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HVAC

Estimate follow-up for HVAC: no replacement quote left to go quiet

A replacement estimate is a big decision for the homeowner and a big job for you, and it usually dies the same way: the customer has a question, nobody follows up, and by the time someone does they've signed with another company. We build follow-up that checks in on a schedule you choose, hands real questions to your comfort advisor straight away, and stops the moment the customer books, declines or replies.
Start a projectSee when it stops ↓
day 0day 2day 4day 6day 8day 10day 12day 14plannedwhat happenedcomfort advisor answerssendcheck-incheck-inskippedlast check-incancelledclose outcancelledE-3107 sentoptions A, B and Ccheck-in textno reply“Is there financing?”follow-up pausedbooked: option Binstall next week

Sticky notes, or follow-up that runs itself

Follow-up from memory

  1. 01Estimates followed up when the advisor has a quiet afternoon
  2. 02Customers' questions sit in a voicemail or an inbox
  3. 03Someone calls a customer who already booked
  4. 04Nobody knows how many estimates are still open

The busiest weeks, when the most estimates go out, are when the follow-up stops.

Follow-up on a schedule

  1. 01Every estimate checked in on the days you choose
  2. 02Questions go straight to the comfort advisor
  3. 03Follow-up stops the moment they book, decline or reply
  4. 04Every open estimate visible, with its next step

Your advisor spends time on customers who want to talk, not on chasing.

When follow-up stops

Knowing when to stop matters as much as knowing when to call. These are the rules, set with you.
books an installstopsthe job moves to scheduling
asks a questionpausesthe comfort advisor answers, then decides whether to resume
says no, or chose someone elsestopsrecorded with the reason, if they give one
asks not to be contactedstops for goodno further messages, ever
doesn't reply to the last check-instopsestimate closed; your advisor decides whether to call

What your comfort advisor always sees

  1. 01

    Every open estimate

    With options and amounts

    One list of what's out, how old it is, and what happens next on each.

  2. 02

    Every touch so far

    Sent, opened, replied

    So nobody repeats what the customer has already been told.

  3. 03

    Questions, the moment they arrive

    Financing, timing, options

    Follow-up pauses so the customer hears from a person, not another reminder.

  4. 04

    Why estimates closed

    Booked, declined, no reply

    So you can see where replacements are won and lost, without guessing.

A good fit if estimates go out faster than anyone can follow up

Good fit

  • You send replacement estimates every week.
  • Follow-up depends on the advisor remembering.
  • You've found out a customer booked elsewhere weeks after the estimate.

Not the right fit yet

  • You send a few estimates a month and follow up every one personally.
  • You want pressure tactics or endless reminders. We build follow-up that stops.

Related

See how many open estimates you have right now

Tell us how estimates are sent and followed up today. We'll show you the follow-up we'd build, and when it would stop.

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