Unsigned furnace quotes are the cheapest revenue in the business, because the lead, the visit and the proposal are already paid for. A quote follow-up system makes sure every one of them gets a set number of thoughtful contacts and ends with a decision. We write the cadence, the messages and the weekly list, and we train your advisors and office to run it. We are a consulting and marketing service, not a contractor, so the technical content of each quote remains your team's responsibility.
What the system includes
The system is four parts that fit on one page:
- A cadence. For example: a thank-you text the same day; a call on day 2 to answer questions; a short email or text on day 5 with the option sheet attached; a call on day 10; a closing message on day 18.
- Message templates. Written in your company's voice, with placeholders such as [Homeowner name], [Advisor name] and [Option chosen]. No fake urgency, no expiring "today only" prices you would not honour.
- One owner per quote. The advisor or a named office person, logged in your CRM or job software.
- A weekly open-quote list. Every unsigned quote, its age, its last contact and its next step, reviewed in a 15-minute Monday meeting.
Why quotes go quiet
Homeowners rarely say no out loud. They go quiet because they are comparing, waiting for a spouse, worried about cost, or simply busy. Each reason has a different useful follow-up:
| What is really happening | Helpful follow-up |
|---|---|
| Comparing quotes | Offer to walk through the differences on the option sheet |
| Waiting on another decision-maker | Offer a short video call or second visit with both present |
| Worried about cost | Revisit tiers; mention lender financing only if you already offer it, on the lender's terms |
| Busy | Give a single clear question with a yes/no answer |
Who it is for
Nearly every furnace company benefits, but it is most urgent where:
- more than a third of quotes have no recorded contact after the visit
- advisors keep their own follow-up lists in their heads or phones
- the owner discovers lost jobs only when a competitor's truck appears on the street
Worked numbers
Say you wrote 120 replacement quotes last season and closed 42. Of the 78 open quotes, suppose 50 got no second contact. If structured follow-up wins 1 in 10 of those (5 jobs) at a $7,200 average, that is $36,000 from work you had already done. Your ratio may be higher or lower; measure it for one month and you will know.
Timeline and measurement
A follow-up system can be running in two to three weeks. We measure:
- share of open quotes with a logged contact in the past 7 days
- close rate on quotes older than 7 days, the ones follow-up rescues
- average days from visit to decision
- closed-lost reasons, recorded for every lost quote
Writing the closing message
The last touch matters as much as the first. A polite closing message gives the homeowner an easy way to answer and keeps your list honest. A template: "Hi [Homeowner name], it's [Advisor name] from [Business name]. I don't want to keep messaging if you've decided, so I'll close your file for now. If you'd like to revisit the options for [Option chosen], just reply and I'll pick it back up." Replies to this message often come from homeowners who were simply busy.
Mistakes to avoid
- Following up only when it is slow. Quotes from busy weeks need it most.
- Messages without consent or identification. Check the ISED guidance on CASL consent before texting or emailing quotes.
- Never closing the loop. A polite final message often brings a reply; it also keeps your list honest.
- Not recording why jobs were lost. Those reasons tell you what to fix in the home visit or the option sheet.
If your quotes live in a CRM, HVACCRM.ca covers how to set up the pipeline stages. See pricing for how this work is quoted.
Frequently asked questions
How many times should we follow up on a furnace quote?
Most cadences we build have three to five touches over about two to three weeks, then a polite closing message. The number matters less than having a set schedule, a named owner and a logged result for each touch.
Who should do the follow-up, the advisor or the office?
The advisor usually makes the first follow-up, because the homeowner met them. Later touches can move to the office if the advisor is in homes all day. What matters is that one person owns each quote.
Can we follow up by text?
Yes, if the homeowner gave you their number for that purpose and agreed to hear from you. Identify your company in every message and stop when asked. CASL sets the rules for commercial electronic messages.
Should the follow-up include a discount?
Not by default. Routine discounts in follow-up teach homeowners to wait. A better move is offering to revisit the options, for example moving to a different tier.
Sources
- ISED: Getting consent to send email (CASL) (2026-10-23)