The Heat Pump Conversion System
Client identity withheld.
Results
$57K
Booked and signed revenue in 90 days, at the shop's own prices
3 of 22
Stalled conversion quotes signed, worth $43K
290
Conversion-ready homes found in existing records
12
In-home estimates booked from that list, 1 already signed
Every quote
Now shows the confirmed incentives it qualifies for
14 of 14
New installs warranty-registered before the deadline
Company Profile
Company
Residential HVAC shop focused on heat pump conversions. ~$1.45M revenue, 4 service techs, 1 install crew of 2, the owner selling, and 1 office manager. ~2,200 past customers.
Stack
Field-service management software, a quoting tool, manufacturer warranty portals, utility incentive portals, financing partner portal.
Operating Need
Close more heat pump conversions by making incentives and financing clear, and find the homes most ready to convert.
The Challenge
More Portland homeowners were asking about replacing gas furnaces and old AC units with heat pumps, but the quotes came with higher upfront costs and questions about incentives. The owner knew which incentives applied, but writing that into every quote and following up took time he didn't have. Quotes stalled, and the shop's service history held hundreds of homes with aging furnaces that nobody had ever contacted about converting.
The Audit
We reviewed 12 months of quotes, the full service history and every install from the past 18 months.
Patterns Found
- 22 unsigned conversion and system quotes from the past 12 months, totaling $304K
- Most stalled quotes didn't show the incentives the equipment qualified for
- 290 homes had a gas furnace 15+ years old or an aging AC unit
- 3 of 38 installs in 18 months had missed the warranty registration window
- Incentive paperwork was completed for fewer than half of eligible installs
- Most quotes got one follow-up, then nothing
Homeowners wanted heat pumps. They needed clear numbers and someone to answer their questions before they'd commit.
The Architecture
Three systems working as six parts, built around the conversion decision.
Incentive Check
Confirms which utility and manufacturer incentives each quoted system qualifies for, so every quote shows the real final cost.
Quote Closer
Three follow-ups from the owner's name within 14 days, explaining incentives, financing, operating costs and warranty.
Conversion Opportunity Finder
Scored the service history for aging gas furnaces and AC units and ranked the 290 strongest conversion candidates.
Conversion Outreach
Sent top-ranked homes a personal message about converting, with an estimate offer and a brief for the owner.
Warranty and Paperwork Handler
Registers every install before the deadline and prepares incentive forms for the customer to sign.
Monday Recovered Revenue Report
One page every Monday with quotes signed, estimates booked and installs registered.
How the System Operates
The system checks incentives, follows up and handles paperwork. The owner does every estimate and every close.
- Incentives are only mentioned once eligibility is confirmed
- Price and discount questions always go to the owner
- Incentive forms are never filed without the customer's signature
How It Flows
- 1Quotes and conversion-ready homes are ranked, with incentives checked
- 2Follow-ups and outreach go out from the owner's name
- 3Homeowners book estimates or sign, and installs are registered
- 4Every result 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 | Quote and records audit | $304K in stalled quotes and 290 conversion-ready homes ranked |
| Stage 2 | Setup and approval | Incentive rules by equipment line; follow-up and outreach messages approved |
| Stage 3 | Launch | All 22 quotes followed up within 14 days; outreach to top-ranked homes |
| Stage 4 | Installs | Warranty and paperwork handling live; Monday reports every week |
Ownership
The shop now owns a heat pump sales process and a list of its best conversion prospects.
A ranked list of open quotes and conversion-ready homes
Incentive eligibility rules by equipment line
A warranty registration log for every install
Every Monday report
Operational Impact
Homeowners considering a heat pump now see the real cost after incentives and get answers to their questions on schedule. The owner starts each week with a ranked list of homes ready to convert, and every install leaves registered with its paperwork done. The shop is turning a growing market into signed work.