For HVAC companies, nationwide
Homeowners ghost your estimates. We follow up so your team doesn't have to.
Replacement quotes go quiet in the CRM because nobody has time to chase them. We follow up on your unsold estimates, answer the homeowner's questions from facts you approve, and set up the revisit with your office.
Now send your open estimates
Upload a screenshot of your open-estimates screen, or an export from your CRM. We only need the job, the price, the date it was sent and when you last heard back. Crop or blur customer names if you like. If your screenshot shows notes, we use them too.
Up to 5 files: screenshots, PDF, CSV or Excel, 8 MB each. Files are stored privately and deleted within 90 days if you don't sign up. Privacy
Got your estimates. Thanks.
Our team will email you within 1 business day with your one-page summary, or a quick question if anything's unclear.
Rather talk it through? Book a time.
Your free estimate review
One page that shows where every open estimate stands
Send a screenshot or export. Our team sorts every open estimate from the last 90 days into still live, worth one more try, or close it out, with a suggested next step for each, plus ready-to-send follow-ups for your top 3, written in your company's name. It's yours to keep, whether you sign up or not.
Get my free review- Still liveHeard back in the last 2 weeks. Follow up this week.9
- Worth one more tryQuiet for 2 to 8 weeks. One more friendly check-in.17
- Close it outNo reply in over 8 weeks. Mark lost and clean up the pipeline.12
- Heat pump upgrade, $14,800Asked about financing 9 days ago
- Full system replacement, $16,200Wanted to compare one more quote
- AC and furnace, $11,900Said they'd decide after the holidays
Follow-up drafted for each, in your company's name
What you get
Every open estimate followed up until it's sold or marked lost
Steady follow-up on a schedule you approve. When a homeowner writes back, a person answers and sets up the revisit with your office. When a quote is lost, you see the reason whenever the homeowner gives one, instead of a pile of maybes.
- Full system replacementSent 34 days agoNo reply yet
- Heat pump upgradeFollowed up TuesdayAsked about financing
- AC and furnaceHomeowner wrote backRevisit booked Thu 10 AM
- Ductwork and new coilClosed outWent with another company
How it works
It starts with a free review by email, so you see what's in your pipeline before you pay anything. No call needed.
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01
Send your open estimates
Fill out the 30-second form, then upload a screenshot or CRM export of your unsold estimates from the last 90 days. Not handy right then? Our team emails you, and you can reply with it later.
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02
Our team reviews them
You get a one-page summary by email that sorts what's still live from what's dead. It's yours to keep. If you'd rather go through it together, book a 30-minute call with the team.
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03
We take over the follow-up
If you want us to keep going, we follow up on every open estimate, answer homeowner replies and set up revisits with your office. $399 a month, flat.
What your customers see
Your company's name, not ours
Every follow-up goes out under your company's name, so homeowners hear from the company they asked for a quote. You approve the wording before anything is sent.
Hi Sarah,
Just checking in on the AC and furnace estimate we sent on September 12. Any questions we can answer, or would a quick revisit to go over the options help?
If you've decided to go another way, just reply and let us know. It helps us improve.
Thanks,
The team at Your Company Heating & Air
Getting started
What day one looks like
No CRM login and nothing to install. Here's how it starts.
Create an address on your own domain, like estimates@yourcompany.com, and give our team access. Homeowners see your name and your address, and their replies land there.
ServiceTitan can email your estimates report automatically. Housecall Pro and Jobber exports, or a screenshot, work too.
One page of facts we can use (financing, warranties, brands, service area) and the messages themselves. Nothing goes out until you approve it.
Texts go out only from your own business texting number, and only to homeowners who agreed to texts.
When a homeowner wants a revisit, we send your office their details and preferred times within one business hour. Your office books it in ServiceTitan, and we confirm the time with the homeowner.
Who replied, revisits requested, and quotes closed out with the reason. Reply "sold" next to any estimate and we stop.
A person on our team reads and answers every reply, Monday to Friday, 8 a.m. to 6 p.m. your time, usually within 2 hours. Evening and weekend replies are answered the next business morning. If a homeowner says their system is down, we pass it to your office right away.
We follow up. You run the job.
Price changes, scope and install dates go straight back to your team.
- We follow up on every open estimate, on a schedule you approve.
- We answer homeowner questions, like financing or what's included, only from information you give us, and set up revisits with your office.
- We close out every quote, with the reason when the homeowner gives one.
- We never negotiate price or change the scope.
- We never promise install dates or diagnose equipment.
- We never take payments.
$399 a month, flat
One price. No per-lead fees and no percentage of your jobs. Month to month with no setup fee: cancel anytime, and it ends with the month you've paid for. Covers one location and up to 100 open estimates at a time.
Questions
Anything else, email our team at hello@followupoffice.com.
What do I send you, exactly?
A screenshot of your open-estimates screen, an export from your CRM (CSV or Excel), a PDF, or a typed list. For each estimate we need the job, the price, the date it was sent and when you last heard back. Not sure how to export from your CRM? A screenshot works just as well. Crop or blur customer names if you like; we don't contact anyone during the free review. If your screenshot shows notes, like "asked about financing", we use them too.
Who do my customers hear from?
Your company. Every follow-up goes out under your company's name, using wording you approve before anything is sent.
Do I have to get on a call?
No. The free review happens by email: you send your open estimates and get the one-page summary back. If you'd rather talk it through, you can book a 30-minute call with the team.
My CRM already sends follow-up emails.
A lot of CRMs can send automatic reminders. They stop helping the moment a homeowner replies with a question. That's where we come in: a person answers, using facts you've approved, and sets up the revisit with your office.
Is there a contract?
No. It's month to month with no setup fee. Cancel anytime, and it ends with the month you've paid for. You can also tell us to stop following up on any estimate, any time. $399 covers one location and up to 100 open estimates at a time. Bigger than that? Ask us.
Which CRM do I need?
Any. The free review starts from an export or a simple list of your open estimates.
Where do you work?
Anywhere in the US. Everything happens by phone and online.
What happens to the estimates I send?
They're stored privately and used only for your review and, if you sign up, to follow up on those estimates. We never sell them or contact your customers about anything else. If you don't sign up, we delete them within 90 days. See the privacy policy.
Who's behind this?
Follow-Up Office is a small team that builds sales systems. Our founder spent a year on a sales floor running 7 to 10 booked calls a day, where follow-up was most of the job.