Commercial and industrial work is supposed to be stable money. Big contracts. Recurring maintenance. But you chase RFPs that go nowhere. Facility managers call for emergencies and you're too slow. Contracts lapse because nobody followed up.
$19,800/mo
in lost after-hours emergencies
Commercial emergencies at 2 AM bill at premium rates — if you answer.
See It In Action
The Problems in Commercial and Industrial
Facility managers don't wait
After-hours emergencies are your highest-margin jobs — and your biggest leak. Commercial emergencies bill at premium rates. But they happen at 2 AM, on weekends, during holidays. If your answering service takes a message and you call back in the morning, the emergency is already someone else's job.
You're not following up on quotes. You send proposals for maintenance contracts, equipment replacements, retrofit projects. Then you wait. Maybe one follow-up call. The facility manager gets busy, your quote gets buried, and three months later you hear they went with another vendor.
Contract renewals slip through. Your best contracts — the ones with auto-renewal clauses — still need attention. A competitor shows up with a better offer. The facility manager forgets you exist. The contract expires and nobody noticed until it's too late.
You're not expanding inside your accounts. You've got the HVAC contract for one building in a portfolio. The property management company owns 30 buildings. Are you in all 30? Probably not. Because nobody's systematically working to expand the relationship.
Your sales pipeline is a mess. New facility, new property manager, new building owner — these are leads that should be worked systematically. Instead, they sit in a spreadsheet until someone remembers to call.
"The emergency at 2 AM, the contract renewal in 90 days, the property manager with 12 buildings — they're all out there. Time to capture them."
What the AI System Does for Commercial/Industrial
- Answers every call, including emergencies, 24/7. Phone rings, AI picks up in two rings. Day shift, night shift, holidays, weekends. Emergency dispatch gets triggered immediately. No voicemail. No callback delays. No lost emergencies.
- Qualifies and routes commercial calls properly. AI identifies the caller type (facility manager, property manager, building owner), the property type (office, industrial, healthcare, retail), and the urgency level. Routes accordingly.
- Follows up on every proposal until it closes. Quote sent. Day 2 check-in. Day 7 follow-up. Day 14 objection handling. Monthly touchpoint until the deal closes or they explicitly pass. No more forgotten proposals.
- Manages contract renewals automatically. 90 days before renewal: AI triggers outreach. 60 days: follow-up. 30 days: escalation. Nobody forgets. No contract lapses by accident.
- Works expansion opportunities inside accounts. AI tracks which facilities you service for each property management company or portfolio. Identifies gaps. Triggers outreach: "We handle HVAC for your downtown building — want us to quote on your warehouse portfolio?"
- Nurtures the sales pipeline consistently. New leads get systematic outreach. Facility managers who requested quotes but went dark get re-engaged. Property management companies that have never used you get introduced to your capabilities.
How AI Handles Real Calls
Example: After-Hours Emergency — Manufacturing Plant
Caller: "Hi, this is Mike from Precision Manufacturing. One of our rooftop units just died and it's 95 degrees on the production floor. We need someone now."
AI: "I understand — let's get someone out there immediately. What's the address of the facility?"
Caller: "4500 Industrial Boulevard, Building C."
AI: "Got it. What size unit are we talking about — tonnage if you know it?"
Caller: "I think it's a 25-ton. Serves the main production area."
AI: "Okay, 25-ton rooftop unit, no cooling. I'm dispatching our commercial emergency tech now. He can be there within 90 minutes. Is there a specific entrance or check-in process he needs to follow?"
Caller: "Yeah, have him come to the loading dock entrance on the east side. Security will let him in."
AI: "East side loading dock, check in with security. Got it. Emergency rate is $250 dispatch plus time and materials. Want me to confirm dispatch?"
Caller: "Yes, please. How soon can he be there?"
AI: "Within 90 minutes, probably closer to an hour. Tech's name is Robert, he'll call when he's 15 minutes out. I'll text you his contact info right now. Anything else you need?"
Caller: "No, that's it. Thanks for picking up — I tried two other companies and got voicemail."
AI: "We're 24/7. Robert will be there soon."
Emergency dispatched. Premium rate. Customer relieved. At 11 PM on a Saturday. The other two companies? They'll check voicemail Monday morning and wonder why they didn't get the job.
Example: Facility Manager — Maintenance Contract Inquiry
Caller: "Hi, I'm looking for a quote on a preventive maintenance contract for our office building."
AI: "Happy to help with that. I'm going to ask a few questions so we can put together an accurate proposal. What's your name and company?"
Caller: "Jennifer Walsh, Walsh Property Management."
AI: "Thanks, Jennifer. What's the property address?"
Caller: "It's a 6-story office building at 200 Commerce Drive."
AI: "Got it. Approximately how many HVAC units are we talking about? Rooftop units, split systems, etc."
Caller: "We've got 4 large rooftop units for the main floors and probably 15-20 split systems for server rooms and executive offices."
AI: "Okay, 4 rooftops plus 15-20 splits. What's currently happening — are you switching from another contractor or setting this up for the first time?"
Caller: "Switching. Our current vendor has been inconsistent."
AI: "Understood. What would make you happy in a new contractor? Response time, reporting, specific services?"
Caller: "Response time mostly. When something goes down, I need someone there fast. And better communication — I want to know what's happening without having to chase them."
AI: "Got it — fast response and proactive communication. I'll flag those as priorities. One of our commercial account managers will put together a proposal tailored to those requirements. What's the best email to send it to?"
Caller: "[email protected]"
AI: "Perfect. You'll have a proposal within 48 hours. One more question — does Walsh Property Management have other buildings in the area? We do portfolio-level contracts that can simplify vendor management."
Caller: "Yeah, we manage about 12 properties in the metro area."
AI: "I'll make a note. Our account manager can discuss options for covering multiple properties under one agreement if that's of interest. You'll hear from us soon, Jennifer."
Qualified. Proposal triggered. Portfolio opportunity identified. That's how you turn one building into twelve.
The Outbound Engine: Building Your Commercial Pipeline
Existing Customer Expansion
AI Call: "Hi [Name], this is Alex from [Your Company]. We've been handling HVAC maintenance for your downtown building and wanted to check in. How's everything running? Good. I also wanted to ask — I noticed your company manages several other properties in the area. Are those currently under contract with someone else, or would you want us to quote on them?"
Email: "Hi [Name], we've appreciated working with your team on [Property]. I wanted to reach out because we can offer portfolio-level pricing for property management companies with multiple buildings. If you're interested in consolidating your HVAC vendors, I'd be happy to put together a proposal. Let me know."
Account Expansion Strategy
- Identify: You have HVAC contract for 1 building in a 30-building portfolio
- Outreach: "We handle HVAC for your downtown building — want us to quote on the warehouse portfolio?"
- Result: 1 building → 12 buildings → $216K annual contracts
Contract Renewal Outreach
90 days before renewal (AI Call): "Hi [Name], this is Sarah from [Your Company]. Your maintenance contract is coming up for renewal in about 90 days. I wanted to check in — has everything been meeting your expectations? Good. I'll have our account manager reach out to discuss renewal terms. Any changes you'd like to see in the new contract?"
60 days (Email): "Hi [Name], your maintenance agreement with us renews in 60 days. I've attached the renewal terms for your review. If you'd like to discuss any changes or additions — expanded coverage, different response time guarantees, additional properties — let me know."
30 days (AI Call): "Hi [Name], following up on the renewal we sent over last month. Wanted to make sure you received it and see if you have any questions. We'd hate to have a gap in coverage, so if there's anything holding up the signature, let me know and I'll address it."
New Facility/Property Manager Prospecting
AI Call: "Hi, I'm calling from [Your Company]. We specialize in commercial HVAC maintenance and emergency service for office buildings, industrial facilities, and retail properties. I'm reaching out to property managers in the area to introduce our services. Do you have a few minutes?"
If yes: Qualify the opportunity — number of properties, current vendor satisfaction, contract timing.
If not now: "No problem. Can I send you our capabilities sheet? When your current contract is up for review, we'd love to be considered."
Proposal Follow-Up Sequence
Day 1 (Proposal sent)
Email with proposal attached. "Let me know if you have any questions."
Day 3 (AI Call)
"Following up on the proposal. Did you have a chance to review it? Any questions about scope or pricing?"
Day 7 (Email)
"Checking in on the maintenance contract proposal. If anything's unclear, just let me know. Happy to revise."
Day 14 (AI Call)
"Still evaluating options, or is there something specific giving you pause? Sometimes easier to talk through concerns."
Day 30 (Email)
"Circling back one more time. If timing isn't right, no problem — I'll check in again in a few months."
Day 60/90 (AI Call)
"It's been a couple months. Has anything changed on your end? Sometimes timing just wasn't right before."
Systematic. Persistent. Professional. This is how you close contracts that otherwise die from neglect.
SLA and Response Time Guarantees
Commercial customers care about response time. The AI enables guarantees you can actually keep.
Standard Commercial SLA:
- 4-hour response for urgent issues (business hours)
- 2-hour response for emergencies (production down, safety risk)
- 24/7 emergency dispatch
Premium Commercial SLA:
- 2-hour response for urgent issues
- 1-hour response for emergencies
- Dedicated account manager
- Quarterly business reviews
The AI tracks SLA requirements per customer and prioritizes dispatch accordingly. Emergency for a Premium SLA customer triggers immediate escalation.
Planned Maintenance Contract Automation
What the AI manages:
- Scheduling quarterly/monthly PM visits
- Sending reminders to facility managers before visits
- Following up after visits with reports
- Tracking equipment condition and flagging replacements
- Renewal outreach starting 90 days before expiration
Maintenance reminder: "Hi [Name], this is [Your Company]. Your quarterly HVAC maintenance is scheduled for next Tuesday between 8 AM and 12 PM at [Property Address]. Our tech will check in at the front desk. Reply CONFIRM to confirm or RESCHEDULE if you need a different time."
Post-service follow-up: "Hi [Name], our tech completed the quarterly maintenance at [Property] today. Report attached. One flag: Unit #3's compressor is showing early signs of wear. Not urgent, but worth monitoring. Want me to have our account manager reach out to discuss options?"
ROI Example: Commercial/Industrial Numbers
Before AI:
- 80 inbound calls/month
- 20% after-hours (16 calls)
- After-hours answer rate: 40% (10 missed)
- Average emergency job: $2,200
- Maintenance contracts: 25
- Average contract value: $18,000/year
- Contract renewal rate: 70%
With AI System:
- After-hours calls captured: 10 → 9 additional
- Additional emergency revenue: 9 × $2,200 = $19,800/month
- Proposal follow-up improving close rate: +4 contracts/year
- Additional contract revenue: 4 × $18,000 = $72,000/year ($6,000/month)
- Contract renewal rate: 70% → 90%
- Retained revenue: 5 additional contracts × $18,000 = $90,000/year ($7,500/month)
- Account expansion: 3 additional properties/year × $18,000 = $54,000/year ($4,500/month)
$453,600
annual impact
Total monthly impact: $37,800. From emergency capture, proposal follow-up, renewals, and account expansion.
Implementation: Live in 21 Days
- Days 1-7: Discovery + Build — Map services, SLA tiers, emergency protocols; build AI scripts for commercial qualification; configure contract and renewal tracking
- Days 8-14: Integration + Testing — Connect to CRM/dispatch system; test emergency routing and SLA prioritization; team training
- Days 15-21: Launch + Optimize — Soft launch on after-hours and overflow; activate proposal follow-up sequences; full deployment by day 21
Objections, Handled
"Commercial relationships are too complex for AI."
The AI handles qualification, scheduling, and follow-up — not the relationship. Your account managers still manage the relationship. The AI just makes sure nothing falls through the cracks.
"Facility managers want to talk to a real person."
Facility managers want someone to answer the phone and solve their problem. If it's 2 AM and their rooftop unit is down, they don't care if it's AI or human — they care that someone dispatched a tech.
"Our sales cycle is too long for automated follow-up."
That's exactly why you need it. Long sales cycles mean lots of opportunities for leads to go cold. The AI maintains consistent touchpoints over months without anyone having to remember.