This video is for illustrative purposes, & doesn't have audio. An accompanying YouTube video will be released soon, but for now, please refer to the full guide below.
HVAC INSTALL RECOVERY
USING AUTO-SMS
A five-text follow-up system for unsold HVAC replacement quotes: one tech-sent recap, then four automated follow-ups.
Built to keep the quote alive over the crucial 18-day decision-making period. SMS-compliant, provides value, & doesn't sound desperate for sales.
This SMS automation is simple. After a homeowner receives a replacement quote but does not buy on the spot, the tech sends a photo and a plain-English recap. HighLevel handles the next four follow-up texts over an 18-day automated drip sequence.
ServiceTitan found that only 16% of roofing and exterior contractors follow up with the homeowner the same day after an unsold estimate.
That report is not HVAC-specific, but the problem is familiar: you hand someone an $11,000 quote, the week gets busy, and nobody follows up.
Here Is The Math
Say 40 replacement quotes a year do not close on the spot.
Average install: $12,000
Recover one extra install and the gross revenue is already much larger than one year of the $87 monthly base fee.
Recover five and that is $60,000 in gross revenue.
This is example math, not a performance promise.
You do not need it to work great.
You need it to work once.
Build it once. Use it on every unsold estimate.
9-minute read
Short on time?
No call required. This opens a text to my business line and sends the guide automatically. A real person is available when you have a question.
Written by Andrew Wood, "Woody the Wizard." Four years in field sales and seven years in online marketing. I have talked to homeowners and built the workflow, so the texts below sound like a tech wrote them, not a marketer.
Updated 08/11/2026
What You'll Get In This Guide
- • The exact five-text follow-up sequence
- • The wait time between each message
- • The CRM inputs your technician uses
- • The trigger that starts the automation
- • Screenshots of the complete HighLevel workflow
Steal all of it. The build-it-for-you option is at the bottom.
AUTOMATE YOUR HVAC LEAD RECOVERY
One tech-sent recap. Four automated follow-ups. No begging.
Your technician uses two custom inputs.
1. Full Recap
After the inspection and unsold quote, the tech writes a plain-English recap in their own words. They send it with a photo of the homeowner's unit.
This is the first outbound text.
2. Unsold HVAC Quote Followup Automation
The technician selects:
Selecting Begin Automation fires the workflow.
That is the first domino.
HighLevel handles the rest.
The 5-Text Sequence
The Recap
Sent by the technician
The Four Questions
Sent automatically
Local Proof
Sent automatically
The Exit Ramp
Sent automatically
Permission to Close
Sent automatically
SMS #1: The Recap
Photo, plain-English finding, price, repair-first option, and what happens next.
The technician sends this message manually.
SMS #1 build screenshots · tap to expand
SMS #1 build screenshots · tap to expand
Hi {{first_name}}, thanks for having me out today. Your outdoor unit has heavy corrosion on the coil and top cap.
Nothing has failed yet, but at this stage a refrigerant leak, fan motor issue, or compressor failure becomes more likely, often with little warning.
Full replacement, including the 3-ton system, labor, permit, and installation, comes to $8,900.
Happy to talk through a repair-first option too if that is useful. Just let me know.
I'll send something later that will help you compare quotes.
{{tech_first_name}}, your HVAC tech
This is an example. The technician can change the wording to match what they found in the home.
Before you publish
Make sure the first outbound message identifies the HVAC company and contains the required opt-out language. HighLevel can automatically insert sender information and STOP instructions. This is an operational reminder, not legal advice.
SMS #2: The Four Questions
Give the homeowner four questions that make every quote easier to compare.
SMS #2 build screenshots · tap to expand
SMS #2 build screenshots · tap to expand
{{first_name}}, this is {{tech_first_name}} again. If you're comparing quotes, ask each company these questions:
A) Does your price include ductwork sealing and any modifications needed?
B) Did you measure my house, or just match my old unit's size?
C) How long is labor covered, and who pays if it fails?
D) Which refrigerant does it use? Please put it on the itemized quote.
Ask us too. I'd rather you pick right than pick us. Reply with A, B, C, or D and I'll answer.
SMS #3: Local Proof
This is where you prove your local expertise.
Show that your company understands the house, the climate, and the HVAC problems homeowners experience in your market.
SMS #3 build screenshots · tap to expand
SMS #3 build screenshots · tap to expand
Quick note on B from that list.
In {{customer.city.name}}, the real problem usually isn't temperature, it's moisture. A system that's too big cools fast, shuts off, and never runs long enough to pull humidity out. You end up at 70 degrees and still sticky inside.
That's why I measured instead of just matching your old unit. If another bid comes in at a bigger tonnage, it's worth asking why.
Want me to send you the numbers I ran? Yes or no is fine.
SMS #4: The Exit Ramp
Give the homeowner an easy way to respond without feeling chased.
Respect keeps your company in consideration, even when they are not ready to buy today.
SMS #4 build screenshots · tap to expand
SMS #4 build screenshots · tap to expand
{{first_name}}, this is {{tech_first_name}}. I haven't heard back, which is fine. I just want to make sure I'm being useful, not annoying. Which is closest?
A) Still thinking, keep in touch
B) I have questions, give me a call
C) Went another way, close it out
Any answer works for me.
SMS #5: Permission To Close
Close the loop without burning the relationship.
SMS #5 build screenshots · tap to expand
SMS #5 build screenshots · tap to expand
{{first_name}}, this is {{tech_first_name}}. I'm cleaning up my open files this week.
Want me to keep yours open, or should I close it out? "Close it" is a totally fine answer, and your quote stays on file either way.
This is my last text about it. Good meeting you, and I hope your system treats you well no matter who you go with.
Steal It And Make It Yours
Steal this sequence and change the wording to match your business's voice, your market, and how your technicians actually talk.
The value is not hiding in clever copy.
The value is making sure every unsold replacement quote gets useful follow-up instead of dying in the CRM.
When your team already follows up manually, automate it.
When follow-up is inconsistent, start with this sequence.
Performance Marketerz builds the workflow around the HVAC process you already use. We set up the custom fields, timing, messages, and automation so your technicians do not have to become HighLevel experts. See how we handle CRM setup and automation for service businesses.
Every setup is custom.
The software shown above is HighLevel.
HighLevel's standard plan is shown on this page at $97 per month, plus usage.
Performance Marketerz offers a managed HVAC setup for $87 per month, plus usage, with custom setup and direct support included.
Same platform. One starts blank. One is built around your HVAC business.
$87 With Us Or $97 On Your Own
You do not need a promise of ten recovered installs.
Ask a simpler question:
What is one recovered replacement install worth to your business?
$87/MO
Plus usage
- • Custom HVAC setup included
- • Workflow built around your quote process
- • Messages customized to your company
- • Direct human support
- • Help when the workflow needs to change
- • No long-term service contract
$97/MO
Plus usage
- • Blank HighLevel account
- • Build the fields and workflows yourself
- • Write and test the messages yourself
- • Maintain and troubleshoot the system yourself
- • HighLevel support and online resources
Same HighLevel platform. One is built around your business, and the other starts blank.
No call required. The first reply explains what is included, what access we need, and how the process works.
This is an affiliate link. Performance Marketerz may earn a commission. It does not change your HighLevel price.
Build the follow-up once.
Use it on every unsold quote.
You already know how to inspect the system, explain the problem, and quote the work.
We build the follow-up around what is already working.
No call required. Send the text and the setup details will be delivered automatically.
Prefer to build it yourself?
This is an affiliate link. Performance Marketerz may earn a commission. It does not change your HighLevel price.