Never lose another job to a missed call.
WarmDispatch texts back every missed call in seconds, qualifies the job by SMS, and books it — or routes it straight to your dispatcher.
14-day pilot. Works alongside the tools you already run. Every automated text includes “Reply STOP to opt out.”
Product walkthrough
See it working in under 2 minutes
Follow a missed call from instant text-back through qualification, safety escalation, the lead dashboard, and your automation settings.
Walkthrough uses fictional demo data. No real customer information is shown.
Note: the voiceover was recorded under the product’s earlier working name. The product is now WarmDispatch.
The leak in the bucket
The job doesn’t go to the best HVAC company. It goes to the one that answers.
Your techs are in an attic in July. The phone rings. Nobody picks up. The homeowner is already dialing the next result on the map — and most of them never call you back.
of home-services calls go unanswered
Home services shows an approximately 14% missed-call rate in CallRail’s small-business benchmark data. Industry research; your own rate will differ.
of customers hire the first company to respond
Widely cited lead-response research, including the Lead Response Management study summaries. Industry research, not a promise of your results.
is when HVAC breaks
Heat waves and cold snaps don’t respect office hours. After-hours calls are where small shops lose the most work — and where an instant text back does the most good.
These are industry benchmarks from third-party research, shown for context only. WarmDispatch makes no guarantee of booking rates, response rates, or revenue.
How it works
Six steps, from missed call to booked job
The whole sequence runs on its own. You get a lead record, a transcript, and a calendar hold — or a dispatcher task if a human should take it.
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01
Missed call detected
A call to your tracked number rings out, hits voicemail, or comes in after hours. The event lands in the lead pipeline immediately.
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02
Instant text-back
Within seconds the caller gets a friendly SMS from your business number: sorry we missed you, what’s going on with your system? Reply STOP to opt out.
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03
AI qualification
A short, plain-English SMS interview captures service type, the symptom, urgency, address and ZIP, and whether they’re a new or existing customer.
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04
Safety escalation check
Gas smell, smoke, fire, CO alarm or sparking triggers a hard stop: the caller is told to leave and contact emergency services, and your on-call human is alerted instantly.
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05
Booking or dispatcher task
In-area, standard jobs get offered real appointment windows from your calendar. Anything unusual becomes a task for your dispatcher with the full context attached.
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06
Reminders & follow-up
Appointment reminders go out automatically, estimates get a day 1 / day 3 / day 7 nudge, and completed jobs get a review request.
What’s inside
Everything a small shop needs — and nothing it doesn’t
One place to see every lead, every conversation, and every appointment that came from a call you would otherwise have lost.
Lead pipeline
Every missed call, web form and social lead in one board — New, Contacted, Qualified, Booking Requested, Booked, Estimate Sent, Won, Lost.
SMS conversations with AI-drafted replies
The AI drafts the next message; you approve and send, or let it run automatically for routine questions. Full thread history on every lead.
Booking & reminders
Offer real arrival windows from your calendar, confirm by text, then send reminders the day before and the morning of.
Automation templates
Editable message templates for text-back, qualification, confirmations, reminders, estimate follow-up, review requests and opt-out handling.
Service-area & ZIP rules
Define the ZIPs you serve. Out-of-area leads get a polite reply and a dispatcher flag instead of a booking you’d have to cancel.
Emergency escalation rules
Keyword and intent triggers for gas, smoke, fire, CO and electrical hazards. The AI stops qualifying and a human is paged immediately.
Team roles
Owner, dispatcher and technician views. Assign leads, set who’s on call tonight, and keep customer phone numbers off personal devices.
Integrations
Push booked jobs to Jobber or Housecall Pro, hold time on Google Calendar, send SMS through Twilio, and bill through Stripe.
Plain-English reporting
Leads by source, recovered missed calls, average response time, and what’s still awaiting a reply — on one screen, no report builder.
A real-shaped conversation
This runs while your tech is still on the roof
A 7:42 PM missed call, qualified and booked in under four minutes — with a safety check built into the flow and an opt-out in the first message.
- Never diagnoses. The AI collects symptoms and urgency. It does not tell the homeowner what’s wrong with the equipment.
- Never quotes prices. Pricing and repair recommendations stay with your team.
- Never promises an arrival time beyond the windows your calendar actually has open.
- Always includes opt-out language in the first message of every thread.
Illustrative example using fictional data.
Complements your stack — it doesn’t replace it
Product names are shown for compatibility reference only and belong to their respective owners. Integration availability varies by plan and by your account with each provider.
FAQ
Questions owners actually ask
No. It sits in front of them. We handle the missed call, the text conversation and the qualification, then push the booked job or the lead detail into the system you already use for dispatch and invoicing.
The AI stops qualifying immediately. It tells the customer to leave the building and contact their gas utility or emergency services, and it pages your on-call person right away with the number and address. It never tries to diagnose or talk the customer through anything.
Yes. You are the sender of record. You must obtain and keep proof of consent for recurring SMS, honor STOP and HELP keywords, and follow TCPA and carrier rules. Every template we ship includes opt-out language, and opt-outs are enforced automatically across all your automations — but the consent obligation is yours.
It works inside hard limits: no diagnosis, no pricing, no promises about arrival times outside your real calendar windows. You can run in approve-before-send mode, where every AI-drafted reply waits for a human tap, and switch individual automations to fully automatic once you trust them.
Then they don’t. The lead still lands in your pipeline with the call time and number, marked “Awaiting reply,” so someone on your team can call back with full context instead of hunting through voicemail.
Most shops are live in a few days: connect a number, set your service ZIPs and office hours, review the templates in your own voice, and name your on-call escalation contact. Carrier registration for business texting can add time and is handled during onboarding. Optional done-for-you setup is $499.
No, and be careful with anyone who does. Results depend on your call volume, your service area, your pricing and your crew’s availability. What we can promise is that missed calls get an immediate, consistent response and that nothing sits in voicemail overnight.
See it running on your own missed calls
A 20-minute walkthrough, then a 14-day pilot on one number. No dispatch software to rip out.