The Oil-to-Heat-Pump System
Client identity withheld.
Results
$36K
Booked and signed revenue in 90 days, at the shop's own prices
$190K
Unsigned conversion quotes found in the audit
2 of 14
Stalled conversion quotes signed, worth $27K
3 in 14 days
Follow-ups every new quote now receives
55 sec
Median first reply to online leads, down from 2h 40m
22% → 37%
Online leads that booked a visit
Company Profile
Company
Residential HVAC shop converting oil-heated homes to heat pumps. ~$940K revenue, 3 techs plus the owner, and 1 office manager. ~1,500 past customers.
Stack
Field-service management software, a quoting tool, utility incentive portals, financing partner portal, Google Local Services Ads.
Operating Need
Close more oil-to-heat-pump conversions by answering cost and incentive questions, and reply to new leads faster.
The Challenge
Many of the shop's customers still heated with oil, and more of them were asking about heat pumps. But conversions came with large quotes and confusing incentive programs, and homeowners often stalled while they thought it over. The owner was too busy installing to follow up, so quotes sat for months. Online leads waited hours for a reply while the office manager handled billing and scheduling.
The Audit
We ran the Open-Quote Audit on 12 months of quotes and measured 90 days of online lead response.
Patterns Found
- 14 unsigned conversion quotes from the past 12 months, totaling $190K
- Average open quote was about $13,600
- Most homeowners' questions were about incentives, financing and operating costs
- Most quotes got one follow-up, then nothing
- Online leads waited a median of 2 hours 40 minutes for a first reply
- Only 22% of online leads ended up booked
Homeowners wanted to switch. They needed their cost and incentive questions answered before they could commit.
The Architecture
Three systems working as six parts, built around the conversion decision.
Open-Quote Audit
Ranked all 14 open conversion quotes by value, age and winnability.
Quote Closer
Three follow-ups from the owner's name within 14 days, explaining confirmed incentives, financing, and expected operating costs compared with oil.
Automatic Enrollment
Every new unsigned quote gets the same three follow-ups.
Owner Handoff
Detailed incentive or pricing questions go straight to the owner with the full quote history.
60-Second Lead Responder
Texts every online lead by name within 60 seconds and books the visit, with quiet-lead follow-up.
Monday Recovered Revenue Report
One page every Monday with quotes followed up, quotes signed, leads booked and dollars signed.
How the System Operates
The system answers and follows up. The owner does every estimate and handles every pricing decision.
- Incentives are only mentioned once eligibility is confirmed
- Price and discount questions always go to the owner
- Follow-ups stop the moment a homeowner replies
How It Flows
- 1A quote is sent, or a lead comes in
- 2The lead is texted within 60 seconds, or the quote is enrolled
- 3Replies get approved answers, and detailed questions go to the owner
- 4Every signed quote and booking is logged on the Monday report
"I'm ready" replies get a signing link or a follow-up visit the same day.
Implementation
| Stage | Focus | Key Results |
|---|---|---|
| Stage 1 | Open-Quote Audit | $190K in unsigned conversion quotes ranked |
| Stage 2 | Setup and approval | Incentive and operating-cost answers approved by the owner |
| Stage 3 | Launch | All 14 quotes followed up within 14 days; Lead Responder live |
| Stage 4 | Always-on | Every new quote auto-enrolled; Monday reports every week |
Ownership
The shop now owns a conversion sales process built on its own answers.
A ranked list of open conversion quotes
Approved answers on incentives, financing and operating costs
One record of every online lead, with response times
Every Monday report
Operational Impact
Oil-heat homeowners considering a switch now get clear answers on schedule instead of waiting for the owner to find time. Quotes are followed up while the decision is fresh, and online leads hear back before they call a competitor. The owner spends his time installing, while the follow-up runs on its own.