Campaigns
Leads and past customers, booked from your CRM. AI text campaigns for HVAC shops on ServiceTitan or Housecall Pro
Scout runs AI text campaigns for HVAC shops, working the leads and past customers already in ServiceTitan or Housecall Pro. You approve the list and texts, then Scout answers replies and can book jobs in your CRM when booking is turned on for that campaign.
App screens show an example shop.
Ask for a list
Who should I follow up with?
Ask in plain words: customers you haven't visited, unanswered estimates or invoices still unpaid. Scout builds the list from your CRM records.
- “Pull everyone we haven't been out to in 18 months and get them booked.”Customers with no completed visit in the months you pick, going back as far as 24 months.
- “Find members whose maintenance visit is due in the next 30 days and get them on the schedule.”Members whose plan visit is due soon or overdue. ServiceTitan memberships only.
- “Text members whose plan lapsed in the last two years and offer to get them back on a plan visit.”Former members whose plans lapsed in the last two years. ServiceTitan memberships only.
- “Follow up on every open estimate from the last 90 days.”Open estimates nobody has answered, from the last 90 days or the dates you give.
- “Find customers in [city] with systems over 15 years old.”Older equipment, by the install date on file. Pick the age and the equipment types.
- “Who has a system 12+ years old with two or more repairs in the last two years?”Customers with equipment 12+ years old and at least two repairs in the last 24 months.
- “Text everyone with an invoice more than 30 days past due.”Past-due invoices, with the days late and the smallest amount you set.
Scout can also build
- Customers who've gone quiet: no activity for six months or more by default.
- Customers due for maintenance: equipment on file, last completed service nine or more months ago by default, nothing scheduled. You can change the time since service.
- Everyone in your book.
- Any list, narrowed to the cities you name: "Only customers in [city] and [city]."
- An idea, when you're not sure what to run: "What could we run to fill next week?"
[Brackets] stand for your own cities.
Step by step
How does Scout turn a CRM list into booked jobs?
You ask
In Scout Chat, in your own words.
Scout builds the list
From your ServiceTitan or Housecall Pro book, with who's in, who's left out and why: booked recently, already in another campaign or conversation, or no usable mobile number.
You read the texts
Scout writes them, and you see them before anyone else does.
You approve
One approval covers the list and the texts.
Scout texts in your send window
Inside the hours you set, up to a daily limit.
Scout answers replies
Scout carries on the conversation in the same text thread.
Scout can book the job
With booking enabled for the campaign, Scout offers the open times on your schedule and books the one the customer picks, directly in ServiceTitan or Housecall Pro.
Scheduled follow-ups end
The reminder sequence ends when someone replies, books or pays; Scout still answers the conversation.
You see the report
Texts sent, people who replied, jobs booked and dollars collected, for each campaign. Download it as a CSV.
Your call
What can I change before and after sending?
- Who's on the list. Take anyone off, or add someone Scout left out.
- The words, how many texts (up to 12) and how far apart they go (a day or more). Have Scout text a preview to your own phone first.
- When texts go out: 9 AM to 6 PM unless you change it, anywhere from 8 AM to 9 PM, with a daily limit and optional start and end dates.
- Whether it's running. Pause a campaign and resume it when you're ready.
- Any conversation. Replies land in Scout's inbox, and you or your office can take one over and hand it back.
Use cases
Which HVAC campaigns can I run?
Choose the work you want to follow up on.
Win back customers
Customers you haven't been out to in a while, or who've gone quiet.
How win-back worksQuote follow-up
Estimates the customer never answered.
How quote follow-up worksUnpaid invoices
Past-due invoices, followed up by text. Texts can include a secure link to pay, depending on your payment setup.
How invoice reminders workMaintenance visits due
Customers due for service based on their last completed visit. ServiceTitan shops can also use membership visit-due lists.
Lapsed memberships
ServiceTitan members whose plans lapsed, invited back for a plan visit. Your office handles any renewal.
Aging equipment
Systems 15 years and older, or older systems with repeat repairs: the replacement conversation.
Related story
Customer story: maintenance scheduling by phone
Cowboy Cooling uses Scout for outbound phone calls to schedule maintenance visits. That story covers phone work; Scout campaigns run by text only.
Read Cowboy Cooling's storyFAQ
Straight answers.
Read the guides:
More questions: Past customers and plan renewals, question by question
Is there an AI that will book jobs from my CRM?
Yes. Scout reads the customers and open estimates already in your ServiceTitan or Housecall Pro, texts the list you approve and answers the replies. When a customer picks a time, Scout checks your real open slots and books the job directly in ServiceTitan or Housecall Pro: a real appointment, not a booking link. You turn booking on or off for each campaign.
I already have leads in my CRM, how do I get them booked?
Ask Scout for the group, approve the list and the texts, and Scout texts them, answers the replies and, with booking turned on for the campaign, books the job in ServiceTitan or Housecall Pro when the customer picks a time. In Scout, your leads are the open estimates and past customers in your book; for example, open estimates from the last 90 days. For new ad leads coming in now, use Speed to Lead.
Speed to Lead, for brand-new leadsHow do I reactivate old HVAC customers?
Text the past customers your shop hasn't seen in a while. In Scout Chat, ask something like "Pull everyone we haven't been out to in 18 months." Scout builds the list from your ServiceTitan or Housecall Pro book and shows who's left out and why. Once you approve, Scout sends the texts, handles each reply and, with booking turned on for the campaign, can book the visit.
Can Scout help with maintenance agreement renewals?
Yes, by text. Scout can contact lapsed members and members with a plan visit due, and invite them back for a visit. Scout's membership lists use ServiceTitan memberships. Scout does not renew agreements or charge cards; your office handles those steps.
What is campaign management for an HVAC company?
For an HVAC shop, campaign management means organizing follow-up with groups such as past customers, open quotes and overdue accounts. Scout handles that work through text outreach you approve, including customer conversations. You can use it to follow up on work already in your CRM. Each campaign gets a report of texts sent, replies, jobs booked and dollars collected.
Does it call or email?
No. Scout campaigns run by text, for the outreach and the customer conversations. Scout doesn't place phone calls or send email as part of one.
Can my office handle a campaign reply itself?
Yes. Your office can read a customer's response in Scout's inbox, take over the discussion and return it to Scout afterward. Approving a campaign does not mean giving up the conversation.
See who's waiting in your book.
We'll walk through how Scout gets jobs booked and invoices paid.
