MAJOR PROJECTS
High impact, high effort — phase these in after the wins.
Prepared for Jordan Hale · Northline HVAC
Jordan spends 90+ minutes a day triaging customer emails, rewriting the same estimate language, and chasing techs for job notes that never land in the CRM. After-hours messages bleed into family time. Two prior Zapier experiments died because nobody owned them.
A lean AI stack that drafts customer replies, standardizes estimate write-ups, and captures job notes from voice — reclaiming an estimated 8 hours per week for Jordan and 4 for the office manager without hiring.
Inbox, estimates & dispatch notes
High impact, low effort — this report focuses here.
High impact, high effort — phase these in after the wins.
Low impact, low effort — do them when time allows.
Low impact, high effort — not worth the time now.
High impact, higher effort. These are the projects we discuss on the review call — DIY or hire us.
Current path is ~14 steps with double entry. Map current vs future state so automation doesn’t hard-code waste.
Do not automate until this is redesigned.
Reliable Make/Zapier flow: job closed → SMS review ask → note in CRM. Build, train office manager, hand off.
Cut-and-dry I/O — perfect automation build.
Custom GPT or knowledge base on pricing rules and common buyer questions so Jordan stops answering the same five emails.
Or Concierge if you want skills built session-by-session.