Guide
How do you follow up on HVAC estimates?
Last updated By Ryan Watson, founder of Scout
Who this is for: HVAC owners, office managers and comfort advisors who send estimates and want a simple follow-up routine.
Short answer
Follow up soon after the visit while it's fresh, again if it stays quiet, with a short text from your shop, and stop the moment they reply, book or pay.
When should you follow up on an HVAC estimate?
Soon after the visit, while it's fresh, then again over the following days and weeks if it stays quiet. The trouble is remembering every open estimate when the office is busy, so work from the list of open estimates in your software, not from memory.
What should a follow-up text say?
A line or two from your shop by name, about the job they asked about, with a question they can answer in one line or an open time. Two examples to adapt:
- Example: "Hi, it's [your shop]. Any questions about the estimate for your new system? Happy to walk through the options."
- Example: "Hi, [your shop] here. We have an opening later this week if you'd like to go ahead with the repair. Reply here and we'll book it."
When should you stop following up?
Reminders after a customer has answered, booked or paid feel like nobody is paying attention. Stop at the first reply, and hand questions about the options to whoever wrote the estimate.
Where Scout fits
Scout finds the estimates in ServiceTitan, Housecall Pro or FieldEdge that went quiet and drafts the follow-up for you to approve, in words you choose. It stops texting a person once they reply, book or pay, and reports the jobs booked afterward.
