Air-con servicing: 600 contracts, one coordinator and a whiteboard
By the 1point Team
An air-con servicing company has 8 technicians and about 600 maintenance contracts. Every visit is planned on a whiteboard and in WhatsApp groups, and one coordinator holds it all together.
Before: a typical week
Every quarter, the coordinator works out which units are due, then calls and messages customers one by one to find a slot. When a technician is on MC, the whole week has to be rebuilt by hand.
Technicians write service reports on paper. The office types them up, and invoices only go out at month end, weeks after the work was done. Some customers forget their contract is ending, and it quietly lapses.
After: with AI agents
- Due visits are scheduled automatically from each contract, skipping public holidays and grouped by area to cut travel time
- Customers confirm or pick a new slot on WhatsApp, and the schedule updates itself
- When a technician is on MC, jobs are reshuffled and affected customers are told
- Technicians complete the service report on their phone with photos, and the customer signs on screen
- The invoice is created in Xero the same day, and overdue payments are chased politely
- Renewal reminders go out 60 days before each contract ends
What changes
The coordinator handles the exceptions instead of the whole schedule. Cash comes in weeks earlier, and fewer contracts slip away at renewal.
Illustrative story based on common situations in Singapore SMEs. Every business is different, so we assess yours before recommending anything.