Book more HVAC jobs without hiring another person for the office.
When the AC dies in July or the furnace quits in January, the homeowner contacts a few companies and goes with whoever responds first. If your team is out on calls, that lead waits, and the job is gone. We set up systems that answer every new lead in minutes, follow up on replacement quotes until the homeowner decides, and bring past customers back. We build it, you approve the messages, and it runs on its own.
Not ready for either? Send us a message.
What does Trailheadbiz do for an HVAC company?
We make sure no HVAC lead slips through. New leads get a reply within minutes, unbooked leads and replacement quotes get followed up until they close, and past customers hear from you before they call someone else. Start with one fix in as little as 48 hours, or have us build your whole customer acquisition system, live in 30 days.
Where HVAC companies lose money today
- Busy-season leads that waitOn the hottest and coldest days, inquiries pile up. Every one that waits hours for a reply is a job that goes to the next company.
- Replacement quotes that go quietA new system is a big decision. Homeowners want to think about it, and without a follow-up most of them never call back.
- Past customers who forget about youCustomers you already served call whoever shows up first on Google when something breaks.
- Maintenance plan payments that failA card expires, the payment fails, and nobody notices until the customer is gone.
What we set up for you
- Instant lead replyEvery inquiry from your website, ads, or lead services lands in your CRM, gets a personal reply in minutes with a way to book, and your team is notified with every detail.
- Unbooked lead recoveryIf a lead has not booked or heard from your team, they get an approved follow-up, your office gets a task, and anything still open gets escalated. It stops the moment they reply or book.
- Replacement quote follow-upWhen a system quote goes out and the homeowner has not decided, they get timed, approved check-ins about the system you quoted. Questions go straight to your team.
- Past customer reactivationCustomers who have not booked in a while get an approved invitation to schedule, with opt-outs and existing bookings skipped and replies sent to your team.
- Cancellation fillWhen an appointment cancels, the opening is offered to customers on your waitlist in order and booked through your existing scheduler, so your techs stay busy.
- Maintenance plan payment recoveryA failed payment triggers a secure link to update the card, your office gets a task for anything unresolved, and you see what was recovered.
What it is worth to you
A single system replacement is worth thousands of dollars, and a loyal maintenance customer is worth far more over the years. Most HVAC companies already have the leads and the customer list. They just do not have the time to follow up on all of it.
This does the follow-up for you, every time, without adding a person to payroll. Win back one replacement you would have lost and the setup has paid for itself.
A fixed quote on a free call, before you commit.
48-Hour Pipeline
Start here. Flat rate, quoted on the call.
One high-impact automation, scoped, built, tested, and deployed. 48-hour delivery is available after scope approval and access.
Customer Acquisition Launch
Flagship. Fixed price, quoted on the call.
A polished website, Google Ads, automated follow-up, CRM lead capture and booking, and a dashboard of what is working, built as one connected system you own. Live in 30 days.
See the full LaunchAutomation Retainer
Monthly, quoted on the call.
Ongoing builds, monitoring, and optimization with priority response.
Full details are on the packages section. Software subscriptions are billed separately by their providers.
Common questions
Does it work with ServiceTitan, Housecall Pro, or Jobber?
In most cases, yes. If your software offers standard integrations, we build on it. We confirm compatibility on the free call before you commit.
Do I have to learn new software?
No. We build around the scheduling, CRM, and payment tools you already use. Your team keeps working the way they do now.
Should I start with a 48-Hour Pipeline or the full Launch?
If one problem is costing you the most, like slow lead replies, start with a 48-Hour Pipeline. If you want a steady flow of new jobs and a system that handles every inquiry, the Customer Acquisition Launch builds the website, ads, and follow-up together. We tell you which fits on the free call.
How much does it cost?
Every project gets a fixed price on a free call, so you know the exact cost before any work begins. Ad spend and software subscriptions are billed by their providers.
Will customers feel spammed?
No. Messages only go to people who contacted you or are your customers, they are short and written in your voice, and every one includes a way to opt out.
Tell us what you are dealing with.
No sales pitch. Send a few lines about what is slowing your team down and we will reply with a plan.
Prefer to talk it through? Book a free discovery call.
Not sure where to start?
Take the free 2-minute scorecard to see your automation score and the 3 builds to start with, or book a call and we will map it out together.