Estimate follow-up for HVAC
Every HVAC quote gets a follow-up until there is a yes or a no
A homeowner gets three quotes for a new furnace and goes quiet. The company that follows up politely, on time, usually gets the answer. We set that follow-up to run on its own from Jobber, Housecall Pro or ServiceTitan.
Facts checked by Dan Taylor. See the sources.
The short answer
HVAC estimate follow-up is a short series of texts that goes out after you send a quote for a furnace, air conditioner or heat pump, and stops the moment the homeowner says yes or no. Next Truck by Tekton Digital runs it in your own job software for HVAC companies across Canada, and the free Estimate Sweep texts your unsold estimates for 14 days before you pay for anything.
A replacement estimate is the most expensive thing your company gives away for free. A comfort advisor drives out, measures the house, talks through options and sends a quote. Then the homeowner goes quiet, and most offices are too busy with today's no-heat calls to chase last week's quotes. Some of those homeowners were still deciding. Some had a question they never asked. One polite text at the right time would have brought the answer back.
What is estimate follow-up for an HVAC company?
It is a plan for every open quote, written once and run by your job software. When an estimate goes out, a sequence starts: a thank-you the same day, a check-in a few days later, an answer to the usual question (financing, timing, which option), and a last friendly note before the quote expires. The moment the homeowner approves, declines or replies, the sequence stops and a person takes over.
Speed matters here as much as it does on a new call. In a study of more than a million sales leads, firms that tried to reach a lead within an hour were nearly seven times as likely to have a real conversation with the decision maker as firms that waited even an hour longer[1]. A quote is a lead that already said yes to a visit. The sooner the follow-up starts, the warmer it is.
What the follow-up looks like
Day 0: the thank-you
Sent when the quote goes out. It names the comfort advisor, links the quote, and says who to text with a question.
Day 2 or 3: the check-in
A short text: did the quote make sense, and would they like to walk through the options. Many replies start here.
Day 7: the common question
Written for the question your homeowners ask most, such as financing, how long the install takes, or the difference between the two models on the quote.
Before the quote expires: the last note
A plain note that the quote is still good until a date, and an easy way to say no thanks. A clear no is useful. It closes the file and tells you why.
The timing and the words are yours to change. We write them with you in your own voice, and nothing goes out that you have not read.
How does it work in Jobber, Housecall Pro or ServiceTitan?
We use your job software's own follow-up tools first, because that is where your quotes already live and where the record of what sold should stay. Where your plan includes estimate follow-ups or automated messages, we switch them on and set the timing and the wording. Where it does not, we connect a texting tool to your quote status so the sequence starts and stops on its own. Either way, the follow-ups run from your accounts, in your company's name, and every reply goes to your office.
Next Truck also sends a review request after every job. The review requests page covers that piece.
Is it allowed under Canada's anti-spam law?
Yes, when it is set up properly. Canada's Anti-Spam Legislation covers commercial text messages as well as email, and it needs consent[2]. A homeowner who asked you for an estimate has made an inquiry, and the Act treats that as implied consent for six months after the inquiry[3]. Every message names your business and carries a way to opt out, and an opt-out has to be honoured within 10 business days[3]. We build those rules in, and the sequence ends long before the six months run out.
Where this fits, and the investment
Estimate follow-up stays in Next Truck, beside review requests, missed-call text-back and tune-up reminders. Next Truck is one investment: $2,499 to set up, half to start and half when you sign off, then $1,199 a month, +HST. Every estimate gets followed up until you hear yes or no, new unsold estimates get swept every month, and you get a one-page count every month of what got booked. Month to month, 30 days' notice, no minimum term. See the packages page.
You can see it run on your own shop first. The first step is the free Estimate Sweep. For 14 days we text your unsold estimates and the customers due for a tune-up, in your company's name, and every reply goes to your office to book. At day 14 we take 20 minutes to go through what got booked. Free, no contract, no card. Four shops a month.
If quotes are going out and nothing is coming back, calls but no bookings walks through the other places a job can slip.
Common questions
How many follow-ups should an HVAC company send after a quote?
Three or four over two to three weeks works for most replacement quotes: a thank-you, a check-in, an answer to the common question, and a last note before the quote expires. Every message stops the moment the homeowner replies.
Will automatic follow-ups annoy homeowners?
Not when they are short, spaced out and written like a person. Each one gives an easy way to say no thanks, and a reply stops the sequence. A homeowner who is still deciding usually appreciates the reminder.
Does it work with my job software?
Yes. We set it up in Jobber, Housecall Pro or ServiceTitan, using the follow-up tools your plan already includes before adding anything. The quotes, the replies and the record of what sold stay in your software.
Can my comfort advisor still call the homeowner?
Yes, and that is the point. The texts keep every quote warm so your advisor's call lands with someone who remembers them. When a homeowner replies, the sequence stops and your team takes over.
Is texting a quote follow-up legal in Canada?
Yes, when it follows CASL. An estimate request is an inquiry, which gives implied consent for six months. Each message names your business and offers an opt-out, honoured within 10 business days. We set those rules up for you.
What is the investment for estimate follow-up?
It is part of Next Truck: $2,499 to set up, then $1,199 a month, +HST. Month to month, 30 days' notice. The free Estimate Sweep comes first, with no contract and no card.
Sources
Every fact on this page was checked against these sources on .
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran and Elkington, March 2011), accessed November 3, 2026.
- Innovation, Science and Economic Development Canada, Texting for good client relations, accessed November 3, 2026.
- Justice Laws Website, Canada's Anti-Spam Legislation (S.C. 2010, c. 23), sections 10(10) and 11(3), accessed November 3, 2026.
Next Truck
Follow up every quote, then ask every finished job for a review.
Estimate follow-up is part of Next Truck. We run your software's own tools for you, in your accounts, then keep them running.
If you like what the sweep books, Next Truck keeps doing it every month: $2,499 to set up, then $1,199 a month, +HST. Month to month, and everything stays yours if you leave.
Get the free Estimate Sweep
Increase revenue: every lead caught day or night, outstanding estimates reactivated, maintenance and service calls booked from the customers you already have. Cut expenses: the answering service goes, and your on-call tech is woken only for a real emergency. Free up admin time: we do the follow-up for your office. All in your company's name. It starts with a free 14-day Estimate Sweep of your unsold estimates and the customers due for a tune-up. Free, no contract, no card. Four shops a month.
- You see every text first, and the first 15 go out before the rest
- Missed-call text-back runs for the same 14 days
- At day 14 we take 20 minutes to go through what got booked