Most heat-pump companies lose more jobs after the quote than before it. The homeowner asked, you visited, you sent a proposal, and then nothing happened. They weren't saying no; they were waiting on a rebate answer, a spouse, a second quote or a cold snap. Quote follow-up is a planned sequence of calls, texts and emails that keeps the decision moving, from your company, in your voice.
We are a marketing and consulting service, not a contractor. We never contact homeowners on our own behalf. We design the system your team runs.
Why heat-pump quotes go quiet
Heat-pump decisions stall for predictable reasons, and each has an answer you can plan for:
- Rebate uncertainty. "I want to check whether I qualify." Send the administrator link and a short checklist the same day.
- The federal wait. As of October 2026, a federal rebate has been announced for 2027 but isn't open. Some buyers will wait regardless; others want to know what waiting costs them in a winter on the old system.
- Winter doubts. "Will it be warm enough?" A job story from a similar home in your area does more than a brochure.
- Price shock. The proposal is several times the cost of a like-for-like furnace swap. A clear comparison helps more than a discount.
- A second opinion. They're comparing quotes. Being the company that explained things best is often what wins.
What's included
- A quote cadence map: what goes out on day 0, 2, 5, 10, 21 and 45, by call, text or email, and who sends it.
- Message library: 15 to 25 short messages in your voice, each answering one of the stall reasons above.
- Rebate-aware triggers: reminders tied to dated program deadlines in your province, when there are any.
- A lost-quote reason list your team records in the CRM, so we learn why jobs are lost.
- Missed-call and after-hours text-back setup in your existing phone or CRM tools, where they support it.
- A monthly review of close rate, response rate and lost reasons.
Who it's for
This is usually the first service we recommend when an installer sends plenty of heat-pump quotes but signs fewer than about a third of them, or doesn't know the number. If you need software to run it, the people at HeatPumps.Solutions compare proposal and rebate-tracking tools for installers.
The worked numbers
Follow-up is the cheapest growth in heat-pump marketing because the leads are already paid for. An example you can redo:
- Quotes sent per month: 40
- Current close rate: 30%, so 12 signed jobs
- Gross profit per job: $4,200
- Monthly gross profit from quotes: $50,400
Lift the close rate to 38% and you sign about 15 jobs, adding roughly $12,600 in gross profit a month, with no extra ad spend. Even a smaller lift usually pays for the work.
Timeline
- Week 1: pipeline review, last 90 days of quotes and outcomes, and interviews with whoever sends quotes.
- Week 2: cadence map and message library drafted; your team edits for voice.
- Weeks 3–4: tools configured, staff walkthrough, launch.
- Months 2–3: close-rate comparison against the baseline, message changes based on replies.
How results are measured
- close rate on heat-pump quotes, before and after
- days from quote to signature
- response rate per message
- lost-quote reasons, tracked monthly
Mistakes to avoid
- Discounting as the first follow-up. It trains buyers to wait for the next one.
- One generic email. "Just checking in" answers nothing.
- Following up on dead programs. A reminder about a closed rebate is worse than none.
- No owner for the cadence. If nobody is responsible, it stops in the first busy week.
Follow-up fits naturally with rebate marketing and cold-climate content, which supply the material it sends. Costs are on the pricing page, and the contact page explains what to send us to get started.
Frequently asked questions
Isn't follow-up just pestering people?
Not if each message is useful. Every touch in the cadence answers a question, reminds the homeowner of a dated deadline, or offers something new, like a job story from a similar house. A message with nothing to say is not sent.
Do you contact our customers directly?
No. The messages go from your company, through your phone system, CRM and email account, so the relationship stays yours. We design the cadence, write the messages and help set up the tools.
What about anti-spam rules?
Follow-up to someone who asked you for a quote is usually treated very differently from cold outreach under Canada's anti-spam law, but consent and identification rules still apply. We build to the [CRTC's published guidance](https://crtc.gc.ca/eng/com500/faq500.htm) and recommend you confirm details with your own adviser.
How quickly does this show results?
Usually within one quote cycle, often 30 to 60 days, because it works on quotes already in your pipeline. We measure the close rate before and after.