Fix the software gaps that cost heat-pump installers signed jobs

Why heat-pump jobs need a different stack

A heat-pump sale is slower and more paperwork-heavy than a furnace swap, and generic contractor software rarely accounts for that. Answer first: you need tools that handle multi-option proposals, long decision cycles and third-party rebate documents in one place.

Consider a typical ducted cold-climate job. The homeowner wants three options, asks about backup heat, waits on a program answer, and talks to their partner before signing. That can mean four to six touches over several weeks. Then come the documents most rebate programs ask for: invoices with particular line items, model numbers, sometimes a heat-load calculation. Each handoff is a place to lose the job or the rebate.

The proposal software and rebate tracking services exist because those two steps are where we see the most money left on the table.

A worked example: what one leak costs

Answer first: small leaks add up to real money. Put your own figures into this arithmetic.

Say your office gets 60 heat-pump enquiries a month, books site visits on 40 and closes 12 jobs at an average of $14,000 each. That is $168,000 of monthly installs. Now say proposals take an average of four days to reach the homeowner, and you suspect two extra jobs a month would close if they went out the same day.

• Two extra jobs × $14,000 = $28,000 in monthly revenue
• At a 30% gross margin, that is $8,400 a month in gross profit
• Over a year, roughly $100,800 in gross profit from one process fix

Your numbers will differ. The point is to measure the delay first, then decide what a fix is worth. The job-math section of our proposal guide walks through the same calculation for quote-to-close timing.

What we set up

Answer first: five services, chosen in the order that recovers the most money for your shop.

• Proposal and quoting software: good-better-best templates, e-signature, financing and rebate lines shown honestly.
• Rebate tracking workflows: a stage-by-stage tracker for program documents and deadlines.
• Marketing automation: follow-up sequences, missed-call replies and review requests, with consent recorded.
• CRM and field-service selection: a vendor-neutral scorecard, data migration and integration.
• Call tracking and cost-per-install reporting: every signed job tied to the source that produced it.

The services overview explains how to choose a starting point.

Proof from our HVAC work

Answer first: the same discipline of tracking, templating and automation sits behind published results in the HVAC companies we've worked with.

HVACDeal.ca produced 500+ leads at a 12:1 ROI, a number you can only report when every lead is tracked to its source. BoilerPart.ca runs 2,000+ programmatic pages, which is a systems problem as much as a marketing one. CombiBoiler.ca reached 300+ monthly leads. More detail is on our results page.

Who we are

HeatPumps.Solutions is part of the Sedighi.ca and SAZ.ca group of companies, a Canadian group headquartered in Vancouver, British Columbia. It is led by Ali Sedighi, MBA, who has 17+ years in digital marketing and has built 150+ live HVAC websites. He also founded MyAutomation.ca, which is why automation sits at the centre of this site. The parent brand for our HVAC work is HVAC.Agency.

We work with installers in every province and territory. Programs, paperwork and language rules differ a lot by region, so the areas we serve page breaks down what changes in your tracker and templates from British Columbia to Nunavut.

Where to start

Answer first: if you only fix one thing this quarter, measure your time from site visit to proposal sent.

If it's more than a day, start with proposals. If proposals go out fast but rebate-dependent jobs stall, start with the rebate tracker. If you can't say where last month's signed jobs came from, start with tracking. See pricing for plans, or read the guides first and come back when you know what you need.