Software & automation for HVAC and field service
Tie your dispatch, CRM, technicians and follow-up into one system.
New enquiries with a response target and a staff owner
Dispatch and technician updates in one place
Estimates that get followed up automatically
Maintenance renewals with an assigned follow-up owner
Quick answer
ALCA Software builds custom software and AI automation for HVAC and field service companies in Miami and South Florida: lead intake, dispatch coordination, estimate follow-up, maintenance-contract renewals and customer communication. We connect the field, the office and your CRM so jobs stop falling through the cracks.
Most HVAC shops run on a phone, a whiteboard, a scheduling tool and QuickBooks that none of them talk to. The result: leads sit unanswered while a tech is on a roof, estimates go cold because nobody followed up, and maintenance agreements quietly lapse because the renewal lived in someone’s head.
Capture supported lead sources, collect service details and route uncertain or urgent requests to staff for review.
See techs, jobs and territories on one board; assign by skill and location instead of by memory.
Automated, well-timed follow-up on open quotes so a $9,000 system replacement doesn’t go quiet because the office got busy.
Track agreements and trigger renewal reminders and scheduling before they expire.
“Tech on the way,” job-complete and review-request messages sent automatically, in English or Spanish.
Check the account access and supported operations in your field-service platform before connecting customer, job or accounting records.
We build operational dashboards for the metrics HVAC owners actually run on: jobs booked vs. completed, average response time to new leads, estimate win rate, revenue per technician and maintenance-renewal rate — with an agreed refresh schedule and visible source timestamps. Missing data stays distinguishable from zero activity.
A service enquiry, an accepted estimate and a confirmed technician visit are separate records. Choose the first gap using your current queue and staff workload, then keep the field-service platform responsible for the jobs it already manages.
Capture the service request, check the service area and let staff review uncertain details. Follow up on an open estimate only while it remains eligible.
Confirm technician qualifications, availability, parts and the visit window before telling the customer that a slot is booked.
Send customer updates from confirmed scheduling or job events, with preferences and a clear route back to a person.
Review your current forms, estimate states, scheduling and messages first. Jobber, Housecall Pro and ServiceTitan may already cover the requirement. A custom connection needs the right account access and supported operations; a product name alone does not establish that records can be written. An unavailable connection should leave a visible staff task, not a confirmed appointment.
Talk to a real engineer
No sales script — a short call with whoever would actually build it.
Relevant client work
Real ALCA work selected for the capabilities it demonstrates on this page—not a generic portfolio carousel.
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Relevant case study
Start with the field-service platform you already use. We assess its native features, approved integrations and available access before scoping a custom handoff. Replacement needs a specific operating reason and a migration plan.
English and Spanish message templates can be part of the scope. Use an explicit customer language preference and a staff handoff when the choice or response is uncertain; do not infer a preference from a name.
Compare unanswered requests, open estimates and dispatch exceptions in your actual operation. Intake or estimate follow-up may be a useful first scope, but prioritize it using your staff workload and available platform features rather than a promised return.
Let's build it
Book a discovery call and we'll show you how we'd approach it — scope, timeline and a realistic budget.