The Shoulder-Season Fill System
Client identity withheld.
Results
$59K
Booked and signed revenue in 90 days, at the shop's own prices
3 of 24
Stalled system quotes signed, worth $33K
260
Replacement-ready homes found in existing records
9
In-home estimates booked from that list, 1 already signed
62
Fall tune-ups and service calls booked from past customers
58% → 76%
October tech utilization
Company Profile
Company
Residential HVAC shop. ~$1.4M revenue, 5 service techs, 1 installer, the owner selling replacements, and 1 CSR. ~2,100 past customers.
Stack
Field-service management software, a quoting tool, financing partner portal, Google Local Services Ads.
Operating Need
Keep techs busy from October through the spring, using quotes and customers the shop already had.
The Challenge
Las Vegas summers kept the shop booked for months, but by October the phones went quiet and techs had open afternoons. Summer had left behind quotes that homeowners said they'd think about once it cooled down, and a service history full of systems on their last legs. Nobody had time to work either. The owner was still finishing summer installs, and the CSR was busy with scheduling.
The Audit
We reviewed 12 months of quotes, the full service history, and two years of schedule capacity.
Patterns Found
- 24 unsigned system quotes from the past 12 months, totaling $264K, most from June to August
- October tech utilization averaged about 58% over two years
- 260 homes had a system 12+ years old, 3+ repairs in two years, or old R-22 refrigerant
- About 1,000 past customers hadn't been contacted in over a year
- Most quotes got one follow-up call, then nothing
- Replacement sales came only from breakdown calls
The fall work was already in the shop's records. It needed to be found and worked before homeowners forgot about their AC.
The Architecture
Three systems working as six parts, timed to the drop-off after summer.
Replacement Opportunity Finder
Scored every home's service history for age, repair count, spend and refrigerant type, and ranked the strongest candidates.
Advisor Briefs and Outreach
Wrote the owner a short brief on each home and sent a personal message about the system's age, likely savings and current rebates, with a free estimate offer.
Quote Closer
Three follow-ups from the owner's name within 14 days on every stalled quote, then automatic enrollment of every new quote.
Past-Customer Wake-Up
Cleaned 2,100 customers to 1,800 reachable numbers and sorted them into tune-up, repair and lapsed groups.
Capacity Matching
Checks open slots two weeks ahead and sends only as many texts as the schedule can absorb.
Monday Recovered Revenue Report
One page every Monday with quotes signed, estimates booked, jobs booked and running totals.
How the System Operates
The system finds opportunities and follows up. The owner still does every estimate and every price conversation.
- Only real deadlines and confirmed rebates are mentioned
- Outreach never exceeds open capacity
- Price and discount questions always go to the owner; the system never discounts
How It Flows
- 1Quotes and service records are scored and ranked
- 2Approved messages go out as fall openings appear
- 3Interested homeowners get an estimate or visit booked
- 4Every booking and signed quote is logged on the Monday report
The owner receives a written brief on every home before the estimate.
Implementation
| Stage | Focus | Key Results |
|---|---|---|
| Stage 1 | Records audit | $264K in stalled quotes and 260 replacement-ready homes ranked |
| Stage 2 | Setup and approval | Customer list cleaned to 1,800 reachable numbers; messages approved; texting number registered |
| Stage 3 | Fall launch | All 24 quotes followed up within 14 days; replacement outreach sent to top-ranked homes |
| Stage 4 | Always-on | Wake-up batches matched to openings; new quotes auto-enrolled; Monday reports every week |
Ownership
The shop now has a fall playbook built on its own quotes and records.
A ranked list of open quotes and replacement-ready homes
A brief on every high-potential home
A cleaned customer list sorted by system age and last visit
Every Monday report
Operational Impact
October is no longer the start of a slow season. Techs fill the shoulder months with tune-ups and repairs from customers who already know the shop, and the owner starts each week with a ranked list of homes ready to replace. Summer quotes are worked to a clear yes or no instead of fading away.