Most HVAC companies are throwing money away after the estimate.
You sent the quote. You left a great impression. And then… nothing. If your follow-up strategy ends after a single call or email, you’re not alone—and you’re leaving serious money on the table.
Too many leads die in the follow-up gap. Not because the customer wasn’t interested—but because no one stayed top-of-mind long enough to earn the sale.
We pulled together insights from some of the most vocal and experienced HVAC professionals online to answer the question: What follow-up strategies actually work?
Here’s what we found:
- Speed matters – Most decisions are made within 72 hours of the quote.
- Persistence wins – 12+ touchpoints over time can unlock 20–30% more revenue.
- Smart systems scale – The best follow-up plans adapt based on buyer behavior and timing.
From rapid text funnels to months-long nurture campaigns, here’s what HVAC follow-up ideas real pros are doing to close more jobs after the initial estimate.
1. Fast, Timely, and Automated
In HVAC sales, speed kills—or more accurately, slowness kills deals. The first 72 hours after delivering a quote are critical. If you’re not following up in that window, someone else is.
Victor Rancour breaks it down simply: his team sends a follow-up text at 8:00 a.m. the next day, then activates what he calls their “revenue recovery department”—a dedicated team that reaches out by phone to try and lock in the deal.
The key ingredients of this kind of fast-action follow-up strategy?
- Automated text messaging that goes out like clockwork
- Dedicated phone outreach by reps trained to re-engage warm leads
- A systemized process so every lead gets the same timely touchpoints
Speed creates confidence. When homeowners see that you’re organized, responsive, and proactive—they’re far more likely to choose your company over the guy who sent a quote and ghosted.
Bottom line: If you’re not following up the next morning, you’re already behind.
2. Relentless Persistence (With a Smile)
It’s funny because it’s (almost) true. For some HVAC pros, follow-up is less a tactic and more a mindset. Once a lead is in the system, they’re staying there until they say “yes,” “no,” or file a complaint.
This level of relentless persistence isn’t about badgering people, it’s about refusing to let warm leads go cold due to inaction. Sales pros like Ryan Fenn use tools like Chirrp, which automate text, email, and voicemail touchpoints across days or weeks, ensuring that no quote goes forgotten.
Here’s what this type of persistent follow-up looks like:
- Multi-channel messaging – text, email, calls, and even social media DMs
- Humor and personality – keeping things light to avoid being pushy
- CRM automation – set-it-and-forget-it systems that follow up even while you sleep
The psychology behind it? Many homeowners need multiple nudges before they feel ready to commit. Timing, trust, and repeated visibility all play a role.
Being politely persistent (and a little witty) can mean the difference between a “maybe later” and a $15K system install.
3. Tiered Touchpoints with Buyer Psychology in Mind
Not every buyer is ready to say yes in the first few days—and treating every lead the same is a recipe for lost revenue. Sam Wakefield brings a more nuanced approach to follow-up, grounded in buyer psychology and timing-based messaging.
According to Sam, the most successful HVAC companies don’t just follow up once or twice—they nurture leads with 12 or more touchpoints, spaced out over days, weeks, and even months. That long-term commitment can recover 20–30% more revenue from unsold proposals.
Here’s how he breaks it down:
- Day 0–3: The homeowner is still in “decision mode.” Messages here should reinforce urgency and make it easy to take the next step.
- Day 4–7: This is where doubt creeps in. Messaging should focus on building trust—highlighting testimonials, guarantees, or unique differentiators.
- Day 8–14 and beyond: Now you’re playing the long game. Follow-ups should shift toward value reminders, seasonal tips, or maintenance benefits to stay top-of-mind without feeling salesy.
This tiered approach recognizes that the buying cycle doesn’t end when the tech leaves the driveway.
When you follow up with intention—and tailor your message to where the homeowner’s mind is—you build a relationship that can outlast competitors who gave up after day three.
4. Smart Filters – When to Let It Go
Relentless follow-up works—but only when it’s aimed at the right people.
Not every lead is worth chasing to the ends of the earth. Some homeowners are just shopping around, collecting quotes with no real intent to buy. And that’s where discernment comes in.
Method Air HVAC lays it out simply: if the in-home assessment feels solid and the homeowner shows real interest, they’ll follow up. If the vibe screams “just fishing for the lowest price,” they move on.
That kind of strategic filtering helps your team stay focused on high-potential leads, rather than wasting hours on tire-kickers.
A smart lead follow-up system might include:
- Lead scoring to identify high-intent prospects
- Follow-up tiers (e.g., VIP leads get more touches, price shoppers get minimal)
- Personal outreach only when it’s worth it
Following up doesn’t mean following blindly. Sometimes, the most profitable move is knowing when to let go and free up bandwidth for the leads who are actually ready to say yes.
5. The “No Follow-Up Needed” Philosophy
Some contractors take a very different approach to follow-up, by avoiding the need for it altogether. Their mindset? If your sales process is strong enough, the deal should close during the initial visit.
This approach leans into high-conversion, one-call closes. Sales techs are trained to build urgency, overcome objections, and lock in the job before they ever leave the driveway.
There are clear advantages to this philosophy:
- Saves time by eliminating drawn-out follow-up
- Creates momentum and clarity for the homeowner
- Reduces the risk of competitors swooping in afterward
But there are also real risks:
- Some buyers need time to process big decisions
- High-pressure tactics can backfire and damage trust
- It leaves no plan in place for leads that don’t close immediately
This mindset stands in sharp contrast to the longer-cycle, nurture-based strategies used by others in this roundup. And while it can work for certain types of buyers and teams, betting everything on the one-call close leaves little room for second chances.
The bottom line? Whether you win the deal on the spot or through 10 touchpoints, it’s the strategy behind the sale that makes the difference.
6. Why Most HVAC Companies Get It Wrong
“No one in home services follows up correctly or nearly enough.” – Sam Wakefield
The biggest problem in HVAC follow-up isn’t a lack of motivation—it’s a lack of systems.
As Sam Wakefield points out, most companies don’t lose leads because they’re lazy. They lose them because they don’t have a repeatable, built-out follow-up process that everyone on the team understands and executes.
Without a system, follow-up becomes inconsistent and reactive:
- One tech might send a text, another forgets.
- Some quotes get a call, others fall through the cracks.
- No one tracks what was said, when, or how the customer responded.
That’s why automation tools and CRMs are so valuable. When you set up email and text sequences in advance, follow-up becomes automatic—and nothing slips through. But tools alone aren’t enough. You need:
- Training that helps the team understand why follow-up matters
- Scripts and templates tailored to different buyer stages
- Team-wide accountability so everyone stays aligned
The contractors who get follow-up right don’t leave it to chance. They build a system, teach it, and run it consistently—and the results speak for themselves.
Follow-Up or Fade Out, It’s Your Choice
From lightning-fast text funnels to long-game nurture campaigns, the top HVAC pros all agree on one thing: you can’t afford to leave follow-up to chance.
Here’s what we heard:
- Some swear by immediate outreach, hitting that 72-hour decision window hard.
- Others rely on persistent, multi-touch strategies that keep them in the game for weeks.
- A few tailor their approach with phased messaging based on buyer psychology.
- Some use filters to spend more time on qualified leads and let price shoppers walk.
- And there are those who say, “Close it now—or don’t bother.”
There’s no one-size-fits-all strategy. But there’s one constant: companies with a system win more deals. Whether it’s automated texts, CRM-triggered reminders, or a tightly trained sales team—you need a plan.
So ask yourself:
Are you actually following up—or just hoping they’ll call you back?
The difference might be the extra 20–30% in revenue you’re missing right now.
