A private AI that holds how your HVAC company quotes, sources parts, and handles warranty
The diagnostic fee waiver, which distributor stocks the Trane blower motor, whether this unit is still under parts warranty, how a maintenance-plan refund prorates — your dispatchers and techs call you for all of it. Xandite holds those answers so they do not have to, and none of your pricing or customer data leaves your workspace to do it.
What only you know about running a hvac business
Diagnostic fee versus flat-rate quoting
The trip-and-diagnostic fee, and when it is waived, is the part techs get wrong: whether it is credited toward the repair if the customer approves, waived for maintenance-plan members, or never waived after hours. Repairs quote from your flat-rate book rather than time-and-materials, and there is a point where a repair stops making sense and the visit turns into a replacement quote — your own threshold, whether that is a dollar limit on a system past a certain age, or any repair touching the compressor or coil on an older refrigerant. Techs also need to know when to present good-better-best options versus a single number, and how to handle a customer who only wants the cheapest patch on a system you would rather condemn. Xandite can hold the fee, the waiver conditions, the repair-versus-replace threshold, and how you want options presented.
Which distributor for which brand and part
Parts sourcing is a brand-to-counter map: which distributor stocks Carrier and Bryant, which one handles Trane and American Standard, who to call for Lennox, and what universal motors and capacitors you keep on truck stock. Add will-call versus delivery cutoffs, which counters you hold an account at, and your policy on OEM versus aftermarket for boards, motors, and compressors. Xandite can hold that map so a tech stuck on a no-cool call knows who to phone first instead of texting you.
Warranty claim steps
Before touching a warranty repair a tech has to confirm registration and install date, then separate parts warranty from labor warranty — the manufacturer covers the part for a set number of years if the unit was registered, and you cover labor for your own period. Document the claim through the manufacturer's portal, handle the core return inside its window so you are not eating the core charge, and know what the customer still pays during a covered repair — typically labor, refrigerant, and the trip fee. If the unit was installed by another company, the labor warranty is theirs, not yours, and the customer needs to hear that clearly. Xandite can hold the lookup steps, the claim process per manufacturer, the core-return deadlines, and any extended-warranty program terms.
Maintenance plan terms
A plan typically includes a set number of visits a year, a standard filter, priority scheduling, no diagnostic fee, and a percentage off repairs. There are usually tiers at different price points, the plan may or may not transfer on a home sale, and a mid-term cancellation prorates by your own formula. Xandite can hold what each tier includes and the cancellation math so the office is not guessing on a refund.
Install permits and inspections
Some jurisdictions require a mechanical permit for a straight equipment swap and some do not — it varies by municipality across your service area, as does who pulls the permit. Inspectors commonly flag condensate termination, the service disconnect, the equipment pad, the gas sediment trap, and working clearances, and a load calculation is expected on full system changeouts and new construction. Xandite can hold the permit requirement by city and the punch-list of items that fail inspection locally.
Seasonal pricing and capacity
In peak season the after-hours rate steps up, overtime kicks in at a set hour, and there is a point where you stop quoting new installs and push customers onto the maintenance list instead. During a heat wave, priority goes to maintenance-plan members and no-cool calls with vulnerable occupants before first-come first-served. Add-ons — surge protector, float switch, UV light, hard-start kit, thermostat upgrade — have set prices and a short pitch that goes with each. Xandite can hold the seasonal rate card, the triage order, and the add-on menu.
Questions your team would type instead of calling you
- “Customer is on the maintenance plan — do we still charge the diagnostic fee on this no-cool call?”
- “The blower motor is out on a 2019 Trane — is that still under parts warranty, and who stocks it?”
- “Do we need a permit for a straight condenser swap in this city?”
- “What is our after-hours rate tonight, and does the trip fee stack on top?”
- “The OEM control board is backordered — is the universal board approved for this furnace?”
- “How do I prorate a maintenance-plan refund when they cancel four months in?”
Stop being the phone-a-friend for every dispatch
Upload your flat-rate book, your distributor list, your warranty procedures, and your maintenance-plan terms. Techs and dispatchers ask in plain language from the portal and get your answer with citations — and every document stays inside your private workspace, never a public AI service.