Voice Agent + CRM Platform for the trades · Project 01
An always-on platform for HVAC, plumbing, roofing, and other home-service teams that answers calls, accelerates speed-to-lead, qualifies demand, books jobs, and keeps the CRM current.
- Product
- Voice Agent + CRM Platform
- Industries
- HVAC · Plumbing · Roofing
- Coverage
- 24/7 inbound response
- Workflow
- Qualify · book · follow up
Project impact
The problem, what we built, and what changes for the business.
01The problem High-intent calls arrive while contractors are unavailable, and a missed call can become a lost job before the office reopens.
02What we built A trade-aware voice agent and connected booking platform turn each call into structured qualification, a booked slot, or a rules-based escalation.
- 03The result
The shop can respond beyond office hours, protect the customer experience, and move qualified demand into its operating system without adding another phone workflow.
The brief
ProjectSetter shifts home-service companies from missed-call recovery to an always-on front office. When the team is on a roof, beneath a sink, servicing an HVAC unit, or off the clock, the platform is designed to keep high-intent demand moving instead of waiting for a callback.
We created one connected system so inbound calls and consented web leads can be answered or contacted quickly, qualified against the shop's real service rules, booked into available capacity, and written into the CRM with the conversation attached.
Trade-specific logic replaces the generic answering-service model. ProjectSetter can capture the job type, address, service area, urgency, homeowner status, and emergency conditions before it books the right next step or transfers the call to the on-call team.
The scope and capabilities below are documented from the live ProjectSetter experience and owner-supplied project direction. Industry averages, calculators, example dashboard data, and demo scenarios shown on the product site are not presented here as client outcomes.
The deliverables
- 01
Positioning + website
We defined the category, value proposition, and responsive conversion experience around the realities of HVAC, plumbing, roofing, and other service operators.
- 02
Trade-aware Voice Agent
We designed the conversational system that answers, understands the job, qualifies the caller, books capacity, and knows when a human needs to take over.
- 03
CRM platform + command center
We connected every conversation to the customer record, transcript, appointment, outcome, and next action so the office can see what happened without rebuilding the context.
- 04
Integration + deployment system
We shaped the calendar, CRM, field-service, phone-routing, setup, testing, and tuning layers required to operate beyond a voice demo.
Platform features
How the system creates value in practice24/7 call answering
Respond when the office is closed or the team is in the field.
Speed-to-lead follow-up
Move consented web inquiries into a live conversation while intent is still high.
Trade-specific qualification
Capture service type, address, urgency, service area, and homeowner status.
Live appointment booking
Offer real availability, reserve the slot, and send the confirmation.
Emergency call routing
Recognize urgent conditions and transfer according to the shop's on-call rules.
CRM + calendar sync
Write the job, appointment, and customer context into the operating system.
Recordings + transcripts
Keep a reviewable record of the conversation and the action taken.
Lead reactivation
Re-engage consented older leads and unsigned estimates with the same logic.
Selected artifacts
The customer-facing product story, from answered call to booked job
The CRM layer turns the conversation into a visible, actionable job record
The appointment lands in the system the contractor already uses
More selected work
