HVAC CRM and follow-up automation
No inquiry forgotten.No estimate left open.
We connect your forms, calendar, and CRM so every inquiry has a record, an owner, and a next step. Confirmations, reminders, and follow-ups run on their own.
Your team sees who needs a call, who’s booked, and which estimates are still waiting for an answer.
- Every inquiry gets
- A record, an owner, and a next step
- Runs automatically
- Confirmations, reminders, estimate follow-up
- Replies go to
- Your team, with a clear next action
What we set up
The work between
the inquiry and the job.
Most HVAC companies don’t lose jobs on the visit. They lose them in the gaps: the form nobody saw, the visit nobody confirmed, the estimate nobody chased. We close those gaps.
One place for every lead.
Inquiries from your ads, website forms, and calls land in one CRM. Each one gets a record, a stage from new inquiry to job won or lost, and someone on your team who owns it.
Your team is notified the moment a new inquiry arrives.
Booking, confirmations,
reminders.Your calendar is connected, so a booked visit sends a confirmation right away and reminders before the appointment. Reschedules and cancellations update the record and tell your team.
Fewer no-shows, and nobody double-books a technician.
Estimate follow-up.
When an estimate goes out, a follow-up sequence starts: texts and emails on a schedule you approve, until the customer answers. The moment they reply, the sequence stops and your team takes over.
You always see which estimates are still open and how long they’ve been waiting.
Lead reactivation.
Past leads who never booked and past customers are still worth something. We build campaigns to reconnect with them with an offer that makes sense for them, and route the replies to your team.
Work you already paid to bring in, brought back.
One realistic workflow
What happens to
one inquiry.
Here’s the path a single inquiry takes once the system is in place. The details change with your business; the idea doesn’t.
- 01 / Inquiry
A form comes in.
A record is created, an owner is assigned, and your team gets a notification with the details.
- 02 / First contact
Someone calls.
Your team or an AI caller contacts the lead, asks the agreed questions, and logs the outcome.
- 03 / Booked
The visit is confirmed.
A confirmation goes out immediately. Reminders follow the day before and shortly before the visit.
- 04 / Estimate
The estimate goes out.
The record moves to “estimate sent” and the follow-up sequence starts on your schedule.
- 05 / Follow-up
Until they answer.
Texts and emails go out, spaced apart. Any reply stops the sequence and lands with your team.
- 06 / Outcome
Won or lost.
Won jobs are closed. Lost or silent ones go on the reactivation list for later.
Messages go only to people who contacted your business, follow opt-out rules, and stop as soon as someone replies.
Your team’s part
The system handles
the reminders.
Your team wins the job.
Automation doesn’t replace the conversations and technical decisions that win work. It makes sure they happen, on time, with nothing dropped.
- Runs on its own
- Records, notifications, confirmations, reminders, follow-up sequences
- Your team does
- The call, the visit, the estimate, and marking the outcome
- You decide
- Who owns leads, what the messages say, and when to stop following up
We agree on who handles each step before launch, and we train your team on the parts they’ll use.
What we measure
Which open estimates
turned into jobs?
Once every inquiry has a record, you can finally see where work is being lost. We look at how quickly inquiries get a first contact, how many visits are booked and kept, and what happens to estimates after follow-up.
That’s also what tells us what to fix next.
- Inquiries answered
- How many got a first contact, and how long it took.
- Visits booked and kept
- How many appointments were booked, confirmed, and actually happened.
- Estimates closed
- Which open estimates became jobs after follow-up, and which went quiet.
Part of the complete offer
Bring the leads in,
then follow through.
The CRM and follow-up system is the back half of our complete offer. The front half brings the inquiries in with Facebook and Instagram ads and gets them called by AI callers.
Together, it’s one system: from the first click to the closed job.
See the lead-generation service See the AI callersOur guarantee for the complete offer
10 more qualified appointments in the next 60 days.
Or you don’t pay.
Applies to the complete lead-generation and follow-up offer. Terms and eligibility apply.
Talk through the offerWondering if we actually understand HVAC?
See Noa’s HVAC backgroundBefore we start.
Do we have to switch CRMs?
Usually we set up the CRM we work in and connect it to your forms and calendar. If you already use one, we look at what it can connect to before we start and tell you what we recommend.
Does it send messages to customers on its own?
Yes, for the confirmations, reminders, and follow-ups you approve. Messages go out in your business’s name, only to people who contacted you, follow opt-out rules, and stop as soon as someone replies.
What if a customer replies to an automated message?
The reply goes to your team with the full history, and the sequence stops. Nothing automated talks over a real conversation.
How long does setup take?
It depends on what you already have in place and how your team handles jobs today. We agree the scope and timeline on the call before anything is built.
What do you need from us?
Access to your forms, calendar, and any existing CRM, a walk-through of how you handle inquiries and estimates today, who should own leads, and what you want the messages to say.
Can the AI callers use this system?
Yes. The AI callers log their calls and bookings here, and hand conversations to your team through the same records. See the AI callers page for what they handle.
Let’s talk
How many estimates
are open right now?
If you’re not sure, that’s the point. Tell us how inquiries and estimates are handled today and we’ll show you what the system would change first.
Let’s talk about your business