A 20% close rate isn’t automatically bad, but you need to separate the reasons you’re losing quotes.
I’d track every estimate using a few simple outcomes:
That will tell you whether the problem is your sales process, lead quality or follow-up.
For replacements, I’d follow up immediately after sending the quote, again within 24 hours, then around days 3, 7 and 14. Don’t just ask, “Have you decided?” Give them a reason to reply:
“Did you have any questions about the differences between the two systems or the financing options?”
Also track conversion by lead source. A referral, a homeowner actively asking for HVAC help and a random website lead shouldn’t all be judged together.
That’s actually why I built Find Prospects Now. It monitors local Facebook groups and alerts HVAC companies when homeowners are actively looking for help. It doesn’t replace a good follow-up system, but it helps you start with higher-intent opportunities and respond before several competitors get there.
There’s a 7-day trial here: https://findprospectsnow.com/
Hope this helps and good luck out there!!
