Commercial HVAC Bid / Large Project Estimate
Inbound inquiry for commercial HVAC bid or large-scale project estimate.
When this runs
classifies this work type when the caller says things like:
How the call goes
3 surface rules tied to missing field definitions. Urgent first.
Clarify if this is new construction, a replacement of existing equipment, or a retrofit.
important“Is this for new construction, replacing existing HVAC equipment, or retrofitting a building with a new system?”
Field: Project type (new construction, replacement, retrofit)
Ask if there is a bid submission deadline.
important“Is there a deadline for when you need the bid submitted?”
Field: Bid submission deadline
Ask what type of commercial building this is — different spaces have very different HVAC needs.
important“What type of building is this — an office, retail space, warehouse, restaurant, or something else?”
Field: Building type (office, retail, warehouse, restaurant)
Extracted without a dedicated prompt
extracts these from the transcript in real time. If the caller does not mention them naturally, staff can confirm them during wrap-up.
Guardrail signals
If staff says anything matching one of these examples, an urgent warning surface is created.
Never provide a ballpark price without a site survey.
Do not guarantee equipment availability or lead times.
Never commit to a project timeline without engineering review.
When the call ends
Before staff can end the call, walks them through a wrap-up checklist, then prepares the captured fields for the work record.
Wrap-up checklist
- Confirm project address
- Confirm callback number
- State next step
- Send confirmation
- Schedule site survey
Then creates a job with:
- Caller name
- Callback number
- Company / building owner name
- Project address
- Building type (office, retail, warehouse, restaurant)
- Building square footage
- Project type (new construction, replacement, retrofit)
- Number of existing HVAC units (if replacement)
- Project timeline / deadline
- Decision maker and role
- Bid submission deadline
- Preferred site survey time
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