THE SYSTEM

End to End.

Kova Systems deploys three connected automation workflows for your business. Here’s exactly what they do, how they work, and what lands on your phone.

TRIGGER: Incoming call goes unanswered

Missed Call Capture Agent

A call comes in to your business number. You’re on a roof, under a sink, or with another customer.

Within 60 seconds, an SMS fires from your number to the caller — warm, branded, and immediate. Most competitors won’t respond for hours.

An AI agent holds a natural back-and-forth conversation. It collects their name, email, address, service type, urgency level, and a description of the issue — all through regular SMS, no app or form required.

When the conversation is complete, a structured brief arrives on your phone. Name, address, issue, urgency, and three available time slots pulled from your calendar.

Recovery SMS fires in under 60 seconds. Industry average response time: 47 minutes.

TRIGGER: Job marked complete in your dashboard

Post-Job Follow-Up Sequence

2 hr

Review + Referral SMS

“Hi Mike, great working with you today on the furnace — really glad we got it sorted. If you have a minute, a Google review means a lot: [link]. And if you know anyone needing HVAC work, we would love an intro.”

14 d

Check-In SMS

“Hey Mike, just checking in — is the furnace still running well? Happy to help if anything comes up.”

Businesses using automated review requests generate 3–5x more Google reviews than those asking manually.

Two hours after you mark a job complete, the customer receives a personalized SMS — thanking them by name, referencing the specific work done, and including a direct link to leave a Google review.

The same message includes a natural referral ask. Not a pushy script — a genuine one-line mention that you’d love an introduction if they know anyone who needs the same work.

Fourteen days later, a brief check-in message goes out asking if everything is still running well. It costs nothing to send and creates the kind of ongoing relationship that turns a one-time job into a lifetime customer.

TRIGGER: Time-based logic — runs daily, automatically

Reactivation Campaign Engine

Every customer in your history is quietly tracked. The system knows when they last had service, what type of work was done, and what season it is.

At exactly the right moment — 11 months after an HVAC service, mid-April before summer, mid-September before winter — a personalized message goes out from your number.

Annual service reminders. Pre-season tune-up prompts. A first-anniversary thank you. An 18-month win-back for anyone who’s gone quiet. All of it runs without you remembering to do anything.

You configure it once at onboarding. It runs forever.

Month 11

Annual Service Reminder

A friendly heads-up that their annual service window is coming up — sent before they have to think about it.

April 15 – May 15

Pre-Summer AC Check

Hits inboxes just before summer heat arrives, when customers are already thinking about air conditioning.

Sept 15 – Oct 15

Pre-Winter Heat Check

Reminds customers to book a furnace or heating inspection before the first cold snap hits.

Year 1 Anniversary

First Anniversary Message

A simple thank-you on the one-year mark. Costs nothing to send. Memorable every time.

Month 18

Reactivation Win-Back

A no-pressure reach-out for any customer who has gone quiet — brings a meaningful percentage back.

The average field service customer books again within 12–18 months — only if someone reminds them you exist.

THE STACK

Built on infrastructure you can trust.

N8N

Automation Engine

OpenAI GPT-4o

Message Intelligence

Twilio

SMS & Missed Call Interception

Airtable

CRM & Job Tracking

Google Calendar

Availability Checking

Gmail

Email Confirmation Fallback

Your data lives in your own Airtable account — not ours. We build and maintain the workflows. You own the data.

COMMON QUESTIONS

Everything you’d ask on a call.

No. It handles overflow — calls that happen after hours, while you’re on a job, or while your office manager is on another line. Your staff stay in control of all final decisions.

Not in the current version. The system collects the lead and briefs you. You confirm the booking. This is intentional — your pricing and availability decisions stay with you.

The agent is scripted to deflect all pricing questions to you by name. It never quotes a number or a range.

The agent automatically detects Spanish-language input and responds in Spanish for the remainder of that conversation.

No. We provision a Twilio number that runs alongside your existing line. Most clients keep their current number unchanged.

You’ll receive a direct alert within 2 hours of any outage. Missed calls during downtime are flagged for manual follow-up.

Most clients are live within 5 business days of the kickoff call.

Month-to-month. 30 days written notice to cancel. No lock-in.

See it running in 30 minutes.

Book a demo call and we’ll walk through a live missed call scenario — you’ll see exactly what fires, what lands on your phone, and what your customer receives.

Book a Free Demo →

No obligation. No sales deck. If it’s not a fit, we’ll say so.