Keptro

Operational follow-through for busy HVAC offices

Keep missed HVAC requests and promised callbacks from disappearing.

Keptro gives your office one place to decide what each missed call, voicemail, or web request needs, give every promised callback an owner and due date, and see what is still unfinished.

It keeps a timestamped record of what happened and works alongside your CRM, dispatch, and scheduling tools rather than replacing them.

Limited early access

Schedule an operations reviewSee how it works

Founder-assisted setup for select owner-led HVAC teams. Access is reviewed before guided setup begins.

Office command center
  • AI voiceNeeds triage

    AC not cooling upstairs

    Maria Delgado · (781) 555-0142

  • Missed callNeeds follow-up

    Callback requested

    (617) 555-0186 · missed at 4:48 PM

  • VoicemailDue today · Dana

    Estimate question

    Tom Carver · (508) 555-0114

  • Web requestCreate or link request

    New service request

    Priya Shah · Portsmouth

  • Other sourceNeeds triage

    New inquiry — external referral

    Referred customer

Example view — not live customer data. Keptro treats a source as receiving real requests only after real intake is observed.

Who it's for

Built for owner-led HVAC teams.

Keptro fits front-office intake for owner-led HVAC teams — the office staff and operators juggling calls, forms, and callback follow-through across more than one intake path.

Office manager workflow

Built for the office staff who field calls, forms, and callbacks every day.

Multiple intake paths

Phone, missed calls, voicemail, web forms, email, and walk-ins — in one place.

Missed-call & callback risk

When a callback slips, the job slips. Keptro keeps it visible until it's handled.

Owner / operator follow-up

Owner-led teams that need to see what's falling behind without micromanaging.

Established service volume

Best for HVAC teams with office staff or comparable request volume where missed requests and callbacks are difficult to manage from memory.

The problem is not just website forms.

HVAC requests arrive through phone calls, missed calls, voicemails, AI voice summaries, website forms, email, Google / Facebook and other third-party paths — and from office staff entering requests by hand.

Requests arrive incomplete.

Nobody owns the next step.

Callbacks slip.

Source context is unclear.

Office staff rely on memory.

Owners can't see what's falling behind.

Packages

Start where the intake hurts most.

Keptro organizes incoming requests and follow-through around the places your office already receives work. During the Founding Pilot, we scope the right capabilities with you, launch with one qualified request source, and consider an optional second source only after the first is stable.

Keptro Phone

Most offices start here

Phone intake visibility

Calls, missed calls, and voicemails become tracked work. Keptro helps your office see what happened on the phone, what needs follow-up, and who owns the next action — so missed-call and voicemail follow-through stays visible.

Keptro Forms

Structured web intake

Capture website requests in a clean Keptro intake flow and turn them into organized requests your office can own and follow through on — one intake path, not the whole product.

Keptro AI Voice

AI-generated call context

Call transcripts, summaries, and structured extraction help your office triage what the customer needed and what should happen next. Shown as context to review — never treated as fact or proof.

Keptro Complete

Full command center

Forms + Phone + AI Voice + command center

A complete follow-through layer for web requests, phone calls, missed calls, voicemails, AI voice summaries, ownership, and follow-up — in one office command center.

Request sources

Built around the places your office already receives requests.

Keptro treats a request source as working only after a real request is observed. Setup and technical testing alone do not count as proof.

Phone / missed calls

A missed call becomes tracked work with an owner and a callback to honor.

Voicemail

Voicemail requests are captured with the context the office needs to call back prepared.

AI voice context

Provider/AI call summaries are shown as office context to review — never treated as fact or proof.

Email

Email requests become tracked requests instead of threads buried in an inbox.

Website / hosted intake

A Keptro-hosted request form you share as a link — submissions land as tracked requests.

Manual office capture

Walk-ins and phoned-in requests entered by the office — proves office capture only, not external wiring.

Founder reviewed

Google / Facebook / external & referral paths

These sources are path-dependent — they are not direct integrations and are not captured on their own. They are confirmed one at a time during a review of your request sources, and treated as receiving real requests only after a real request is observed.

How it works

A careful, founder-assisted launch.

  1. 1

    Map your request sources

    We identify where requests currently come from — phone, voicemail, email, website, and office capture.

  2. 2

    Set up one request source at a time

    Founder-assisted setup connects each request source into Keptro where it is supported — carefully, one source at a time.

  3. 3

    Confirm it with a real request

    Reported sources, setup, and technical tests are setup validation only — they are not treated as real request evidence.

  4. 4

    Decide what each incoming request needs

    Your office makes one explicit decision per incoming request — link it to an open request, create a new one, or record that nothing is needed — and every promised callback gets an owner and a due date.

  5. 5

    Collect missing details safely

    Send a secure request-specific link when the office needs more information from the homeowner.

  6. 6

    Keep follow-through visible

    Callbacks, overdue follow-ups, unowned requests, and customer updates stay visible until they are handled.

Founder-assisted launch

Your Founding Pilot is onboarded directly with the founder. We review your request sources, configure one qualified source, verify it with a real request, and walk your office through the follow-through workflow before anything is treated as live.

You stay in control of contacting the customer. Keptro doesn't message homeowners on its own — you share the secure request link yourself, when you're ready.

Pricing

Founding Pilot pricing.

One Founding Pilot, exactly three openings. A paid pilot from day one — no free trial. Scope is confirmed after we review your request sources; setup and technical testing alone do not count as evidence that requests are arriving.

Founding launch offer

Keptro Founding Pilot

$500 / month

90 days · paid from day one · founding setup included

A 90-day paid pilot for owner-led HVAC offices, limited to exactly three founding members. Keptro gives your office one queue for the request sources configured for your pilot, an explicit decision on every item, and follow-through you can see. It works alongside your existing CRM, dispatch board, scheduling process, phone system, and office workflow.

  • One qualified missed-call, voicemail, or web-request source at launch
  • Request source configured and tested with you before go-live
  • One optional second source after stability
  • One operating location · up to 5 named users
  • Concierge setup and hands-on operator training
  • Request triage, active work, follow-up ownership, and a clear record of what happened
  • Weekly 30-minute value review with the founder
  • Business-hours support, in writing
  • Manual office capture always available as a fallback
  • Founding rate protected for 12 months
Apply for a Founding Pilot

Planned standard price

$750 / month

Planned after the Founding Pilot. Final standard pricing is not yet established.

Scoped after review

Advanced AI voice or phone workflow setup, historical cleanup or import, custom reporting, additional locations or brands, and additional request sources are scoped separately — after the pilot, not during it.

Does Keptro replace our CRM, dispatch board, or scheduling process?

No. Keptro gives the office request visibility and follow-through around work that can fall between existing tools and people.

Why does Keptro review my request sources?

HVAC requests may come through phone calls, missed calls, voicemails, email, forms, office notes, and other sources. The review defines which sources are in scope and what evidence is required before Keptro treats a source as receiving real requests.

What happens after the pilot?

Continuing after the 90-day pilot is optional. Keptro will review the results with you and confirm any ongoing scope and terms in writing. Founding members who continue keep their $500 monthly rate for 12 months.

Trust

Proof-first, not promise-first.

Reported, configured, and tested are not the same as proven. Keptro treats a request source as working only after a real request is observed.

AI and provider summaries are context for your office to review, not facts Keptro treats as confirmed.

Your office controls customer contact. Keptro does not message homeowners on its own.

What's intentionally not included

What Keptro does not replace.

Keptro works alongside these tools. It helps your team see what needs follow-up, who owns it, and whether real intake has been observed — it does not replace or sync with them.

  • CRM
  • Dispatch board
  • Scheduling
  • Phone system
  • Payments
  • Technician tracking
  • Generic AI receptionist

Ready to stop managing follow-up from memory?

We're taking exactly three Founding Pilot customers — onboarded by hand, with assisted setup and a direct line to the founder. Founding pricing is $500/month.

Apply for a Founding PilotSchedule an operations review

Best fit: owner-led HVAC companies with office staff, recurring service requests, and multiple intake paths.