How it works

Heimdall: an AI audit for home service businesses, starting with HVAC

Two weeks inside your operation. I find where jobs and hours leak, put a dollar figure on each one, and rank the fixes. Then you decide what, if anything, gets built.

Book a 20-minute call
See a sample report
  • Fixed fee, quoted up front
  • Read-only access to your data
  • Fee credited if you build with me

What I trace

One job, from first ring to paid invoice

That path is where most of the money in a service business is made or lost. I follow it through every handoff and every system it touches.

The job flow, from phone ring to paid invoice. Five steps from phone call to paid invoice. 1, the phone rings and a CSR answers on the phone system. 2, the CSR books the job in ServiceTitan. 3, the dispatcher assigns a tech on the dispatch board. 4, the tech diagnoses, quotes and fixes on a tablet. 5, the office sends the invoice and it gets paid in QuickBooks. Four handoffs connect them: A, caller details typed into a new job; B, job lands on the dispatch board; C, job pushed to the tech's tablet; D, tech's notes become the invoice The job flow, from phone ring to paid invoice Five steps from phone call to paid invoice. 1, the phone rings and a CSR answers on the phone system. 2, the CSR books the job in ServiceTitan. 3, the dispatcher assigns a tech on the dispatch board. 4, the tech diagnoses, quotes and fixes on a tablet. 5, the office sends the invoice and it gets paid in QuickBooks. Four handoffs connect them: A, caller details typed into a new job; B, job lands on the dispatch board; C, job pushed to the tech's tablet; D, tech's notes become the invoice. 01 Phone rings CSR PHONE SYSTEM A Caller details typed into a new job 02 Job booked CSR SERVICETITAN B Job lands on the dispatch board 03 Tech assigned DISPATCHER DISPATCH BOARD C Job pushed to the tech's tablet 04 Diagnose, quote, fix TECH TABLET APP D Tech's notes become the invoice 05 Invoice paid OFFICE QUICKBOOKS
Every handoff, A to D, is a place work can drop.
  • Calls and booking Answered, missed, returned, booked How a call becomes a job on the board.
  • On site and follow-up Diagnosis, quotes, paperwork Open estimates, maintenance visits, memberships.
  • Invoicing and data Finished job to paid invoice Duplicate records, missing fields, side spreadsheets.

Day by day

Two weeks, day by day

Before day 1
A short agreement with a confidentiality clause. Your office sets up read-only access and sends the call log, using a one-page checklist. About an hour.
Days 1 to 2
One hour with you: where you want the business to go and what you’ve already tried. I start on the data the same day.
Days 3 to 6
Twenty to thirty minutes each with four to eight of your people, at times that suit them.
Days 5 to 9
I run real records through your process by hand: missed calls, quotes, invoices.
Days 10 to 12
Each leak priced three ways, with the arithmetic. Fixes ranked by value and effort.
Day 14
A 60-minute readout. You keep the report whatever you decide.

What I need from you

  • You: one hour at the start, one at the readout
  • Four to eight staff: twenty to thirty minutes each
  • Read-only access to ServiceTitan, Housecall Pro, Jobber or similar
  • A call log export covering two to four weeks
  • Estimates and invoices for the last twelve months

About six hours of your team’s time, in total.

What I look for

Where the process on paper and the one in practice split

The diagnostic draws the way work actually flows, from what your people tell me and what the records show.

A lot of the leaks start in the data. When one customer lives in three places, the CSR can’t see who’s calling, the renewal goes to an old address, and any AI tool you add inherits the confusion.

See the findings in the sample report

Fragmented data: one customer, three records. One customer stored three different ways. ServiceTitan has Maria Alvarez, 14 Oak Ridge Dr, a landline, member: yes. The phone system only knows M ALVAREZ calling from a cell number, with no address. The membership spreadsheet has Alvarez, Mary at 14 Oakridge Drive with a March renewal. When she calls from her cell, the CSR cannot see she is a member Fragmented data: one customer, three records One customer stored three different ways. ServiceTitan has Maria Alvarez, 14 Oak Ridge Dr, a landline, member: yes. The phone system only knows M ALVAREZ calling from a cell number, with no address. The membership spreadsheet has Alvarez, Mary at 14 Oakridge Drive with a March renewal. When she calls from her cell, the CSR cannot see she is a member. SERVICETITAN Maria Alvarez 14 Oak Ridge Dr (757) 555-0134 Member: yes PHONE SYSTEM M ALVAREZ no address (757) 555-0187 6 calls this year MEMBER SPREADSHEET Alvarez, Mary 14 Oakridge Drive (757) 555-0134 Renewal: March She calls from her cell. The CSR can't see she's a member.
One customer, three records.
How an engagement runs: diagnostic, build, run. Three stages. 1, the diagnostic: two weeks, a fixed fee, delivering the ranked leak list, a baseline and the top three fixes. The fee is credited toward the build if you go ahead within 30 days. 2, the build: four to eight weeks, fixed scope, the top fix only, measured against the baseline. 3, run: optional, month to month, tuning and then the next fix

After the readout

You decide what happens next

  • Stop there. Keep the report and fix things in-house. Plenty of fixes need no outside help.
  • Build the top fix with me. Fixed scope and price, usually four to eight weeks. The diagnostic fee is credited if you go ahead within 30 days.
  • Keep me on. Optional, month to month: tuning, then the next fix.

Every build is judged against the baseline. If the number doesn’t move, you’ll see that too.

Your data

You’re letting a stranger look at your customers and your numbers. Here’s exactly what happens to them.

More on data, recordings and ownership

  • Read-only access. I don’t change anything in your systems.
  • A confidentiality clause covers everything. I’ll sign your NDA too.
  • Stored encrypted, never shared, never used to train an AI model.
  • Customer data never goes into a public chatbot.
  • Deleted within 30 days of the readout, unless you want it kept for a build.
  • The report names roles, not people.

Next step

Find out what your shop is really losing

  • You tell me what is going on in the shop.
  • I tell you whether a diagnostic makes sense.
  • No pitch deck. If it is not a fit, I will say so.

Email: [email protected]
Or send a message · Monday to Friday, 8am to 6pm Eastern

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