Replacement requests in the service queue
The lead waits behind repair tickets, and a CSR calls back after the homeowner has booked another company.
HVAC LEAD FOLLOW-UP
HVAC follow-up that keeps replacement quotes alive.
A replacement quote is a big decision with a lot of options. Homeowners go quiet to think it over, and the shop that checks back with useful answers is the one they call.
- HVAC
- Lead follow-up
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At a glance
- Who it’s for
- HVAC contractors: ac and furnace replacements, heat pump installs, ductless mini-splits
- What goes wrong
- Replacement requests in the service queue
- Three options, no follow-up
- Aging systems flagged and forgotten
- What we run
- Instant reply and advisor routing
- In-home estimate reminders
- Post-proposal sequence
- Repair-to-replace follow-up
- Judged on
- Time to first response on replacement requests
- In-home estimate show rate
- Proposals followed up within 48 hours
- Installs from post-proposal follow-up
- What it costs
- Ad spend is paid directly to Meta or Google, never through BlueSmith. Setup and monthly management are scoped on a strategy call after the free assessment.
WHERE IT BREAKS
Lead follow-up for HVAC contractors: what goes wrong.
Three options, no follow-up
Good-better-best proposals leave homeowners with questions. Silence sends them to someone else for answers.
Aging systems flagged and forgotten
Techs note old equipment on service calls, then nobody follows up until the unit fails.
WHAT WE RUN
Built for HVAC contractors. Run by us.
Instant reply and advisor routing
Replacement requests get a text within a minute and land on the comfort advisor’s calendar.
In-home estimate reminders
A booking confirmation, then a nudge the evening before asking that every decision-maker be home.
Post-proposal sequence
Messages that explain the tiers, the financing you offer, and your next open install date.
Repair-to-replace follow-up
When a tech notes an aging system, the homeowner gets a follow-up about planning a replacement on their schedule.
AN EXAMPLE WE WROTE
Example HVAC post-proposal texts, drafted as a sample
- 01Same day: “Thanks for having [Advisor] out, [Name]. Your three options are attached. Reply with any question, big or small.”
- 02Day 2: “Option 2 vs. option 1 in plain English: [two lines]. Happy to talk it through.”
- 03Day 4: “If financing would help, here’s how ours works and what you’d need to apply.”
- 04Day 7: “Our next open install day is [date]. Want me to pencil you in? Nothing is final until you sign.”
- 05Day 14: “Still weighing it? I can do a five-minute call tonight or tomorrow.”
- 06Any reply pauses the sequence and notifies your advisor.
Judged on
- Time to first response on replacement requests
- In-home estimate show rate
- Proposals followed up within 48 hours
- Installs from post-proposal follow-up
Example written by BlueSmith to show the approach. Not a client ad or a result.
RUN YOUR NUMBERS
What do estimate no-shows cost you each month?
Your estimator drives out, knocks, and nobody answers. Add up how often that happens and what it puts at risk.
Revenue at risk per month: $22,500
Revenue at risk per month$22,500
- Wasted visits per month
- 3.0
- Cost of those wasted visits
- $450
20 booked estimates, 15% no-shows, 30% close at $25,000, $150 per wasted visit.
See what we’d build for these numbersStarts with example numbers. Change them to yours. Arithmetic only, not a promise of results.
STRAIGHT ANSWERS
Questions we hear.
How fast should HVAC companies respond to replacement leads?
Minutes, not hours. An automated text confirms the request right away, and your advisor or CSR calls as soon as they can.
How long should follow-up run after an HVAC proposal?
A couple of weeks of useful messages is a reasonable start for a planned replacement. An emergency replacement gets decided in a day or two, so that sequence is shorter and faster.
Can follow-up turn service customers into replacement estimates?
Yes, if your techs record system age and condition. Those notes can trigger a separate follow-up that offers a replacement estimate when the homeowner is ready.
Will this get in the way of our CSRs?
No. The automation handles the first reply and the reminders. When a homeowner answers, the messages stop and your CSR or advisor takes over.
Your crew is ready for the next job. Is your calendar?
Seven questions. Two minutes. See the one part of your engine holding your projects back.
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