How commercial HVAC managed outbound works

The first five stages are identical on every plan.

1. 1. Your capacity and capabilitiesThe work you do, where you do it, the accounts you want and the ones you would turn down. Everything downstream is built from this, so nothing is researched until you have corrected it.
2. 2. Suitable commercial accountsBusinesses in your service area that fit the profile — property and facility managers, building owners, multi-site operators, offices, warehouses, schools, healthcare, restaurants, retail — found from public sources, each with a cited reason.
3. 3. Relevant contactsThe named person at each account who can take a vendor decision for the building or the portfolio, or who routes one. A general inbox is never treated as a decision-maker.
4. 4. OutreachA message written for that account, tied to its cited reason, sent in your name from your own domain and mailbox.
5. 5. Genuine engagementEvery reply is read the same day. Genuine interest is confirmed by a person, not a keyword match, and an opt-out is suppressed in code immediately.
6. 6. Plan-specific handlingFrom here the plan you chose decides what we do: hand over at interest, screen and organize a structured handoff, or qualify and prepare the opportunity.

After a handoff, the loop closes:

1. Outcome feedbackYou tell us what happened after the handoff — a meeting, an estimate, a bid, won, lost or stalled — in your own words.
2. Targeting and qualification learningWhat you report changes which accounts we pursue next and what we ask before handing one over. A change to targeting is one you have seen and approved.

This is the only place the three plans differ. Each one is a different amount of the work between “someone replied with interest” and “your estimator is in the room”.

1. 1. It sits inside your plan and your approved profileThe account type, the service area and the work type are ones you signed off, and nothing on your exclusion list applies.
2. 2. The account and the site are verifiedA real business and a real property, checked against a public source you can open.
3. 3. The buyer has the responsibilityThe person in the conversation can take a vendor decision for this site — because they said so, or because a documented route leads to them.
4. 4. The need is confirmed by the buyerBuyer-confirmedA concrete need and work type in the buyer's own words. A request for information, a brochure request, a polite reply or accepting a free sample is recorded honestly and never counts as a need.
5. 5. The timing is confirmed by the buyerBuyer-confirmedA timing or next-step window the buyer stated. Someday, later and not now are not a timing.
6. 6. The buyer has agreed to hear from your teamBuyer-confirmedAn explicit yes to the next step — a call with your estimator, or a site visit where one is needed.
7. 7. The handoff package is completeThe conversation, the gathered context with unknowns marked, the history and the next action, in one place your estimator can act on.

The context we gather, where it can honestly be obtained

• business and property identity
• the relevant buyer or contact, and their role
• location, and whether it is inside your service area
• commercial fit
• the stated HVAC issue or need, and the stated work type
• maintenance, service or replacement interest
• timing
• property and building context
• stated scope indicators
• the current-provider situation, when the buyer discloses it
• the decision process, and who else is involved
• the next logical step, and whether a site visit is needed
• scheduling information
• notes useful to your sales and estimating staff

Any of these may come back unknown. An unknown is recorded as unknown and never filled in. This standard applies to Qualified Opportunity Engine only; the other two plans hand over earlier, and say so.

Interest handoff — Prospecting

An interested prospect — a relevant contact at a commercial account that fits your profile who replied with genuine openness to continuing the conversation, confirmed by a person — handed to you as it arrives. Nothing has been screened or qualified: you take the conversation.

Structured handoff (screened interest) — Managed Pipeline

An interested prospect whose basic relevance and intent have been checked — the account fits, the reply is genuine, and the person can take a vendor decision or has routed us to who does — handed over with the conversation, the relevant context, the history and the next action. It is screened interest, not a qualified opportunity: deeper discovery, technical evaluation, estimating and closing are yours.

Qualified Opportunity handoff — Qualified Opportunity Engine

A commercial opportunity that meets the defined qualification standard — verified account and site, a reachable buyer with confirmed purchasing responsibility, a buyer-confirmed concrete need and work type, a confirmed timing or next-step window, the buyer's agreement to your team's follow-up, and the useful property, buyer and scope context gathered — prepared so your sales or estimating staff can act on it. The technical evaluation, the estimate and the close remain yours.

• Cold outreach is email-led. We make no cold calls, on any plan.
• A call becomes appropriate only after a contact has shown genuine interest, and only when a live conversation would add something an email cannot.
• On Prospecting and Managed Pipeline, any call with an interested contact is yours to make.
• On Qualified Opportunity Engine we can run an engaged call with an interested contact, under your written authorization.

It goes out from your domain, deliberately slowly

We start at 1 message a day, 2 a day from day 1, 5 a day from day 2, 10 a day from day 4, then up to full volume from day 6. Starting slow protects your domain's reputation; a mailbox that opens at full speed gets filtered, and that is not recoverable in a month.

A single first touch, or a short sequence, depending on the plan

On Prospecting every message is a first touch — one per account. On Managed Pipeline and Qualified Opportunity Engine each account gets up to 3 touches, at least 4 days apart, each one adding something new rather than chasing.

Replies are read the same day

Every reply is read and classified by interest the day it lands. Anyone who asks us to stop is suppressed immediately, in code, permanently — even while a campaign is paused.

The onboarding before the first message — the intake, the account profile, your sign-off — is set out day by day in the timeline after you sign.

Prospect

A commercial account, or a contact at one, that matches the targeting requirements you approved. Always a business — never a homeowner.

Interested Prospect

A relevant contact expressing genuine openness to continuing the conversation, confirmed by a person rather than a keyword match.

Screened Interest

An interested prospect whose basic relevance and intent have been checked. The unit the $1,500 Managed Pipeline hands off.

Qualified Opportunity

A commercial opportunity meeting the defined qualification standard, with sufficient verified business, buyer, scope and next-step context to justify the contractor investing sales or estimating time. Reserved for the $2,500 Qualified Opportunity Engine.

Structured Handoff

The organized transfer of the conversation, the relevant context, the history and the next action to the HVAC contractor.

We do not:

• perform technical HVAC inspections
• engineer solutions or specify equipment
• diagnose equipment
• determine final project scope
• create binding HVAC estimates or quotes
• set final pricing
• negotiate technical or contract terms
• guarantee contracts, appointments, site visits, qualified opportunities, revenue or sales
• replace the contractor's estimator or salesperson in closing

Who owns what on each plan is set out line by line on the pricing page.