How commercial HVAC managed outbound works

1. 1. FindWe find commercial accounts near you that fit the profile you approved, each with a reason to write that you can check, and the buyer role to approach — the person, where a public source names them.
2. 2. ContactWe write to each account from the dedicated mailbox on your commercial subdomain, about its own building, and follow up with something new each time — to the person who chooses the HVAC contractor where a public source names them, otherwise to the right office.
3. 3. Conversation

   Managed Outbound

   When a buyer replies, a person answers, confirms they fit and choose the contractor, and asks if they want to talk with your team. When they say yes, it is a Qualified Conversation, and the call is yours.

   Opportunity Engine

   When a buyer replies, a person answers and confirms they fit and choose the contractor. Then we confirm the need and the timing against your criteria and set the next step with your team on a date: a call, a meeting or a site visit.

4. 4. Handoff

   Managed Outbound

   You get an email introducing you to the buyer by name, with the whole conversation. You take it from there: reach the buyer within one business day — reply to the introduction or call.

   Opportunity Engine

   You get an email introducing you to the buyer by name, with a written brief and the next step on its date. Within one business day, confirm your team will keep the next step we set with the buyer.

Your team runs the meeting, the estimate and the close. Tell us what happens, and your report counts it.

1. 1. Interested ProspectA relevant buyer replied with genuine openness to continuing the conversation, confirmed by a person.
2. 2. Qualified ConversationThe buyer fits your profile, chooses the contractor or sent us to who does, showed genuine interest and agreed to talk with your team. Managed Outbound hands it to you here; the Opportunity Engine qualifies it further.
3. 3. Accepted Sales Opportunity · Opportunity Engine onlyOn the Opportunity Engine only: the need, the timing and the context gathered, the opportunity checked against your agreed criteria and a next sales step set with the buyer, before the handoff.
4. 4. HandoffWe introduced you to the buyer with the whole conversation (and, on the Opportunity Engine, the brief) and passed the conversation to your team.
5. 5. Won / LostWhat you tell us happened after the handoff. Until you tell us, it is Unknown — never counted as a loss or a win.

The work is the same on both plans until the last item, where the plan you chose decides how far we go.

Two parts of it have their own page. The dated public facts that move an account up the list are catalogued in commercial HVAC prospecting triggers, and the research method behind finding the accounts is in how to find commercial HVAC accounts.

The kind of work and how much of it your team can take on change week to week, so we ask for a short weekly answer. For service and repair, maintenance agreements, and replacement and install, you tell us whether you need more, are healthy, or are near capacity, and whether whoever follows up on new conversations has room. We order research and outreach by that answer. When whoever follows up is near capacity, or every line of work is, no new accounts are started until you tell us there is room; follow-ups to accounts already contacted continue. An answer more than two weeks old counts as unknown, never as a sign that you are ready for more, and we ask again. How to decide which work is worth pursuing in the first place is in the commercial HVAC opportunity-fit checklist.

1. 1. Before anything starts: the work you want and the work you'd turn downThe 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. Decision-makersThe person at each account who can take a vendor decision for the building or the portfolio, or who routes one — the role always, and the person's name where a public source gives it. A general inbox is never treated as a decision-maker.
4. 4. Outreach and follow-upA message written for that account, tied to its cited reason, sent in your name from one dedicated mailbox on your company's commercial subdomain, with a short follow-up sequence.
5. 5. Genuine interestReplies are read every business day. Genuine interest is confirmed by a person, not a keyword match. An opt-out is suppressed in code as soon as it is read, permanently, and nobody who has replied gets another follow-up.
6. 6. What happens when someone is interestedFrom here the plan you chose decides how far we go: a warm handoff once the buyer agrees to talk with you, or — on the Opportunity Engine — validation, acceptance against your criteria and a coordinated next sales step first.

After a handoff, the loop closes:

1. You tell us what happenedYou tell us what happened after the handoff — a meeting, a site assessment, an estimate, a proposal, won, lost or stalled — in your own words.
2. We aim the next accounts better, with your sign-offWhat 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 where the two plans differ in the work we do. Each one is a different amount of the work between “someone replied with interest” and “your estimator is in the room”.

Scroll sideways to see the whole diagram →

To follow a single fictional account from the first email to each plan’s handoff, see one account worked through both plans.

Both plans end the same way: a warm handoff. What differs is the point it happens at — on Managed Outbound at the Qualified Conversation, on the Opportunity Engine at an accepted sales opportunity — and what travels with it.

From the handoff on, the conversation is your team’s. We keep the record and report what happens next where you tell us, but we never estimate, propose or close.

What we ask of you after a handoff

After each handoff, we ask you to reach the buyer (or, on the Opportunity Engine, confirm your team will keep the step we set) within one business day, and to tell us whether you took it on, are sending it back for another look, or are declining it, and why. Then tell us what happens: a meeting, an estimate, a bid, won or lost.

A buyer who agreed to talk goes cold fast. It is a request, not a contract term, and missing it never changes what we owe you: a handoff that missed the standard can still be declined, with your reason, within 14 days of the handoff.

1. 1. It is a Qualified Conversation firstThe buyer confirms thisThe account fits the profile you approved: the account types and the area you agreed, and none of your exclusions. The person who replied chooses the HVAC contractor, or has sent us to the person who does. The interest is real, in the buyer's own words, read and confirmed by a named person. The buyer agreed to talk with your team.
2. 2. The business need is validated with the buyerThe buyer confirms thisA 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.
3. 3. The timing is confirmed by the buyerThe buyer confirms thisA timing window the buyer stated. Someday, later and not now are not a timing.
4. 4. The property, account and buyer information is gatheredThe building and site, the account, who buys and how they decide — gathered where it can honestly be obtained, with anything unknown marked unknown.
5. 5. It is accepted against the criteria you agreed with usEvery acceptance criterion you agreed at onboarding is checked, one by one, with the evidence for each. A criterion that is not met means it is not handed over.
6. 6. A concrete next sales step is coordinatedThe buyer confirms thisA call or meeting with your estimator or salesperson, or a site assessment by your team, agreed by the buyer and set on a date.
7. 7. The opportunity brief is completeThe conversation, the validated need, the gathered information with unknowns marked, the criteria check, the next step and the open questions, in one place your team 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 against your agreed criteria
• the stated need and the stated work type
• maintenance, service or replacement interest
• timing
• property and building context
• the current-provider situation, when the buyer discloses it
• the decision process, and who else is involved
• the next sales step, and when it is set
• 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 the Opportunity Engine only; Managed Outbound hands over earlier, at the Qualified Conversation, and says so.

Managed Outbound: what reaches your team

A Qualified Conversation is a commercial account that fits the profile, area and exclusions you approved, where the person who replied chooses the HVAC contractor — or sent us to the person who does — showed genuine interest in their own words and agreed to talk with your team. A named person on our side confirms it from the buyer's own words in the conversation, never from a keyword or an automatic reply. On Managed Outbound we introduce you by name and hand over the account, the contact, the context and the whole conversation; from that point the conversation is yours. Confirming the need and the timing, technical discovery, the estimate, the proposal and the close stay with you.

Opportunity Engine: what reaches your team

An accepted sales opportunity: a Qualified Conversation we carried further — the business need validated with the buyer, the property, account and buyer information gathered (anything unknown is marked unknown), the opportunity checked and accepted against the criteria you agreed with us, and a concrete next sales step coordinated with the buyer. Handed over with a complete opportunity brief and a warm introduction. Technical discovery, the site assessment, the estimate, the proposal and the close stay with you.

• The sales call with the buyer is always your team's.
• We place no calls as part of either plan.
• On the Opportunity Engine, a call by us would need your written authorization first, and it is not part of the standard plan.
• We never make a cold call: a call by us would only ever answer something the buyer asked for in their own words.

It goes out from a dedicated mailbox on your commercial subdomain, deliberately slowly

The mail goes from one dedicated Google Workspace mailbox on commercial.<your domain>, used only for this outreach. A subdomain shares your company's email reputation, so outreach starts slowly and we watch it: 1 message on the first sending day, 2 on the second, 5 on the third and fourth, 10 on the fifth and sixth, then up to the daily cap from the seventh — at most 20 a day, lower if you set it lower. Sending days are weekdays, so full pace comes in the second week at the earliest. Those are internal safety limits, never a number you buy: how much outreach goes out adapts to the worthwhile accounts your market has, and sending pauses on any health problem.

A short, spaced sequence on both plans

Each contact gets at most 3 touches — a first email and up to two follow-ups — at least 4 days apart, each one adding something new rather than chasing. A reply stops the sequence.

Replies are read every business day

Every reply is read and classified by interest every business day, and a reply stops the follow-up sequence: nobody who has replied gets another follow-up. Anyone who asks us to stop is suppressed in code as soon as their message is read, 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 and pay. Once your agreement is signed, payment is confirmed, and required onboarding, mailbox, compliance, and sender-health checks are complete, we can begin preparing personalized outreach drafts in your connected mailbox. Your authorized team member reviews and manually sends each message. Fully automated outreach is enabled only where the applicable provider permissions and compliance requirements have been verified.

Before any wish for more activity, in this order:

1. suppression and opt-out
2. legal and compliance restrictions
3. sender reputation and deliverability
4. bounce and complaint protection
5. duplicate prevention
6. credible evidence
7. ICP and account quality
8. personalization quality
9. client capacity
10. the incremental usefulness of more outreach

When worthwhile accounts run short:

• the service keeps running inside every safety and quality check
• the constraint is shown to you in your report
• the targeting is reassessed with you
• the standard is never lowered
• no activity is invented to fill a number

The words this page uses — Prospect, Interested Prospect, Qualified Conversation, Accepted Sales Opportunity, Warm Handoff, Opportunity Brief — are each defined once, with who decides and what must be on record, on the definitions page.

We do not:

• perform technical HVAC discovery, inspections or site assessments
• diagnose equipment or building systems
• engineer solutions, size equipment or specify equipment
• determine the final project scope
• prepare estimates, quotes, bids or proposals
• set pricing or negotiate price or contract terms
• conduct technical field sales or close the sale
• deliver the HVAC work
• guarantee contracts, appointments, site visits, Qualified Conversations, accepted sales opportunities, revenue or sales

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