How a family-owned HVAC contractor turned rebate paperwork into a one-button office workflow.

The problem

Their operations manager spent roughly eight hours a week re-keying data from the company's field-service platform into a contractor rebate portal, then assembling the paperwork for print, signature, and mailing. The data already existed. The problem was that the two systems did not talk to each other, and the last mile depended on one person remembering the right sequence every week.

Why off-the-shelf software did not solve it

This was not a generic rebate problem. It was a local program with its own portal, form behavior, print requirements, and tolerance for weird operational edge cases. Their field-service software had the job data, but it was not built to file this specific rebate. The rebate portal accepted submissions, but it was not built around how the office actually worked. The gap lived between the systems.

What shipped first

Botworks shipped a hosted internal app at a company subdomain. The office manager signs in, pastes a job number, reviews the job details, and clicks one button. The system classifies the job, fills the rebate portal, submits the filing, renders the paperwork, stores the PDF under a human-readable name, and opens the packet for print.

The first version was narrow on purpose: make the weekly rebate workflow reliable before expanding into the next office problem. That first win gives the owner proof that owned workflow software can fit the business instead of forcing the business to fit another tool.

What became possible next

Eight hours of weekly data entry collapsed into “paste, review, print.” More importantly, the company now has an owned office workflow surface. The next bottlenecks can fold into the same operating layer: front-office work queues, technician dispatch, additional rebate programs, warehouse records, or estimate support.