Unlock the Full Potential of Your Business with Artificial Intelligence

Our Services

At Stonehaven AI, we help facility service providers, compliance contractors, and specialty trades harness the power of artificial intelligence to run smarter, capture every opportunity, and deliver consistent results.

From compliance-driven work like exhaust cleaning, grease trap pumping, and fire safety inspections — to broader facility services such as HVAC, janitorial, or specialty maintenance — our AI automations integrate seamlessly with your existing systems. The result: no missed calls, streamlined scheduling, faster reporting, and stronger customer relationships.

Our approach is flexible enough to support both established contractors and emerging providers. Every package is tailored to your workflows, with scalable tiers that show how we typically help businesses at different stages of growth.

  • 1. Starter Package

    The foundation for bringing AI automation into your business. This package focuses on eliminating the biggest pain points right away — things like missed calls, scattered scheduling, or delayed follow-ups. It’s designed to be simple, easy to adopt, and immediately impactful without overwhelming your team.

  • Designed for businesses looking to scale, streamline, and add more consistency across scheduling, communication, and customer management. A balanced mix of tools and automations that help you grow without adding admin burden.

  • Built for teams that want it all — advanced automations, deeper customization, and integrations that make every part of the business run smoother. This package is about building a system that works for you, not the other way around.

Case Study Examples

  • Client Profile:
    Regional company specializing in commercial kitchen hood cleaning and exhaust maintenance. 8 employees, serving restaurants and cafeterias across three states.

    Challenges:

    • Missed emergency calls during peak hours → 2–3 lost jobs per week.

    • Scheduling recurring cleanings manually led to missed NFPA 96 compliance deadlines.

    • Technicians spent hours handwriting service reports for inspectors.

    Stonehaven AI Solution:

    • AI receptionist captured every call and auto-booked jobs in real time.

    • Automated scheduling created quarterly recurring service visits + SMS reminders.

    • AI-generated compliance reports auto-sent to restaurant managers and fire marshals.

    Results:

    • Missed calls reduced by 80%, adding ~$12K/month in captured revenue.

    • Compliance report turnaround time cut from 7 days → instant delivery.

    • 18% increase in recurring service contracts.

  • Client Profile:
    Mid-sized grease trap pumping contractor, 12 service trucks covering a metro area. Clients include schools, hospitals, and quick-service restaurants.

    Challenges:

    • Dispatchers manually tracked trap cleaning intervals, leading to missed pickups.

    • Compliance manifests had to be faxed/emailed to municipalities, often late.

    • Invoices sent 3–5 days after service → delayed payments.

    Stonehaven AI Solution:

    • Automated CRM workflows tracked grease trap intervals and auto-scheduled service.

    • AI auto-generated compliance manifests and submitted them digitally to local wastewater authorities.

    • Invoices auto-sent within 2 hours of job completion, with payment reminders.

    Results:

    • On-time compliance improved from 68% → 97%.

    • Weekly admin time reduced by 12 hours.

    • Payments collected 25% faster, boosting monthly cash flow by ~$45K

  • Client Profile:
    Regional fire protection company specializing in sprinkler system inspections and fire extinguisher servicing. ~4M annual revenue, 20 techs.

    Challenges:

    • Manual scheduling caused missed inspection renewals.

    • Field notes often incomplete, requiring rework on compliance packets.

    • Slow customer follow-up after inspections → lost upsell opportunities.

    Stonehaven AI Solution:

    • AI-driven inspection reminders auto-notified customers ahead of renewals.

    • Digital compliance packets auto-generated from technician notes and sent same day.

    • Automated follow-ups promoted extinguisher replacements and maintenance plans.

    Results:

    • On-time renewal compliance improved 31%.

    • Compliance packet turnaround time reduced from 5 days → same day.

    • $180K in upsell revenue added in 6 months.

  • Client Profile:
    Regional septic and drain maintenance company with 10 service trucks covering suburban and rural accounts. Clients include commercial kitchens, schools, and manufacturing facilities.

    Challenges:

    • Emergency calls after hours often went unanswered, leading to lost high-value jobs.

    • Service logs for municipalities tracked manually, creating compliance risks.

    • Scheduling recurring drain inspections was inconsistent, leading to backups and costly emergency visits.

    Stonehaven AI Solution:

    • AI call answering captured emergency requests 24/7 and dispatched to on-call techs.

    • Automated scheduling ensured recurring maintenance and inspection visits were never missed.

    • AI-generated compliance reports submitted directly to municipal authorities.

    Results:

    • 24/7 lead capture reduced missed emergencies by 76%, adding ~$20K/month in revenue.

    • Compliance reporting time cut from 15 hours/week → 1 hour/week.

    • Emergency callouts dropped 30% thanks to better recurring maintenance.

  • Client Profile:
    Specialty contractor servicing industrial kitchen equipment and boiler systems. 6 technicians, regional coverage for hotels, schools, and hospitals.

    Challenges:

    • Service contracts often renewed late due to manual follow-up.

    • Technicians relied on handwritten notes for inspections, slowing compliance reporting.

    • Lost upsell opportunities for maintenance plans and equipment replacements.

    Stonehaven AI Solution:

    • Automated contract renewal reminders sent directly to facility managers.

    • Digital inspection reports auto-generated and delivered same day.

    • AI-driven upsell triggers promoted replacement parts and extended warranties after each service.

    Results:

    • Renewal rates improved from 61% → 83% in six months.

    • Average invoice size increased 18% with bundled upsells.

    • Technician admin work reduced by 10+ hours per week.

Schedule a complimentary Discovery Call

Secure your expert consultation on Artificial Intelligence today by booking an appointment with our seasoned specialists. Our team is dedicated to providing you with personalized insights and solutions tailored to your unique needs.

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About our Company

Stonehaven AI was founded out of real-world experience in sales and operations. After graduating from the University of Pittsburgh in 2022, I spent several years working in fast-moving industries and quickly saw the recurring problems that held service businesses back—missed calls, delayed reports, and lost opportunities. These challenges made one thing clear: contractors and service providers need smarter systems to stay competitive.

When I returned to New England, I launched Stonehaven AI with the belief that automation powered by artificial intelligence is no longer optional—it’s essential. What started as a way to fix lead capture and customer follow-up has grown into a focused solution for facility service and compliance-driven industries. Today, we help providers in areas like hood cleaning, grease trap pumping, fire protection, and specialty maintenance streamline scheduling, generate inspection-ready reports, and keep every opportunity from slipping through the cracks.

In less than a year, Stonehaven AI has already partnered with multiple businesses to scale smarter, stay compliant, and unlock new revenue growth. We’re not just building automations—we’re helping service companies future-proof their operations.

Thanks,
Peter