Working an aging replacement proposal before it goes stale
An unsold replacement proposal decays in ways that a reminder does not capture. The financing approval behind it expires on the schedule of the lender. The quoted model may not be orderable any more, which happened through the A2L changeover when R-410A stock ran out and the replacement carried a new model number and a different price. Working the list means checking whether the quote is still a quote before touching the customer again, then sending something that says what changed rather than asking whether they had a chance to think about it.
The technician photographs the nameplate, then types the model and serial from that photo, usually somewhere with bad light and worse signal.
A field services business is judged on the gap between a customer calling and a technician arriving with the right part. Most of the repeated office work exists to close that gap: booking, dispatching, looking up whether a unit is still under warranty, and finding out what the last technician did.
- Housecall Pro
- Twilio
- DocuSign
When this is the wrong thing to build
Pick something else if you quote repairs rather than replacements, because a repair estimate is either approved at the truck or dead by the time you reach the next call, and there is no list to work. Follow up earns its keep on proposals that sit for weeks with financing attached.
The constraint that shapes it
Licensing is issued by state and often by municipality, per trade, which means not every technician can legally perform every job in every jurisdiction. More on how this sector works.
A list of things that are missing, worked until it is empty. Read what this shape is, or start from one of these.
- Chasing a compliance file to complete
- Chasing a referral fee through to a closing you cannot see
- Asking for the replenishment before the retainer runs to zero
- Chasing medical records until the set is complete
- Getting a deposition on the calendar of every party
- Turning uncategorised transactions into one question list
- How do I follow up on unsold HVAC replacement estimates?
- Does a financing approval expire before the customer decides?
- How do I know if a quoted furnace model is still available?
- What do I send a customer whose quote is two months old?
- How do I requote a system after the refrigerant change?
Back to field services, or see how this is priced and scoped.