A no-cooling request needs a service slot; a replacement inquiry needs a system assessment and a decision-maker. Buy against the capacity you can actually deliver this week.
Repair capacity or replacement pipeline?
Match the system, urgency and service area. Separate a repair request from a planned replacement.
Write down the work you accept, service radius and available capacity before browsing. Assess the customer's actual request against those criteria.
| Requested work | Before committing estimating time |
|---|---|
| Repair | Establish: Reported fault, system type, urgency and service area. Decide whether this fits your team before booking the assessment. |
| Replacement / installation | Establish: Existing equipment, property suitability, scope and decision-maker. Decide whether this fits your team before booking the assessment. |
| Heat pumps / mini-splits | Establish: Rooms or zones, existing heating and proposed installation timing. Decide whether this fits your team before booking the assessment. |
| Commercial HVAC | Establish: Building type, access, project scope and purchasing authority. Decide whether this fits your team before booking the assessment. |
Set a budget for the lead you are buying.
HVAC lead costs range from $50–$325 per inquiry or call, depending on the job, service area, season and qualification.
Set a purchase ceiling from contribution after delivering the job, not from total revenue. Use the lead-cost calculator to estimate leads, paid jobs and revenue from your budget. The industry page has the full channel-by-channel price table.
Check these details before paying.
Read the available project information and use missing scope to decide what needs confirming. Check the original intent timestamp, current purchase price and ownership category.
| Check | Buying decision |
|---|---|
| Service fit | Repair · Replacement · Heat pumps |
| Location and timing | Match the address or service area and requested timing to your capacity |
| Original inquiry age | Use the customer's original request date when assessing freshness |
| Prior access | Check Normal or Value status and any disclosed prior access |
| Total acquisition budget | Include lead cost, contact effort, assessment and estimating |
Use the first conversation to resolve the buying decision.
A no-cooling request needs a service slot; a replacement inquiry needs a system assessment and a decision-maker. Buy against the capacity you can actually deliver this week.
Ask the customer to describe the requested result in their own words. Compare it with the preview, record any scope changes and agree whether the next step is a call, survey or estimate. Assign an owner and date to that step.
| Outcome | Record and act |
|---|---|
| Scope matches | Confirm the decision-maker and schedule the next step |
| Scope is incomplete | Ask the specific project questions above before estimating |
| No reply | Log the attempt and use the preferred contact time for follow-up |
| Material mismatch | Record the discrepancy and review the purchase terms promptly |
Compare two buying decisions.
For hvac, compare a request that fits your accepted work with one that needs a different service or unavailable appointment. The lower price does not compensate for a job your business cannot deliver.
Worked budget: a $600 contribution per paid job, 20% lead-to-paid-job conversion and $20 sales effort per lead gives a $100 break-even purchase ceiling. At $70 per lead, expected contribution is $30 per purchased lead before overhead. These are planning inputs; use your own costs when setting a purchase ceiling.
Track the same intake group through contact, assessment, quote and paid work. Review acquisition cost after allowing time for the sales cycle. Keep different job types separate so one large project does not hide weak buying decisions.
Read the ownership terms before checkout.
Review the current price and purchase category on the opportunity. For eligible Normal purchases, refund requests with supporting evidence must be submitted within 22 hours of the original successful purchase. Value purchases are non-refundable.
Use the shared ownership and refund guide for the complete process. Record contact attempts and outcomes so a later review has a clear account of what happened.
Common questions
What should I check before buying hvac leads?
A no-cooling request needs a service slot; a replacement inquiry needs a system assessment and a decision-maker. Buy against the capacity you can actually deliver this week.
Can I choose replacement rather than repair leads?
Treat repair and replacement as separate job preferences. Check the work type stated on each opportunity and the filters available in your account; do not assume every HVAC request is a replacement project.
What is a typical HVAC lead close rate?
Use 15–25% for installation-lead budgeting and 25–35% for comfort-advisor sales opportunities. Track each stage separately and update your budget with your own paid-job conversion rate.
How should I compare two lead prices?
Match the requested work, service area, original intent age, purchased unit and prior access. Then compare acquisition cost per paid job, including follow-up and estimating.