dispatch Agent uses all of this to route jobs optimally — and re-routes automatically when something changes.
What happens when a tech calls out sick mid-day?
The Job Monitor identifies their assigned jobs, flags the schedule gaps, and the Dispatch Agent reassigns work to the next best available tech. Customers get updated. You get notified. No manual work.
Do my techs need to use a new app?
No. RunHelm handles the coordination layer. Your techs can use their current tools. RunHelm sends them updates via SMS or their existing communication channel.
Can I handle both residential and commercial HVAC jobs?
Yes. RunHelm supports both. Commercial jobs can have different parameters (larger time blocks, multi-visit contracts, specific PO requirements) and the Dispatch Agent handles them alongside your residential work.
What about seasonal slow periods?
The Lead Agent is most valuable during slow seasons — it keeps new contracts flowing in so your fleet stays busy year-round, not just during peak HVAC season.

Your fleet grows, your dispatch headaches don't.

Scale to 10 vans, 20 vans, whatever you want. RunHelm coordinates all of them for $49/mo. Each new dispatch coordinator costs $4,000+/mo. Your call.

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3-day free trial · $49/mo after · Cancel anytime