One AI brain for your
whole HVAC operation.
You have nine strong ideas and no single first task. The smart first move is not nine separate bots that break in nine ways. It is one system: a company knowledge base built from your own documents that every agent reads from. n8n orchestrates, OpenAI reads and writes, and the same brain powers email replies, work order review, estimates, scheduling, follow ups, and government bids. We start by understanding how your business actually runs, then build the foundation everything else stands on.
Nine ideas, no foundation yet.
The posting lists everything you want AI to do. The gap is not ambition, it is the missing layer underneath that would let all of it actually work together.
Nine bots that don't share a brain
Building each workflow separately means nine brittle automations that repeat the same logic and break independently. Nothing compounds, and every new idea starts from scratch.
Your knowledge lives in scattered places
Pricing logic, past estimates, government bids, and how you scope a job sit in Drive folders and email threads. An AI cannot help with any of it until that knowledge is in one place it can read.
The office is the bottleneck
Emails, work order review, tech scheduling, and customer follow ups all funnel through your staff. When they are buried, jobs stall, quotes go out late, and customers wait.
Understand the business, then build the brain.
We start with discovery: working sessions to map how a job moves from first inquiry to final invoice, and a full inventory of your documents, tools, and data across Google Drive, Gmail, and HubSpot. Then we build the foundation, a company knowledge base that ingests your SOPs, price sheets, past estimates, government bids, and work orders into a searchable index OpenAI can reason over. n8n becomes the orchestration layer and the knowledge base becomes the shared brain, so the first agents (email triage, document Q&A, work order review) all draw from the same source of truth instead of hard coded logic. Once the foundation is live, every new automation you want plugs into it in days, not weeks, because the hard part is already done. This is built as a partnership: the system grows with your business, and you own every account, API key, and workflow from day one.
What you get. Phase by phase.
Every phase ships something you sign off on before the next begins. Foundation first, then agents on top of it, then a partnership that keeps expanding.
- Working sessions to map how jobs flow from inquiry to invoice
- Inventory of every document, tool, and data source across Drive, Gmail, HubSpot
- The nine automation targets ranked by ROI and readiness to build
- A written system blueprint you approve before any build starts
- Ingest SOPs, price sheets, past estimates, government bids, and work orders from Drive
- Searchable index so OpenAI answers grounded in your own documents, not guesses
- An n8n retrieval workflow any future agent can call
- Staff Q&A: ask a question, get an answer cited from company documents
- Email triage agent reads inbound Gmail and drafts replies grounded in the knowledge base
- Work order review agent checks new orders for missing info and flags gaps
- Office notifications routed to staff when a job needs a human decision
- Every agent reads from the same knowledge base, no duplicated logic
- Estimate and proposal drafts built from your pricing docs and past bids
- Technician scheduling against Google Calendar with priority based job ordering
- Customer follow up sequences triggered from HubSpot job status
- Government bid assistant that pulls relevant past bids and company documents
- New agents added on top of the same foundation as fresh ideas surface
- Monthly review of what is working and what to automate next
- Self serve docs and Loom walkthroughs so your team can run and extend it
- All accounts, API keys, and n8n workflows owned by your company, not by me
Four weeks. Blueprint to live agents.
Each week ships a working deliverable. Click any week to see exactly what lands in your accounts by Friday.
Deliverables this week
- Working sessions mapping the job lifecycle from inquiry to invoice
- Full inventory of documents, tools, and data across Drive, Gmail, HubSpot
- The nine automation targets ranked by ROI and build readiness
- A written system blueprint you approve before any build begins
Deliverables this week
- SOPs, price sheets, past estimates, bids, and work orders ingested from Drive
- Searchable index so OpenAI answers grounded in your own documents
- An n8n retrieval workflow any future agent can call
- Staff Q&A live: ask a question, get an answer cited from company docs
Deliverables this week
- Email triage agent reading inbound Gmail and drafting grounded replies
- Work order review agent flagging missing info and gaps on new orders
- Office notifications routed to staff when a job needs a human decision
- Every agent wired to the shared knowledge base, no duplicated logic
Deliverables this week
- Estimate and proposal drafts built from your pricing docs and past bids
- Technician scheduling on Google Calendar with priority based ordering
- Customer follow ups triggered from HubSpot, plus the government bid assistant
- Accounts, API keys, and workflows handed to your team with self serve docs
Let's map your operation together.
A 30 minute call where I share my screen, walk through the knowledge base architecture, and rank your nine automation targets against what will move the needle first. This is the partner role you described, someone who brings ideas and grows the system with you. Happy to walk through commercials on the call.