HVAC estimate follow up automation for system proposals that are still accurate
A replacement proposal is a snapshot: equipment, AHRI matchup, price and rebate eligibility as of the kitchen-table visit. We build follow-up that checks the snapshot is still true before it reaches out, keeps the homeowner moving between tiers and puts every rebate, tax credit and financing question in front of your comfort advisor.
- Proposals rechecked for stock and price before each touch
- Follow-up timed to a failed system vs a planned upgrade
- Advisors get the questions only they should answer
Why HVAC replacement proposals stall
The equipment on the quote changed
With residential systems now built on A2L refrigerants like R-454B and R-32, distributors change model numbers and prices often. A follow-up on a six-week-old quote can promise a unit you cannot order.
Homeowners get lost between tiers
Single-stage, two-stage and variable-speed options look alike on paper. Without a clear reminder of the SEER2 rating, comfort difference and monthly payment, they default to the cheapest bid in town.
Incentive questions get guessed at
Utility rebates need a specific AHRI matched-system certificate, and federal credit rules changed for 2026. A CSR answering from memory can promise money the homeowner will not get.
What our HVAC estimate follow-up handles
Custom code that reads proposals and options through the official APIs of tools like ServiceTitan and Housecall Pro, or through exports from FieldEdge and Successware, with your comfort advisors approving messages.
Pre-send proposal check
Before each follow-up, model numbers and prices are checked against the equipment list your team keeps current, and stale quotes go to the advisor to refresh.
Tier-by-tier reminders
Messages restate each option the advisor presented: SEER2 rating, stages, warranty terms and monthly payment, using only figures already on the proposal.
Cadence by urgency
A homeowner with a dead system in July hears back within hours. A planned upgrade on a working 14-year-old unit gets a slower sequence across weeks.
Advisor-only question routing
Rebate, tax credit, financing, load calculation and sizing questions are pulled out of replies and routed to the comfort advisor who wrote the proposal.
Expiry and price-change notices
Proposals nearing the expiry date you set get a reminder, and if a price increase is coming the advisor gets a drafted heads-up to approve.
Win, loss and reason tracking
Sold, lost and "went with another contractor" replies update the proposal status, with loss reasons summarized for the sales manager.
Proposals it follows up and tools behind them
Split AC and furnace replacements
Matched systems with SEER2 and AFUE details from the proposal.
Heat pumps and ductless
Heat pump and mini-split proposals with stage, zoning and cold-climate notes.
Proposals after a failed repair
Repair-vs-replace decisions when a compressor or heat exchanger fails.
ServiceTitan and Housecall Pro
Estimates, options and sold status through their official APIs.
Maintenance agreement automation
Tune-up findings on aging systems feed new proposals.
HVAC AI agents
Agents that prepare proposals, register warranties and log refrigerant.
Why HVAC sales teams trust it with proposals
It never quotes a unit you cannot install
Follow-up only mentions equipment your team has marked current, so a homeowner is not sold an R-410A or discontinued model by mistake.
Sizing stays with the person who measured
Load calculations such as ACCA Manual J and equipment selection belong to your advisor. Messages repeat their recommendation and never resize a system.
No promises about rebates or credits
Rebate and tax credit questions route to your comfort advisor. The automation does not assert that any incentive is available.
Texts follow TCPA consent
Follow-up texts go only to homeowners with consent on file, STOP is honored at once, and your counsel approves the templates.
“He got me 9 sales in my first 7 days of launching our campaign, which exceeded my expectations!”
Common questions
What is HVAC estimate follow up automation?
It follows up on unsold HVAC replacement proposals on a schedule set by urgency, checks that the equipment and prices are still current before each message, and routes advisor-only questions to your comfort advisors.
How does it handle quotes written before our A2L equipment arrived?
Older proposals are compared with the equipment list your team keeps. If a model is discontinued or out of stock, the follow-up pauses and the advisor gets a task to requote.
Can it answer whether a system qualifies for a utility rebate?
No. Rebate and tax credit questions route to your comfort advisor. It can attach the AHRI certificate number already on the proposal so the advisor has it ready.
Will it pressure homeowners whose system just died?
It follows up faster, not harder. Wording for system-down homeowners is approved by your sales manager, and anyone who asks for space is paused.
Does the comfort advisor keep credit for the sale?
Yes. The proposal stays assigned to the advisor who wrote it, and every follow-up goes out under their name with their approval.
Can it handle financing questions?
It sends your lender's application link if you approve that, and passes every rate, term or approval question to the advisor. It never discusses credit.
See how many HVAC proposals are still winnable
Take the 2-minute AI audit and find out which open proposals are worth a follow-up before they go stale.
- Pull every open proposal and its age
We export unsold proposals from the last 120 days and sort them by age, equipment type and whether the system was down or working.
- Agree the rules with your sales manager
Cadence, tier wording, expiry dates and the list of questions only advisors answer are written down and approved.
- Advisors approve each follow-up
In 2 to 4 weeks the first sequence runs. Each message waits in the advisor's queue, and edits they make are saved to improve the drafts.
- Refresh equipment rules as the market moves
Each month we update the current-equipment check, review lost reasons with you and keep the code running in your accounts.