Quote the changeout before you leave the driveway.
Staxen is the AI office assistant for HVAC contractors. Say the system, the scope, and the price, and it drafts the estimate, texts it for e-signature, takes the deposit, and invoices when startup is done. Service calls go on the calendar with SMS reminders so the homeowner is actually home. You handle the equipment. It handles the office.
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The office problems every HVAC contractor knows
The slow quote loses the changeout
You measure in the attic, price it at the shop that night, and email a PDF two days later. The homeowner already signed with whoever quoted at the kitchen table.
No-shows burn service windows
A forgotten appointment kills a two hour window and the tech is already across town. Nobody called, nobody texted, nobody was home.
Repair invoices trickle out late
The fix took forty minutes but the invoice goes out next week from the office pile. Thirty days later you are still waiting on a capacitor call.
What Staxen does for HVAC contractors
Three ton heat pump changeout at the Garcia house, new pad and disconnect included, ninety two hundred.
Staxen turns that into a formal estimate for the Garcias: a 3-ton heat pump changeout with the pad and disconnect called out, priced at $9,200. You review it, it goes out by text for e-signature, and the deposit hits by card or ACH before the equipment order goes in.
Changeouts quoted at the kitchen table
Say the tonnage, the equipment, and the price. Staxen drafts the estimate on the spot and texts it to the homeowner for e-signature before you leave the driveway.
Deposits before you order equipment
The signed estimate carries a deposit paid by card or ACH, so the condenser is not sitting on your card while you wait for a check.
Service calls with SMS reminders
Book the call by voice and the homeowner gets a text reminder before the window. Fewer no-shows, fewer wasted truck rolls.
Invoice from the driveway
Finish the repair, tell Staxen to invoice it, and it is sent before you leave. Reminders escalate automatically until it is paid online.
Parts runs filed by photo
Photograph the supply house receipt and Staxen reads it and files it to the job, so the real cost of every call is on record.
QuickBooks stays current
Estimates and invoices push to QuickBooks Online when you send them, and payment status pulls back. No Sunday night data entry.
Line items that sound like your trade
Estimates come out in the language of the trade. A few line items the way they read on a Staxen estimate:
- 3-ton heat pump changeout, equipment and labor: Typical example: $8,500 to $12,500 depending on equipment tier and electrical scope.
- Condenser pad and electrical disconnect replacement: Called out separately so the homeowner sees exactly what the changeout includes.
- Refrigerant line set replacement, up to 50 ft: Example: $600 to $1,200 depending on run length and access.
- Diagnostic visit, first hour: A flat diagnostic keeps repair calls quotable over the phone.
- Capacitor replacement, parts and labor: Small repair line items invoice the same day, not from next week in the office pile.
- Seasonal maintenance visit, per system: Recurring tune-up work stays on the schedule with SMS reminders to the homeowner.
Things HVAC contractors ask us
Can Staxen quote a system changeout by voice?
Yes. Say the tonnage, equipment, and price, and Staxen drafts the estimate with line items while you are still at the house. You review it, then it goes to the homeowner by text for e-signature.
Do the SMS reminders actually cut no-shows?
Every appointment you book in Staxen can send the homeowner a text reminder before the window. People who get a reminder text are far more likely to be home, which is the whole game on service days.
Can I take a deposit before ordering equipment?
Yes. Estimates carry a deposit, and the customer pays it by card or ACH when they e-sign. The money is in before the condenser goes on order.
Does Staxen sync with QuickBooks Online?
Yes. Estimates and invoices push to QuickBooks Online when you send them, and payment status pulls back automatically. Your books stay right without retyping tickets.