Use cases / HVAC / Quote follow-up
System replacement quote follow-up
Large replacement quotes go cold while the homeowner compares bids.
The business case
Incremental-lift model: baseline lost volume × lift × job value × gross margin − running cost. Every input below is an illustrative assumption, not an industry statistic. Measure the client's real baseline first.
- Baseline: 4 open replacement quotes per week
- Average job value $9,500, gross margin 35%, running cost $150/mo, setup $1,500
| Case | Lift (extra booked jobs ÷ baseline) | Extra gross profit / mo | Payback |
|---|---|---|---|
| Conservative | 2.0% | $1,002 | 1.5 months |
| Expected | 4.0% | $2,154 | 0.7 months |
| Optimistic | 6.0% | $3,305 | 0.5 months |
Requirements & gating
- Jobber: public GraphQL API using OAuth. A custom integration can connect to up to 5 Jobber accounts without App Review; beyond that it must pass Marketplace review. verified
- Housecall Pro: the public API and webhooks are MAX plan only, and the owner generates the API key. Webhook events include
estimate.sent,job.completed,lead.created,invoice.paid. verified - ServiceTitan: API access is partner-gated (Request Access, then a verification that takes roughly 3–5 business days). ServiceTitan tells customers not to give third-party developers admin access or API keys, and to contact ServiceTitan Integrations first. Plan for this before you quote. verified
- Business SMS (US): requires A2P 10DLC brand and campaign registration, with sample messages, a verifiable opt-in flow, and opt-out language. Since June 30, 2026, new campaigns must include public privacy policy and terms URLs, and the privacy policy must say mobile and consent data isn't shared for marketing. A sole-proprietor campaign is limited to one number. verified
- Zapier, Make, and n8n connectors for the job-management app: not verified. Confirm the exact trigger exists before you rely on it.
Check what the app already does first:
- Jobber includes automated quote follow-ups, visit reminders, on-my-way texts, invoice follow-ups, and Google review requests with up to two reminders verified.
- Housecall Pro includes scheduled, on-my-way, finished, appointment-reminder, and invoice-reminder notifications verified. Review features: not verified.
Build steps
- Check the app's native quote follow-ups first.
- Trigger:
estimate.sent(Housecall Pro MAX) or Jobber quote status. ServiceTitan estimates need partner access. - On days 2, 5, and 10, the LLM drafts an email from the comfort advisor's notes. The advisor approves it in one click.
- Data fields: concern, chosen option, financing offered (y/n, from approved text only), advisor.
Test cases before go-live
- Quote won or lost: the sequence stops.
- The notes mention a discount the owner hasn't approved: the draft is blocked.
Tool names are examples, not endorsements. Check current features, plan tiers, and pricing before quoting a client.
Sample prompt
Using these sales notes, draft a helpful follow-up email to {customer} that answers their stated concern ({concern}), restates the option they liked, and offers a 10-minute call. Don't mention discounts or financing unless the notes include pre-approved wording.Pitch it to the owner
"Big quotes get a thoughtful, advisor-approved follow-up on a schedule."
Lead with the outcome, not with "AI," and show the business case using their own numbers.
What can go wrong
- Unapproved financing or rebate claims. Use only approved wording.
- Texting consent: Under the TCPA, automated texts generally need prior express consent, and marketing texts need prior express written consent. Honor STOP right away and keep consent records.
- Twilio/10DLC (2026): new A2P 10DLC campaigns must include public privacy policy and terms URLs (required since June 30, 2026), a verifiable opt-in, and opt-out language. Third-party lead generation and affiliate marketing are forbidden use cases. verified
- Reactivation defaults to email. Texting past customers is marketing. Use SMS only where written consent is documented.
- Call-recording consent: some states, including California, require all parties to consent (this list is not exhaustive). The safe default is to disclose recording and the automated assistant at the start of every call.
- AI voices: the FCC's February 2024 declaratory ruling (FCC-24-17) treats AI-generated voices as 'artificial voice' under the TCPA, so outbound AI calls generally need prior express consent. Further AI disclosure rules were only proposed in 2024. Keep builds inbound unless counsel approves. verified
- Failure modes: hallucinated details, missed escalations, and integrations that break silently. Add a human fallback, daily error alerts, and a weekly transcript review.
Not legal advice. Texting, calling, and recording rules vary by country and state and change over time. Have the client confirm compliance with qualified counsel before launch.
Suggested price
$1,200–$3,000 setup + $100–$300/mo
Starting estimate only, not verified against market rates. Adjust for scope and support.