Categories / Admin & Back-Office
Workiz: AC Guys HVAC office staff 5→2; ~350 reviews; post-job sequences save ~110 hrs/week
An HVAC company went from 5 office staff to 2 and collected about 350 reviews from automatic post-job sequences in Workiz.
- Task
- cut bloated office payroll while keeping compliant docs, reminders, and review asks automatic
- Result
- office staff 5→2 (−60% payroll overhead); ~350 reviews via automated post-job sequences; estimated 110 hours/week saved on hand-typed reminders/follow-ups; Workiz Phone replaced Podium/Nextiva with full history; CA sales agreement + 3-day cancel notices auto-filled
- Tools
- Workiz (native automations, Workiz Phone, custom documents, Expense Cards)
- previously Housecall Pro/Podium/Breezy/Zapier
- Setup
- rebuild workflows in Workiz → job complete triggers ~20 sequences (reviews, estimate follow-ups) → Workiz Phone for inbound with history/notes/recordings → auto-insert compliant legal docs → Expense Cards with per-tech limits
Step-by-step setup guide + copy-paste prompt
Honest note: Mostly rule-based automation (sequences triggered when a job is completed), not AI.
Step-by-step setup
Step 1. Ask for reviews after every job. Turn on the Automations add-on, then go to Automations → Marketing → "Collect reviews / 1 day after". Choose SMS or email and add your review link.
Step 2. Add estimate follow-ups and reminders. Add automations for estimate follow-up and appointment reminders. AC Guys runs about 20 sequences off job completion.
Step 3. Put calls in Workiz. Move your phone line to Workiz Phone so every call, note and recording sits on the client record.
Step 4. Fill legal documents automatically. Use custom documents for required forms. In California, that means the sales agreement and 3-day cancellation notice.
Step 5. Set spending limits. Give techs Expense Cards with per-tech limits.
Copy-paste prompt
Write a post-job review request and a 2-step estimate follow-up for {{company}} (HVAC) in English and Spanish. SMS under 160 characters each.Sources
- Workiz: HVAC business modernized. Credit: Louis and Gabriella, Air Conditioning Guys, California (vendor-published).
- Setup paths: Workiz Help Center ("How to increase your customer reviews", "Automations FAQ").
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.