Service
Lead capture and dispatch for the trades.
Lead capture and dispatch automation turns every call, text message and web form into a tracked lead, then notifies the right technician immediately, including after hours. Kaffee Werks builds these systems for HVAC, plumbing, electrical and handyman businesses so emergencies get a fast response and no job falls through the cracks.
The job goes to whoever answers first.
When a furnace dies at 2 AM, the homeowner calls until someone picks up. For a small shop, that usually means the owner's cell phone, a voicemail box, or a lost job.
A dispatch system answers for you, collects the address and the problem, decides whether it's an emergency, and pages whoever is on call with everything they need to roll. Routine requests become tidy leads waiting in the morning.
We build this for our own trades work, so it's designed around how service calls really go, not how software vendors imagine they go.
What's included
Intake, triage and routing in one system.
Every channel, one list
Phone calls, texts and website forms land in one place with the customer's details and the problem described.
Emergency triage
Your rules decide what counts as urgent. No heat in January pages the on-call tech. A quote request waits for morning.
On-call routing
Rotations, escalation if nobody responds, and a backup number, so an emergency never sits unanswered.
SMS confirmations
Customers get a text confirming their request was received and when to expect a call back.
Missed-call text back
If a call slips through, the caller gets an automatic text so the conversation isn't lost.
Morning summary
A daily digest of overnight calls and new leads, ready when the office opens.
How it works
Built around your service calls.
-
01
Define your rules
What's an emergency, who's on call, what hours you cover, and how fast you want to respond.
-
02
Connect your channels
Your phone number, your website form and SMS, all feeding the same system.
-
03
Set up notifications
Texts and calls to techs, with escalation and a backup plan.
-
04
Run a week of drills
We test real scenarios with your team before any customer call depends on it.
Works with Your business number, SMS, website forms, Google Sheets, CRMs and field-service tools, email and on-call phones.
FAQ
Common questions.
Do I need to replace my field-service software?
No. If you use a CRM or field-service tool, leads can flow straight into it. If you don't, we can start with something as simple as a shared spreadsheet.
Can it tell an emergency from a routine call?
Yes, based on rules you set, like no heat, no cooling in extreme weather, active leaks or no power. Anything uncertain gets treated as urgent and sent to a person.
What if the on-call tech doesn't answer?
The system escalates to the next person or a backup number after a delay you choose, and logs who was notified and when.
Is this only for HVAC?
No. It works for any business that dispatches people to jobs: plumbing, electrical, handyman, appliance repair, locksmiths, property maintenance and more.
Related
Often paired with
AI phone agents
An AI receptionist that answers every call, books, transfers and takes messages, day or night.
Learn moreWorkflow automation
Connect the tools you already pay for so information moves on its own.
Learn moreSmart building & IoT
Lights, climate, sensors and access tied into your workflows.
Learn moreFind out what you could automate.
A free 30-minute consult. We'll look at where your hours go and tell you honestly what's worth automating.