For HVAC Companies
Every call answered. Every truck full.
Flowvate gives HVAC companies dedicated remote dispatchers, customer service reps and office admin. You stay in the field. Your office keeps running.
- Shortlist in about 3 days.
- Start in about 7 days.
- Month to month.
See how it works in two minutes.
A short walk through of how an HVAC owner hands off the phones, the board and the follow-up.
Video walkthrough coming soon
Prefer a live walkthrough? Book a call.Sound familiar?
Most HVAC owners are not short on work. They are short on office help.
The phone rings while you are on a roof.
The call goes to voicemail. That customer calls the next company on the list.
Your board has holes in it.
Trucks are rolling half empty because nobody had time to fill the schedule.
Quotes sit for weeks.
A system replacement is worth thousands. Nobody followed up on it.
Maintenance plans never get renewed.
The money you already earned quietly walks out the door.
Peak season breaks the office.
The first heat wave hits and one person is trying to do the work of three.
You do office work at night.
Invoices, notes and callbacks wait until the trucks are parked.
What can you hand off?
If it happens on a phone or a computer, someone else can do it.
Calls and Customers
- Answer every incoming call
- Return missed calls fast
- Reply to website and email leads
- Book service calls and tune-ups
- Confirm appointments the day before
- Send arrival windows and delay updates
- Answer basic questions on pricing and timing
- Call customers back after the job
Dispatch and Scheduling
- Fill open spots on the board
- Assign jobs by area and skill
- Move calls when a job runs long
- Track technician availability
- Handle same day emergency calls
- Group calls to cut drive time
- Set up next day routes
- Keep the schedule clean in your software
Quotes and Sales Follow-Up
- Build estimates from technician notes
- Send quotes the same day
- Follow up on open quotes
- Send financing options
- Book replacement consultations
- Call back old unsold quotes
- Track every open opportunity
- Report on what is winning and what is not
Billing and Office Work
- Send invoices right after the job
- Chase unpaid invoices
- Log job notes and photos
- Keep customer records clean
- File warranty claims
- Track parts and orders
- Prepare simple weekly reports
- Organize permits and paperwork
Maintenance Plans
- Call members due for a tune-up
- Book spring and fall visits
- Renew expiring plans
- Offer plans after every repair
- Keep the member list up to date
- Send plan reminders by text and email
Reviews and Marketing
- Ask every happy customer for a review
- Reply to reviews good and bad
- Keep your Google profile current
- Post job photos to social
- Send seasonal offers to past customers
- Keep your service area pages updated
This is not just admin. It is revenue.
The work that gets dropped when you are busy is usually the work that makes money.
Answer every call
Most HVAC calls that go to voicemail never call back. One booked call can pay for a month of help.
Follow up on every quote
Someone calls each open quote on day two, day seven and day fourteen. Nothing sits.
Renew maintenance plans
Members get called before their plan lapses. Repeat revenue stays on the books.
Fill the board
Open slots get filled with tune-ups and waiting customers instead of driving around empty.
Collect more reviews
Every finished job gets a review request. More reviews means more calls next month.
Wake up old customers
Past customers get called about aging systems, filters and seasonal offers.
Your phone should never ring out again.
Tell us what is falling through the cracks. We will show you who can pick it up.
Book a CallThe people HVAC companies hire from us.
Start with one. Add more when the work grows.
HVAC Dispatcher
Runs your board all day so trucks stay full and customers know when you are coming.
- Fills open slots
- Routes by area
- Handles same day changes
Customer Service Rep
A real person answers the phone, books the call and keeps customers updated.
- Answers every call
- Books service
- Follows up after the job
Scheduling Coordinator
Owns tune-ups, seasonal bookings and appointment confirmations.
- Books tune-ups
- Confirms appointments
- Reduces no shows
Office Administrator
Keeps invoices, records, warranties and paperwork moving without you.
- Sends invoices
- Chases payment
- Keeps records clean
Maintenance Plan Coordinator
Grows and protects your recurring revenue one phone call at a time.
- Renews plans
- Books member visits
- Sells plans after repairs
Review and Reputation Coordinator
Turns finished jobs into reviews, photos and new calls.
- Requests reviews
- Replies to reviews
- Posts job photos
Local office hire vs. Flowvate.
Same work. Very different path to getting it done.
| Local hire | Flowvate | |
|---|---|---|
| Time to hire | 4 to 8 weeks | About 7 days |
| Cost per year | Wage plus payroll costs | One flat monthly fee |
| Recruiting | You post, screen and interview | We do all of it |
| Payroll and taxes | Your problem | Handled |
| Peak season cover | Hire fast or burn out | Add help when you need it |
| If it does not work | Start the search over | We replace the person |
| Ongoing management | You manage it | We check in and coach |
| Commitment | Full time employee | Month to month |
You could have help by next week.
One short call. We will tell you who to hire first and what it costs.
Book a CallThis is probably easier than you think.
Most businesses are working with someone within days.
Forget job titles. Tell us what's taking up your time. We'll figure out who you actually need.
- Quick discovery call
- No job description needed
- Clear scope in writing
We recruit, vet, and interview every candidate. You only meet people we'd hire ourselves.
- Pre-vetted and tested
- Background checked
- Matched to your business
No endless resumes. No weeks of interviews. Just choose the person that's the best fit for your business.
- Short, focused interviews
- Decide in days, not weeks
- Swap anytime if needed
Your new team member gets to work. You get back to growing your business.
- Onboarding handled for you
- Ongoing management included
- Payroll fully covered
HVAC cost comparison
What an office hire really costs your HVAC company
Pick a role and a wage. See what a local office hire costs once payroll costs are added up.
This is an estimate, not a payroll quote. It includes required employer costs only.
Start typing to search. Wage suggestions adjust by location.
CA$20.00 x 40 hours x 52 weeks = CA$41,600 in annual wages.
These are off by default. Nothing is added unless you turn it on and enter your own amount.
You Keep
CA$23,680/year
51% less
Estimate based on the required employer costs shown below.
Local HVAC Office Hire
Required employer costs in Canada.
- WagesCA$41,600
- Employer CPPCA$2,267
- Employer EICA$949
- Required vacation payCA$1,664
Estimated Annual Cost
CA$46,480 CAD
Flowvate
One monthly payment. We handle the hiring side.
- Dedicated employee
- Recruiting included
- Candidate vetting included
- Payroll handled
- Regular check-ins
- Performance tracking
- Ongoing support
- Replacement support
Full-Time price
CA$1,900/mo
CA$1,900 per month, CA$22,800 per year.
Estimated Annual Cost
CA$22,800 CAD
Your inputs
- Country
- Canada
- Province
- Ontario
- Job title
- HVAC Dispatcher
- Work schedule
- Full-Time (40 hours per week)
- Pay type
- Hourly wage
- Hourly wage
- CA$20.00
- Annual wages
- CA$41,600
- Time period
- 1 year
How annual wages are calculated
CA$20.00 per hour x 40 hours per week x 52 weeks = CA$41,600.
Required employer costs
Employer CPP: (annual wages minus the CA$3,500 basic exemption) x 5.95%, up to CA$4,230.
Employer CPP2: 4% on wages between CA$74,600 and CA$85,000, up to CA$416.
Employer EI: 2.282% on insurable earnings up to CA$68,900, up to CA$1,572.
Required vacation pay: 4.00% of wages in Ontario.
Source: Canada Revenue Agency payroll deduction rates and maximums, 2026. Last reviewed 2026-01-15. Vacation pay source: Provincial employment standards minimum vacation pay, last reviewed 2026-01-15.
Optional costs
No optional costs are included. Benefits, equipment, recruiting and onboarding are all set to zero unless you add them.
One-time costs apply to year one only. Later years include recurring costs only.
Flowvate pricing is a flat rate. The same monthly price applies in CAD and USD, with no currency conversion applied.
A one-time $200 USD onboarding payment is credited toward your first month, so it is not added to the annual total.
Wage suggestions: Flowvate internal hiring benchmarks. Last reviewed 2026-01-15. Country-level averages adjusted by a province or state multiplier. Treat as an estimate.
All results are estimates for comparison only. This is not an exact payroll quote.
What this looks like in a real HVAC business.
The missed call problem
A five truck company was missing about 20 calls a week in summer. A dedicated CSR started answering the phone from 7am to 7pm. The calls that used to go to voicemail now get booked.
More booked calls from the same marketing spend.
The quote pile
An owner had months of unsold replacement quotes sitting in his software. A remote coordinator called every one of them and booked follow-up appointments.
Old quotes turned back into real jobs.
The dispatch scramble
One office manager was answering phones, dispatching and invoicing. A remote dispatcher took the board. She kept billing and customer care.
Fuller days, less drive time, calmer office.
The maintenance plan leak
Plans were expiring because nobody called. A plan coordinator now calls every member before renewal and offers plans after every repair.
Recurring revenue stopped leaking.
HVAC questions we get a lot.
Let's get your office covered.
Tell us what is slowing you down. We will build the smallest team that fixes it.
Book a Call