For heating, cooling and ventilation businesses
A system replacement estimate is a big decision for a homeowner, and a maintenance customer is only valuable if you remember them next season. QuoteFollow helps small HVAC businesses follow up on installation quotes and keep heating and cooling servicing on a schedule.
14-day free trial with every feature · No credit card required · $15 USD a month after
Dana Morales
Air-source heat pump installation
Follow-up in two weeks
Repeat work: Every 6 months, spring and autumn
QuoteFollow is quote follow-up software for small HVAC businesses. HVAC contractors use it to send replacement and installation estimates, follow up while homeowners decide, track acceptance, schedule installs, create invoices from the quote and get reminded about seasonal maintenance.
HVAC work swings between urgent repairs and large planned installations, and between the cooling and heating seasons. Quotes for planned work suffer most.
A new air conditioning system, furnace or heat pump costs enough that customers compare options, check financing and talk it over. A quote without a follow-up rarely survives that.
The technician says the unit is near the end of its life. If nobody sends the replacement quote and follows it up, the customer calls whoever is free when it fails.
During the first heat wave or cold snap, every hour goes on breakdowns. Quotes sent before the rush go unanswered.
Spring AC tune-ups and autumn heating checks keep a business steady, but only if someone remembers to offer them each year.
Follow up within a few days and make it about the decision the homeowner is weighing: efficiency, comfort, the age of the current system and when you could install. If they are waiting on financing or a second quote, set the next follow-up for when that will be settled.
QuoteFollow keeps each estimate with its follow-up date and shows whether the customer has opened it.
Check whether they have opened it. If they have, call to answer questions; if not, resend it or try another channel. Before the cooling season, mentioning your installation availability is a useful reason to get in touch.
Give each maintenance customer a schedule, such as every six months for a spring AC check and an autumn heating check, or yearly. QuoteFollow reminds your business before each visit is due, at the lead time you choose; it does not contact the customer for you.
An example of an HVAC job that starts with a repair visit and ends with a maintenance schedule.
Quote → Follow-up → Accepted → Scheduled → Completed → Invoice → Repeat work
After a repair visit to a 20-year-old furnace, you send an estimate for an air-source heat pump with the outdoor unit, air handler, thermostat and removal of the old system.
The homeowner is checking a utility rebate, so you set the follow-up date for two weeks later.
The rebate is confirmed and the homeowner accepts the estimate online.
You book the installation for two days the following week.
After commissioning and a walkthrough with the homeowner, you mark the job completed.
You create the invoice from the accepted estimate and send it by email.
You add a six-monthly maintenance schedule, and QuoteFollow reminds you before each spring and autumn service.
QuoteFollow is built for small service businesses that quote before they work. It is not an enterprise field-service system: there is no dispatch optimisation, fleet management, payroll or complex workforce management.
Send your next installation estimate with a follow-up date, and set the maintenance schedule when the job is done.
No credit card required. $15 USD a month after the trial.
