Replacement quotes sit for weeks
The comfort advisor presents three options at the kitchen table and leaves. The homeowner wants a second quote. If nobody checks in, the other company that called back on Thursday gets the install.
HVAC companiesCRM and follow-up
Replacement quotes answered, maintenance agreements renewed, no-heat calls booked.
Emergency calls, website forms, ad leads and tune-up requests land on one homeowner record with the equipment and the source. The quote check-in and the seasonal reminder go out from it.
Where it goes wrong today.
Maintenance agreements lapse quietly
The spring and fall tune-ups are the easiest work on the calendar, and the renewals depend on someone noticing the date. Shoulder season is slow because the list was never worked.
Peak-season calls overflow the office
The first heat wave brings more calls than the dispatcher can take. The voicemails from the afternoon are returned the next day, and some of those homeowners already have a tech from somewhere else in the driveway.
How it works for hvac companies.
One homeowner record, with the equipment on it
A call tracked to the ad, a form from your furnace repair page, a Google profile message or a booking taken by the AI phone agent creates the record. The address, the system type and the recording are attached. Missed calls get a text back.
Stages from call to install to agreement
Service call booked, diagnosis done, quote presented, quote accepted, installed, on a maintenance agreement. The dispatcher owns scheduling, the comfort advisor owns open quotes, and the office owns renewals.
Follow-up sent from the record
A reminder before the estimate, a check-in a few days after the quote, the filter reminder, the tune-up text each spring and fall, the renewal email and the review request all send from the homeowner record. See email & SMS.
Illustrative example
What a day looks like.
- Monday, 6:50 a.m.A no-heat call comes in before the office opens. The phone agent books the first slot and the dispatcher sees the recording when she sits down.
- Tuesday, 1:00 p.m.The comfort advisor marks a replacement quote presented from the driveway. A check-in text is scheduled for later in the week.
- Wednesday, 9:30 a.m.Homeowners with open quotes get a text asking whether they have questions about the options or financing. A few reply and the advisor calls back.
- Thursday, 11:00 a.m.Maintenance agreements expiring next month get the renewal email, then a text with fall tune-up openings.
- Friday, 5:00 p.m.Installs finished this week get a thank-you and a review request from the record that holds the job.
An illustrative example of how the system runs, not a measured result.
More for hvac companies.
HVAC companiesThe whole system for this work: pages, phones, follow-up and reviews.AI phone agentNo-cool calls answered on the first hot day of the year.WebsitesA page for no heat, for no cool, for the install, and for every town you dispatch to.ReviewsThe review request goes out when the system is running and the invoice is paid.
Questions hvac companies ask
We run dispatch software. Where does this fit?
Dispatch software runs the job once it is booked. Ottimo runs the inquiry before and the follow-up after: the call, the quote, the renewal and the source. Tell us what you use and we will confirm how the two connect before you commit.
Can the comfort advisor work from his phone?
Yes. He can mark a quote presented, add a note and send the follow-up text from the homeowner record in the truck. The office sees the stage change.
What goes out automatically and what needs a person?
You choose per stage. A common setup: the text back after a missed call and the quote check-in send on their own; anything about price or financing goes to the advisor. Read about lead follow-up automation.