CRM & Lead Follow-up · HVAC
CRM and follow-up for HVAC: no inquiry goes cold, no appointment goes unconfirmed
What this is
Every inquiry gets worked until it books, reschedules or says no. Text and email sequences run on their own, reminders go out before the in-home estimate, and nothing sits in an inbox waiting for someone to remember it.
The point isn't a CRM you have to feed. It's that the follow-up happens whether or not anybody in the office is having a good week.
What HVAC owners tell us
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Two months of chaos, four months of dead air. First 95-degree week you're booking out a week and losing everyone who won't wait. By October the trucks are half empty and you're doing the math on the tech you spent two years training.
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Your best job is drowning in tune-ups. One replacement pays for a dozen $89 diagnostics. But the homeowner with the twenty-year-old unit never gets found — he calls whoever shows up the day it finally dies.
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The 9pm no-heat call goes to a machine. He doesn't leave a message. And the company that picks up gets the replacement, the maintenance plan and every job on that house for a decade.
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Your maintenance agreements are a rounding error. Every consultant says service plans carry the shoulder season. Nobody ever built you the system that actually sells them.
What counts as a qualified in-home estimate
Agreed in writing before we start: homeowner, owns the property, system in your scope, inside your service area, both decision-makers present. Anything that doesn't match that definition doesn't get booked onto your calendar, and doesn't get billed. It's the whole difference between this and a marketplace lead sold to four contractors at once.
What you see every week
One page you can read in a minute: spend, leads, in-home estimates booked, in-home estimates held, no-show rate, and what we're changing next week and why. The number we optimize is cost per held in-home estimate — not cost per lead, and not clicks.
We don't promise a system replacement count. Anyone who does is either pricing that risk into your fee or planning to book you anything with a pulse.
Published industry benchmark — US market
US market averages. Not our numbers.
Source: Google LSA cost-per-lead study, 888 contractors / $6.72M tracked spend
- Cost per HVAC lead, Google Local Services Ads
- $30–70
- $80+ on standard paid search
- Homeowners who hire the first contractor to respond
- 78%
- nobody wins HVAC on price — they win it on the clock
- Companies that failed to reply within five minutes
- 95%
- study of 466 home-services companies
Results from clients we've worked with
Paid campaigns + landing page + automated follow-up · clients not named
- Lead → in-home appointment (patio roofs & verandas)
- 17%
- 1,081 leads · 187 in-home appointments
- First month of a campaign (home battery systems)
- 55 leads
- residential energy equipment, in-home install
- Revenue with automated follow-up on every inquiry
- €747,873
- from 1,559 leads
HVAC: see how this would run for you
Start with the free diagnostic or book a strategy call directly.
Frequently asked questions
Do you have results from other HVAC companies?
We have no HVAC case yet — we'll say that before you ask. The figures below are residential contracting and home energy equipment: same buyer, same in-home sale, same machine.
What does a lead cost?
Published US benchmarks put HVAC leads in the ranges shown above, and yours will depend on your market, your season and how competitive your zip codes are. It's also not the number to optimise for: cost per held in-home estimate is, because that's the one that turns into revenue.
What happens if an appointment isn't really a system replacement?
It doesn't get billed. The definition — homeowner, owns the property, system in your scope, inside your service area, both decision-makers present — goes into the agreement before we start, precisely so there's nothing to argue about at invoice time.
We already have a CRM. Does this replace it?
No. We wire the follow-up into whatever you already run. Replacing a CRM is a three-month project that fixes nothing on its own; the problem isn't where the records live, it's that nothing happens automatically when one goes quiet.