Step 01
Catch and book every call
Answers and triages after-hours and overflow calls and texts, books jobs into your dispatch software, and surfaces urgent no-heat / no-cool jobs to you — instead of voicemail that becomes a competitor’s booking.
For HVAC owners & general managers
You run the shop. The office runs you.
Mission catches the calls, chases the estimates, files the warranties, and reconciles the cash — so you get back to the trucks.
Your day
You didn’t get into this to chase invoices and file warranty paperwork.
You came up as a tech and trained your best people. But you’re still doing line-level admin between the field software, the phone, QuickBooks, and the bank app — and almost none of it needs the expertise you actually have.
45%The admin tax — chasing, re-keying, filing, reconciling
Returning calls, following up on quotes, filing warranty claims, chasing receivables, re-keying jobs into QuickBooks, requesting reviews, and assembling the weekly numbers by hand.
55%The judgment work — pricing, hiring, the hard calls
Margin calls and pricing strategy, reading job-cost trends, hiring and coaching techs, vendor negotiation, deciding where cash goes, and the customer and warranty escalations where your reputation is on the line.
What it costs
The office work you’re too busy to do is the work that’s leaking money.
When the schedule is full, admin piles up, cash gets tight, and you end up working in the business instead of on it. Here’s what that costs a regional residential shop.
Up to $120K
Lost to missed calls each year
Small contractors miss roughly a quarter of calls — 35%+ in peak season — and 85% of voicemails never convert. Each missed call averages $350+ in immediate revenue (directional, vendor-sourced).
4–6 weeks+
Cash tied up in warranty reimbursements
Trane and Carrier claims need registration in 60–90 days, parts paid upfront, and reimbursements that run weeks to months — tracked in a spreadsheet or in your head while payroll is due now.
40–55%
Gross margin you’re defending by hand
Undetected undercharging and missed upsells quietly erode the margin that separates a sustainable shop from a struggling one — but you only catch it if you reconcile job costs yourself.
Calls & follow-upCash & warrantyWith Mission
With Mission: Calls answered, estimates followed up, claims tracked, and cash reconciled on a cadence — your time goes back to pricing, hiring, and the customers.
What Mission does
The office manager you can’t afford to hire full-time.
Mission’s agent does the chasing, capturing, drafting, and reconciling. You keep every pricing, hiring, and relationship decision — and the final approval on anything that touches a customer or your cash.
The result
Keep the judgment, the relationships, and the wrench. Hand off the chasing.
The office work still gets done — on a cadence, every time — without you toggling between four systems after a day on the roof.
You’re the bottleneck for everything off the truck
- A quarter of calls hit voicemail and the callbacks come hours late, after the customer already booked someone else.
- Estimates sit un-followed-up and warranty money slips through the cracks because it lives in your head.
- You reconcile QuickBooks and chase invoices at night, and only see margin leakage long after it happened.
The office runs itself and brings you the decisions
- Every call and text gets answered and booked; only the urgent no-cool jobs and warm deals come to you.
- Estimates get followed up on a cadence and every warranty claim is tracked to the dollar until it pays.
- Receivables get chased automatically and you open a daily cash view instead of rebuilding it by hand.
Up to 25%
More calls captured
The calls that used to hit voicemail get answered and booked — recovering leads worth $12K–$15K in lifetime value each (directional).
Every estimate
Followed up, automatically
No quote sits unworked. Timed follow-ups go out with financing and reviews so paid-for leads stop walking out the door.
Hours back
Off your nights and weekends
The re-keying, reconciling, and review requests run on their own — so your time goes to the work that protects your margin.
Safe by default
Nothing touches a customer or your cash without your say-so.
Mission drafts the follow-up, opens the claim, and reconciles the books — then waits for your approval on anything that goes out the door or moves money. You stay in control of every relationship and every margin call.
Connected
Works inside the tools you already run on — email, calendars, sheets, your CRM, your portals.
Approved
Anything risky or off-mission is held for your sign-off before it touches data or goes out the door.
On mission
You set the assignment once. The work stays on it for days and weeks without drifting.
Observable
You always have a clear view of what ran, what changed, and what needs a call — no transcript spelunking.
Get back to running the business you built.
Let Mission carry the chasing, capturing, and reconciling so you can do the part only you can do — price the work, coach the techs, and keep the customers who keep you in business.