Dispatch Agent
It sorts incoming service calls, sends the right technician with the right parts and keeps customers updated by text.
Example business · HVAC and plumbing contractor, 28 trucks
−34%
drive time
+2.1
jobs per tech per day
4.9★
review average
Time to build
4 weeks
Typical build price
$6,000–$12,000
Running cost
$400–$800 a month
Pays for itself in
about 2 months
See it running
The console the team works in.What it looks like on a phone.
A recreation of the live dashboard, playing one real job from start to finish.The texts the agent sends and gets back, playing one real job from start to finish. Names redacted.
[Contractor] HVAC
Text message · 9:31 AM
Marco is on the way with the igniter part for your furnace. Live ETA below.
Arriving
Now
Marco is outside. ✓
In plain English
Like a dispatcher who knows every truck’s shelf and every tech’s skills at once.
A heating and plumbing contractor gets calls, texts and web requests all day. The agent sorts each one by urgency and trade, guesses the likely part, and plans who goes where based on skills, truck stock and location. Customers get an on-the-way text with an arrival time. At night it builds a restock list for each truck.
The problem
Before: dispatchers juggled phone calls, a whiteboard and group texts. Techs showed up without the right part, and customers had no idea when anyone would arrive.
Works inside the tools they already had
What the agent does, step by step
- 1
Sorts every request
Each call, text and web form is sorted by how urgent it is, which trade it needs and what part it likely needs.
- 2
Sends the right tech
It looks at each tech’s skills, what is on each truck and where each truck is, then plans the day’s routes.
- 3
Keeps customers posted
Customers get an on-the-way text with a live arrival time, and a review request after the job.
- 4
Restocks the trucks
It records every part used and makes a restock list for each truck for the next day.
What goes in, what comes out
It reads
- Calls (transcribed), texts and web forms
- Tech skills and schedules
- What is on each truck
- Truck locations
It produces
- ✓A routed schedule for each tech
- ✓On-the-way and done texts to customers
- ✓Review requests after each job
- ✓Nightly restock list per truck
What it actually sends
A real-format example of one message from the agent. This is what the team sees, in the tool they already use.
Dispatch Agent AGENT
7:20 AM
No heat · 2-story home · furnace won’t ignite
Route re-planned for Truck 12. Drive time today: 1 h 52 m (was 2 h 49 m planned).
A normal day before
With the agent
Whiteboard and group texts
One live board, re-planned as calls come in
Second trip for a missing part
Tech sent with the likely part on the truck
Customers call asking “when?”
Arrival window texted automatically
How we built it
Every build follows the same path: learn the job, connect the tools, run it next to your team, then switch it on.
- 1Week 1
Ride along
Shadowed the dispatchers and two techs, and listed every job type and the parts each needs.
- 2Week 2
Stock and skills
Put each truck’s stock and each tech’s certifications into one sheet the agent keeps current.
- 3Week 3
Suggest, don’t send
The agent proposed routes and dispatchers approved them. We tuned the urgency rules.
- 4Week 4
Go live
Routing and customer texts switched on. Dispatchers keep an override button.
Your people still decide
- ●Quotes and pricing
- ●Warranty and safety calls
- ●Overriding the plan any time
The agent asks before it acts on any of these. Every action it takes is logged, and you can switch it off at any time.
Builder’s note
Sending the right truck mattered more than the shortest route. A tech without the part costs a second visit, so the agent weighs truck stock first and drive time second.
Phil Wood, founder, PWOOD GROUP
Example build based on a common workflow, not a named client. Figures show what the agent is designed to deliver.
Have a job like this? Book a free 30-minute call and we’ll tell you if an agent can do it.
Next: Inventory Match Agent →Give us 30 minutes. We’ll show you where the week goes.
A free video call. Tell us how your team spends a normal week. We’ll name the jobs an agent could take over, what that saves and roughly what it costs. If it isn’t worth it, we’ll say so, and you’ve spent nothing.
Example week