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Lead capture for HVAC & aircon

Lead capture software for HVAC and air conditioning businesses

When the heat hits and the phone won't stop, TradeStream catches the calls you miss, qualifies the job with AI, and hands you a callback-ready lead.

Catch every aircon enquiry
The problem

The first 38-degree day, your phone runs hotter than the weather

Peak-season scenario

First 38-degree day of summer and your phone hasn't stopped - half the calls go to voicemail while you're on a roof installing the last split system.

Aircon demand doesn't trickle in. It spikes. The first proper heatwave, the first cold snap, and suddenly every homeowner whose unit died last year wants it sorted today. You're already booked solid, hands full, ladder up - so the calls you can't grab go straight to voicemail. Most callers don't leave one. They just ring the next aircon mob on Google.

By the time you're back in the ute, you've got a missed-call list and no idea which ones were a five-minute regas and which were a full ducted replacement. The big jobs slip away in the same pile as the time-wasters, and you never even knew they were there.

How TradeStream handles it

Miss the call, still catch the job

TradeStream sits on your number and goes to work the second a call goes unanswered - no app for the customer to download, no receptionist to pay.

  1. You miss a callOn the tools, on a roof, or after knock-off - TradeStream notices the instant a call goes unanswered.
  2. The caller gets a branded textWithin seconds they get an SMS from your business with a link to a short intake form. SMS gets read - open rates sit around 98% versus roughly 20% for email. (Verify before publishing.)
  3. They tell you the job in two minutesSystem type, what's gone wrong, the property and rough room size - answered while they're still keen, not chased down later.
  4. Ash qualifies itThe AI reads the answers, sorts install from repair, flags the urgent no-cooling jobs, and writes you a tidy summary.
  5. You get a callback-ready leadIt lands in your inbox knowing what you're walking into - so you call back sharp instead of asking twenty questions.
Built for aircon work

What Ash extracts for HVAC & aircon

A plumbing enquiry and an aircon enquiry aren't the same job. Ash asks the questions that actually help you quote or triage a cooling and heating job - and flags the ones chasing relief in a heatwave.

AAsh - aircon intake

The fields that turn a missed call into a quote-ready lead

01 System type
SplitMulti-headDuctedEvaporativeCommercial package
02 Job type
New installReplace / upgradeNot cooling / heatingWon't turn onService / cleanRefrigerant / leakDucted zone fault
03 Property type
HomeCommercialStrata
04 Approx room / area size
A rough square-metre or room count - the sizing signal you need to scope a quote before you call back.
05 Heatwave urgency flag
No cooling in a heatwave
When it's 38 outside and the unit's dead, Ash flags it so the relief-now jobs jump to the top of your callback list.

The point: the heatwave-spike triage and the system-sizing signal are genuinely aircon-specific - not a generic "describe your problem" box.

Every kind of aircon job

Job types HVAC pros handle

Whatever lands in your day, the enquiry comes in already sorted into the right bucket.

Split system install
Ducted install & repair
Servicing & cleans
Regas & refrigerant
Fault-finding
Commercial maintenance
Fits your setup

Works alongside ServiceM8 & Tradify

TradeStream catches and qualifies the lead. You keep quoting, scheduling and invoicing in whatever you already run - ServiceM8, Tradify or your own spreadsheet. It slots in front of your job management, it doesn't replace it. Not sure missed calls are costing you much? Read why the first tradie to call back usually wins the job.

The cost of missing them

What missed calls quietly cost an aircon business

A missed call never shows up as a loss - there's no bill, no angry email, just a job that went somewhere else. Here's a rough sketch, pre-filled with an aircon-flavoured average job value.

Missed-call cost, rough sketch

Numbers are illustrative - a split install quotes far higher than a service, so plug in your own.

Missed callable jobs a week (peak season)3
Average aircon job value$1,200
If you win just 1 in 3 of them1 / week
Roughly over a year~$62,000

Illustrative only - verify against your own job values. Want a proper breakdown? See the full cost of missed calls calculator.

To be clear on scope: TradeStream catches and qualifies the lead. It's not a CRM, a quoting tool or a booking system - it doesn't size the unit, send the quote or take the payment. It hands you a callback-ready lead; the job stays yours.
Keep exploring

More on catching the work

Another trade Lead capture for electricians After hours How to catch after-hours enquiries when you're flat out The money What missed calls really cost your business By trade See lead capture for every trade

Common questions

How does TradeStream help an HVAC or aircon business?
When demand spikes - the first hot week of summer, the first cold snap - your phone runs hot while you're on a roof or in a ceiling. TradeStream texts the callers you miss and sends a short intake form. Ash qualifies each one: split or ducted, install or repair, cooling or not cooling, and how big the space is. You come down to a stack of callback-ready leads instead of a wall of missed calls.
What does Ash capture for an aircon job?
Ash asks what you need to quote or triage: system type (split, multi-head, ducted, evaporative, commercial), the job (new install, replacement, not cooling or heating, won't turn on, service, regas, fault), property type, and a rough room or area size as a sizing signal. In a heatwave it flags the no-cooling jobs so you know which ones are chasing relief now.
Does TradeStream size the system or send the quote?
No - it captures the details that help you quote, like system type and room size, but it doesn't size the unit or send pricing. TradeStream is lead capture: it qualifies the enquiry and hands you a callback-ready lead. The sizing, the quote and the booking stay with you and your usual tools.

Don't lose the heatwave rush to voicemail

TradeStream is AI lead capture for Australian HVAC and aircon businesses. Miss a call, your customer gets a branded text with a smart intake form, and you get a callback-ready lead. You always make the call.

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