AI Employee Setup Package
Industry
For HVAC & plumbing companies

Meet Emily.
Your after-hours dispatcher.

A burst pipe at 2 AM doesn’t wait for office hours. Emily answers every emergency call and web lead in seconds, books the service window, and follows up on every estimate, so the only calls your team takes are the jobs themselves.

Learn more
She lives on the channels your customers already use
iMessage WhatsApp SMS / Text Email Whatever you need
Iconic Web
Emily — AI employee
Emily
AI Customer Agent
Online now
EMP-001 · REPLIES IN SECONDS
What Emily does

One hire, six jobs

Answers emergency calls 24/7 (nights, weekends, holidays)

Books service windows on your schedule

Triages emergencies from routine maintenance

Follows up on every estimate until it books

Handles membership renewals & reminders

Logs every job & lead to your CRM

These are just examples. Emily is custom-built around your business. If you can describe the job, she can be trained to do it.
The payroll math

One hire that covers four salaries

To match what Emily does, an HVAC or plumbing shop would staff four separate roles. Here's what that actually costs.

CSR / Receptionist

Answers every service call and web lead

$38K/yr
Dispatcher

Books windows, routes techs, confirms jobs

$45K/yr
Follow-Up Assistant

Chases estimates & membership renewals

$38K/yr
After-Hours Answering

Covers nights, weekends & holidays

$33K/yr
Annual cost, role by role
CSR / Receptionist$38,000
Dispatcher$45,000
Follow-Up Assistant$38,000
After-Hours Answering$33,000
Emily, all four roles$9,600/yr
Salaries: typical U.S. figures before ~25% payroll taxes & benefits. Emily: $800/mo, iMessage, SMS & Email sending fees included.
$193,000/yr
four salaries, with taxes & benefits (~25%)
→
$9,600/yr
Emily, doing all four jobs at once
=
95% less
and she never takes a day off
Why speed wins

The shop that answers is the shop that gets the job

A homeowner with a dead furnace or a burst pipe calls down the list until someone picks up. If that’s not you, the job, and the customer, goes to whoever it was.

Emily answers every call, 24/7

2 AM emergencies, Sunday breakdowns, holiday no-heat calls

Triage in seconds

True emergencies get the first slot; routine work books normally

Booked before they dial the next shop

Service window scheduled, details captured, tech briefed

Relative odds of qualifying a lead, by response time
21×
Seconds
(Emily)
9×
10 min
3×
30 min
2×
1 hour
1×
Next day
Responding within 5 minutes makes a lead ~21× more likely to qualify than at 30 minutes (Lead Response Management study, InsideSales.com).
While you sleep

1:12 AM. A furnace dies in January.

Nobody on your team wakes up, and you still win the job.

D
Dana W.
Emergency call · no heat
1:12 AM
Our furnace just died and it’s 20 degrees outside. Do you do emergency calls?1:12 AM
We do, I’m sorry, that’s miserable. Quick check so I can brief the tech: is the thermostat blank, or running but not heating?1:12 AM · replied in 7 seconds
Running but blowing cold air1:14 AM
Got it. I’ve got our first emergency slot at 7:00 AM, tech arrives with common ignitor & flame-sensor parts on the truck. Shall I lock it in?1:14 AM
Yes please!!1:15 AM
Emergency visit booked, 7:00 AM · no-heat call

Symptoms logged · tech briefed · customer confirmed by text

Answered at 1:12 AM

While every other shop went to voicemail

Triaged as a true emergency

Symptoms captured so the tech arrives prepared

First slot of the morning booked

Dispatch board updated before the office opens

Job logged to your CRM

Address, symptoms, and consent to after-hours rates, all recorded

Beyond new leads

She runs the whole front office

Lead capture is the opening act. Emily also supports your existing customers, keeps operations moving, and grows revenue from the clients you already have.

Customer Support

  • “Where’s my tech?” answered instantly
  • Troubleshoots simple fixes before rolling a truck
  • Handles invoice & warranty questions

Operations & Fulfillment

  • Confirms & reschedules service windows
  • Collects payments & deposits by text
  • Books recurring maintenance automatically

Upsells & Repeat Revenue

  • Sells & renews maintenance memberships
  • Offers system upgrades at end-of-life
  • Review & referral requests after every job
The process

Custom Launch in 2 Weeks or Less

From first interview to fully live in two weeks or less, no drawn-out onboarding, no waiting months to see her work.

Day 1

Company Interview

We sit down with your team and map every skill & task Emily needs.

Days 2–9

Buildout

Emily is built, trained on your business & wired into your tools.

Days 10–13

Hands-On Training

Final tuning with your team until every answer sounds right.

Day 14

Emily Goes Live

She starts working your leads & customers. Very simple.

What's included

Everything to hire her, nothing hidden

Initial Setup
  • In-depth interview & task mapping with your team
  • Trained on your services, service area & pricing rules
  • Emergency vs. routine triage, your playbook
  • Booking windows synced to your dispatch schedule
  • Complete Emily build, including her voice, skills & knowledge, trained on your business
  • Calendar & appointment booking configured
  • Salesforce / CRM integration & lead logging
  • Channel setup for iMessage, WhatsApp, SMS, and Email
  • Testing, hands-on training & tuning with your team
  • Launch day support until she's flying solo
Ongoing
  • Emily continuously learns your business as she works
  • Train or update her knowledge anytime, just send a quick text
  • Full monitoring of every action she takes
  • All AI usage included at the volumes below
  • iMessage, SMS & Email sending fees included
  • Hosting & round-the-clock system monitoring
  • 2 hours of support each month for tweaks, updates & new answers
  • Capacity upgrades available anytime
  • Cancel anytime
Built for real volume
~1,000
customer conversations handled per week
250/day
inbound customers at peak periods
Seconds
to first response, every customer, every time
24/7/365
nights, weekends & holidays included

Need more? Double every number above for +$100/mo · Triple them for +$200/mo

The math

Emily vs. a traditional hire

Save ~$215,000 in year one
vs. staffing true 24/7 coverage with 4+ rotating hires (~$236K/yr). Emily includes it.
·
Traditional Hire
Emily
Hours on the job
40 hrs/week
2,080 hrs a year
24/7/365
8,760 hrs a year, 4× the coverage
Manpower
1 person
one conversation at a time
5+ people at once
every customer helped instantly, no hold, no queue
Yearly Cost Per Employee
~$56,000
40 hours a week
~$10K
168 hours a week
True 24/7 coverage
~$236,000/yr
3 shifts a day, but covering all 168 hrs/week takes 4+ rotating staff
Included
nights, weekends & holidays
Cost per hour covered
~$27/hour
while on the clock
~$1/hour
$9.6K/yr ÷ 8,760 hrs around the clock
Sick days & turnover
Inevitable
PTO, rehiring, retraining
Never
she doesn't call in sick
Employee figures based on a $45,000 salary plus ~25% payroll taxes & benefits. Emily year one = $12,000 setup + $800/mo (iMessage, SMS & Email sending fees included); following years exclude setup.
Pricing
$4,000 ×3milestone payments as Emily is built (at signing, mid-build & before launch)
$800/moonce she’s live (cancel anytime)

$12,000 one-time build, split across three milestones. Monthly includes iMessage, SMS & Email sending fees, with no separate delivery bill.

Ready to put Emily to work?

Every missed call is a job your competitor booked.
+1 717-435-2021
kody@iconicwebhq.com
Know someone who could use Emily?
Refer them to us and get $1,000 in free work when they sign up, or 2 months of Emily free for you ($1,600 value).