For HVAC companies running several crews

Follow up on every HVAC estimate and keep maintenance agreements renewing

Your phones already ring. The money leaks after the call, when replacement estimates go quiet and agreements lapse. We set up HubSpot next to your field service software to handle follow-up, renewals and reporting.

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The problems we see

Money HVAC shops lose after the call ends

These come up on almost every call with multi-crew shops.

Unsold replacement estimates get one call

A comfort advisor quotes a new system, the homeowner wants to think about it, and the follow-up stops after the first week.

Maintenance agreements lapse

Renewal depends on a technician mentioning it on the last visit or someone working a report once a month.

Commercial work gets lost in the residential flow

Property managers and building owners need quotes, contracts and relationships. They end up in the same queue as a no-heat call.

You can't tell which ads book jobs

You see calls and form fills by channel. You don't see which ones turned into a sold system.

What your field service software does, and what HubSpot adds

We don't replace ServiceTitan, Housecall Pro or whatever runs your dispatch board. HubSpot sits beside it.

Field service software

  • Call booking and dispatch
  • Technician schedules and work orders
  • Pricebook and on-site estimates
  • Invoicing and payments in the field

HubSpot

  • Follow-up on unsold estimates over weeks and months
  • Agreement renewal reminders and campaigns
  • Commercial accounts, bids and contracts
  • Email to past customers by equipment age and season
  • Reports from ad click to sold job

How do you follow up on an unsold replacement estimate?

When an estimate is left open in your field software, it passes to HubSpot with the customer, the options quoted and the advisor's name. The advisor gets a call task for the next day. After that, a short series of emails goes out over the following weeks, written in your voice, with financing details if you offer them.

If the homeowner books, the series stops on its own. If they go quiet, the estimate moves to a seasonal list, so they hear from you again before the next heat wave or cold snap. Managers see open estimates by advisor and by age, instead of finding them in a report at the end of the month.

How do you keep maintenance agreements renewing?

Each agreement gets a renewal date in HubSpot. Ahead of that date, the customer gets a reminder email and your office gets a task to call anyone who hasn't renewed. Agreement holders who are due for a tune-up get a booking reminder at the start of each season.

This is where a CRM earns its keep for a multi-crew shop. Agreements fill your slow weeks, and a small lift in renewals adds up across your whole membership. You can see renewal rate by month and by the technician who sold the plan.

What we do

What we set up for HVAC companies

Estimate follow-up

Tasks and emails for every unsold estimate, stopped automatically when the job books.

Workflows

Agreement renewals

Renewal reminders, call tasks and seasonal tune-up campaigns.

Email marketing

A commercial pipeline

Property managers and building owners as accounts, with bids and service contracts tracked separately from residential calls.

HubSpot

Ad spend tied to sold jobs

Each lead keeps its source, so reports show sold revenue by campaign.

Ad tracking and reporting

Paid ads, once tracking works

Google and Meta campaigns judged on booked and sold work.

Paid ads

Which past customers should hear about a new system?

The ones with aging equipment. Field service software often records what was installed at each address and when. Bring that into HubSpot, and you can list every customer whose system has passed an age you choose, sorted by brand and type.

Before peak season, those homeowners get a short email and an offer of a visit from the advisor who knows the house. A customer who hears from you before the system fails is more likely to call you than a stranger from a search ad.

What about local SEO and Google Business profiles?

We don't sell local SEO. Plenty of firms do that well, and if your phones aren't ringing, that's the place to start. We work on what happens after the call, which is follow-up, renewals, commercial accounts and reporting.

We also haven't published an HVAC case study, so this page shows how we'd set things up, not results we've had in your trade. The first step below puts a number on your own open estimates and lapsed agreements before you spend anything on a build.

How it works

How we'd start

  1. First call

    Pull your open estimates and lapsed agreements

    We count what's sitting unsold or expired right now, and what it's worth.

  2. A few weeks

    Connect HubSpot to your field software

    Customers, estimates and agreements pass across, so the office doesn't retype them.

  3. Next

    Turn on follow-up and renewals

    Estimate series, renewal reminders and seasonal campaigns, reviewed by you before they send.

FAQ

HVAC companies questions

Does HubSpot work alongside ServiceTitan?

Yes. ServiceTitan keeps dispatch, work orders and invoicing, and HubSpot handles follow-up and marketing. They connect through a connector tool or a custom build, depending on which records you want to pass.

How long should we keep following up on an unsold HVAC estimate?

Longer than most shops do. A call the next day, a few emails over the following weeks, then seasonal reminders until the homeowner books or says no.

Can maintenance agreement renewals run automatically?

The reminders can. HubSpot sends approved renewal emails ahead of the date and creates call tasks for anyone who hasn't renewed. Billing stays in your field software.

Do you do local SEO for HVAC companies?

No. We work on what happens after the call, such as estimate follow-up, renewals, commercial accounts and ad reporting.

Is this worth it for an HVAC company with one or two trucks?

Usually not yet. The setup pays off once you have several advisors or crews and enough open estimates that some slip through.

Can commercial HVAC bids and residential service share one CRM?

Yes. We keep them in separate pipelines with different stages, so property manager bids don't get buried under service calls.

More in Construction

Bring last month's unsold estimates

We'll look at how many got a second touch and show you what follow-up would look like.

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