Requests arrive in different places
Customer requests do not always enter the same inbox, system, or office routine.
Operational follow-through for HVAC businesses
Keep customer requests and promised callbacks from falling through the cracks.
Keptro gives your office one clear view of what came in, who owns the next step, when it is due, and what still needs attention—alongside the tools your team already uses.
Founding Pilot applications are open. $1,500 launch, then $1,250 per month for 90 days.
Initial payment is $2,750 pre-tax. Total commitment is $5,250 plus applicable taxes.
Where follow-through breaks
A request can arrive in seconds—and disappear in the handoff.
Calls, voicemails, forms, and office notes move quickly between people. When ownership is assumed instead of recorded, callbacks slip and unfinished work becomes hard to see.
Ownership becomes unclear
Someone needs to follow up, but no one has a clearly recorded owner or due date.
Unfinished work slips out of view
A message may be seen even while the customer is still waiting.
Keptro turns scattered requests into visible, owned follow-through.
How it works
From incoming request to accountable follow-through.
- 1
Bring the request into view
See what came in, where it came from, and why it needs attention.
- 2
Make the next step clear
Assign an owner and record the due date, callback, or next action.
- 3
Keep unfinished work visible
Unowned requests, overdue actions, missing information, and waiting customers remain in view.
One request, start to finish
Every step lands in the request’s history. Later, you can still see what was promised and what happened.
Your team keeps control of customer decisions and commitments. Keptro keeps the work and responsibility visible.
No cooling upstairs
Sarah M.
Request history
8:41 AM
Request received
ArrivedMissed call from Sarah M. — no cooling upstairs.
8:43 AM
Work started
OfficeThe office reviewed the request and moved it into active work.
8:45 AM
Owner assigned
OwnershipNo owner → Maria.
8:46 AM
Follow-up date
CommitmentCallback promised to the customer by 10:30 AM.
10:18 AM
Note added
OfficeReached Sarah. Upstairs unit is running but not cooling.
10:24 AM
Request resolved
OutcomeClosed out — no further action needed.
Illustrative Keptro view. Example information only.
What Keptro helps with
One operating view for the work between intake and completion.
Keptro is one product: incoming signals, ownership, commitments, follow-up, and request history stay connected in the same office workflow.
Active Requests
4 need attention now
One view · every open request · who owns what
Needs attention
Work from top to bottom
Safety-Critical
1Potential safety or property risk
Water around air handler
T. Alvarez
- Source
- Website form
- Owner
- No owner
Next action
Assign owner
Overdue
1Missed follow-up or callback commitment
Estimate follow-up
Robert K.Returning · 2 prior
Promised callback is 1 day overdue.
- Source
- Manual Add
- Owner
- Dan
Next action
Call customer by Aug 19, 2026
Needs Response
2Our move — first response, review, or callback
No cooling upstairs
Sarah M.
Missed call — customer tried to reach the office.
- Source
- Missed Call
- Owner
- Maria
Next action
Return missed call
No heat after hours
J. Whitfield
- Source
- AI Voice
- Owner
- No owner
Next action
Respond to customer
Ongoing
Visible so work does not disappear while waiting
Awaiting Customer
1Their move — follow-up dates still watched
Equipment photos requested
Linda P.
Waiting on customer for 2 days.
- Source
- Website form
- Owner
- Maria
Next action
Awaiting customer response
Active Work
1Normal active work proceeding
Annual maintenance visit
H. Chen
Open 3 days — follow-up needs attention.
- Source
- Manual Add
- Owner
- Dan
Next action
Review request
Illustrative Keptro view. Example information only.
- Request visibility
- Bring incoming requests and their source context into a shared office workflow.
- Ownership and due dates
- Give each important next step an owner and a clear timeframe.
- Callbacks and unfinished follow-up
- Keep promised callbacks, waiting customers, and overdue actions visible.
- Customer-request information
- Collect additional details or photos through a secure workspace created for an individual request.
- Operating visibility
- See what changed, what remains unfinished, and whether work was completed, rescheduled, escalated, or reopened.
How requests become work
Many ways in. One operating loop.
A request can start in different places. Keptro gives the office one operating loop for deciding what is true, who owns the next step, and whether the follow-through actually happened.
Current Founding Pilot intake options include Phone & voicemail and request forms. AI Voice answers calls you route to it, and some requests are recorded by the office. Each one becomes the same kind of Keptro request — these are inputs to one Keptro workflow, not separate Keptro products.
Where the request started
Answered call
AI Voice
- Caller
- Robert Palmer
- Service
- HVAC
- Issue
- Upstairs AC running but not cooling
- Asked for
- A callback from the office
AI Voice answers a call you route to it, and the request arrives with the call context already filled in.
Captured from the call
Keptro
Active Requests
Active WorkNew
Robert Palmer
AI Voice
- Service
- HVAC
- Owner
- No owner
- Issue
- Upstairs AC running but not cooling
- Next action
- Call customer
One operating loop
- Office reviewYour team confirms what is true and decides what happens next
- OwnerOne person is responsible for the next step
- Next actionWhat happens next is explicit
- Follow-throughIt stays visible until it is handled
Illustrative Keptro view. Example information only.
Illustrative source paths. Your Founding Pilot begins with the one request path agreed for your office — not every path at once.
The request may start somewhere else. The responsibility should not disappear between systems.
AI Voice
Answering the call is only the beginning.
AI Voice answers inbound HVAC calls, captures the caller and what they need, and turns the conversation into a request your office can review, own, and follow through.
- Answers the calls you route to it
- Route selected inbound calls to AI Voice when it fits your phone workflow — including after-hours or busy-office routing configured during setup.
- Captures the caller and the problem
- Who called, the kind of service they need, what is happening, and the callback context — collected during the conversation.
- Keeps a written record of the call
- A written call summary stays attached to the request, so the office is not working from a second-hand message.
- Becomes owned work, not a note
- The call becomes one Keptro request with an owner, a next action, and a due date or callback where one was promised.
Inbound call
A call you route to AI Voice
Answered when it fits the phone workflow agreed for your office.
What the call captures
- Caller
- J. Whitfield
- Service
- HVAC
- Issue
- No heat — started this evening
- Caller number
- Captured from the phone network
Office review
Ready for office review
Your team confirms what is true and decides what happens next.
Owned work
No heat after hours
One request, with an owner and a clear next action — plus a written call summary.
Illustrative Keptro view. Example information only.
The office confirms what is true and decides what happens next. AI Voice does not book jobs, dispatch anyone, transfer calls, send texts, or decide what counts as an emergency.
Start with the request path causing the most follow-through problems.
The Founding Pilot begins with one agreed request source so setup is faster, disruption is lower, and the result is easier to evaluate.
A second source can be agreed after the first workflow is stable.
Fits beside your current systems
Keep the tools that already run your HVAC business.
Keptro is designed to work alongside your CRM, dispatch, scheduling, accounting, and phone tools. It focuses on the request ownership, commitments, callbacks, next actions, and unfinished follow-up that can become hard to see between them.
What your business already runs
- CRM
- Dispatch
- Scheduling
- Phone system
- Accounting
These keep doing their jobs. Keptro doesn’t replace any of them.
Keptro
The follow-through those tools don’t make easy to see
Request ownership — who has it
Promised callbacks — what was committed
Next actions and due dates — what happens, and when
Unfinished follow-up — what is still open
The work between intake and completion.
Founding Pilot
A focused 90-day pilot for owner-led HVAC offices.
Establish clearer ownership, due dates, callbacks, and follow-through around one important request path.
$1,500 launch + $1,250 per month · 90 days · $5,250 total commitment
One operating location · no per-user fee · no automatic renewal
Initial payment
$2,750 pre-tax
$1,500 Launch & Workflow Mapping Fee + the first $1,250 pilot month.
Remaining pilot payments
$1,250 + $1,250
At 30 and 60 days after the agreed Go-Live Date.
Total commitment is $5,250 plus applicable taxes.
- One customer company
- One initial qualified request source
- Setup and hands-on team training
- Weekly 30-minute pilot review
- Manual office capture as a fallback
- No automatic renewal — continuing is your decision
The $1,500 launch and workflow mapping fee covers configuring and launching the agreed request path. The 90-day pilot term is firm from the agreed go-live date.
The exact source paths and workflows are agreed before launch. Additional operating locations are quoted separately. Observer hardware, major custom integrations, and bespoke product development are outside the standard pilot scope unless separately scoped.
Continuing after 90 days is optional. If you continue, standard service is $1,500 per month on a 12-month agreement billed monthly, or $1,750 per month month-to-month.
Prefer to review your current process first? Request an Operations Review.
Best fit
Built for HVAC offices where important requests still depend on handoffs, notes, inboxes, and memory.
Keptro is designed for owner-led HVAC businesses with office staff, recurring customer requests, and meaningful callback or follow-through risk.
Give every important request a clear next step.
See whether Keptro can help your office keep ownership, callbacks, due dates, and unfinished follow-up visible.
Apply for a Founding PilotApplying starts a conversation. Setup begins only after both sides agree on a pilot plan.