TradesMedium Complexity
HVAC & Mechanical
Rufio — already shaped to this kind of business from day one.
SchedulingDispatchingInvoicingCustomer records
Overview
Rufio for HVAC contractors — already knows tune-ups, installs, service agreements, and emergency calls. The AI answers the phone, books the job, and routes the tech. Invoices are drafted automatically. The schedule stays current.
See it for your businessAnimated demonstration: an AI workforce receives a new web lead, drafts and sends a quote, answers a live customer call, books the job, and adds a calendar prep block — all while checking in with you on the consequential decisions.
9Workflows
4People types
7Business rules
6Integrations
Your business
What Rufio tracks for you
Workflows
How it runs your day
Inbound Call → Booked Job
Customer calls→
AI answers & qualifies→
Job created→
Tech assigned→
Confirmation sent
Job Completion → Invoice
Tech marks job complete→
Parts logged→
AI drafts invoice→
Invoice sent to customer→
Payment collected
Service Agreement Renewal
Agreement approaching renewal→
AI flags it→
AI reaches out to customer→
Customer confirms→
Next visit scheduled
Guard Conditions
Business Rules
- 1Emergency calls get a tech assigned within 2 hours or an alert fires
- 2Invoices over $500 require customer acknowledgment before sending
- 3Techs cannot be double-booked during the same time window
- 4Service agreement customers get priority scheduling
- 5Parts over $100 require photo documentation before being billed
Adaptation Guide
Common Customizations
Refrigerant tracking and EPA compliance logging
Manufacturer warranty lookups on equipment model number
Before/after photo capture on service jobs
Remove service agreement module for call-only operations