Left waiting
Routed
Follow-up
Booked
For HVAC business owners and teams
Don't let good HVAC quotes go cold.
Turn enquiries and unanswered quotes into suitable booked work, with less chasing from you. Practical automation for enquiry handling and follow-up, with your team controlling technical advice, pricing and bookings.
Before the call we test your enquiry path. You leave with a one-page summary and the first fixes.
Example job
Technical question: can the new system reuse the existing ductwork?
Pain point
Asked for a ducted quote on Tuesday night. Still waiting to hear back.
Workflow
It shows on the morning list, where your team can see it.
Pain point
They asked if the old ducts can stay. Nobody answered, so the quote went cold.
Workflow
The question goes to someone qualified.
Pain point
You end up typing the same job twice for the crew.
Workflow
The agreed details are already on the job card.
Customer
Pain point
Asked for a ducted quote on Tuesday night. Still waiting to hear back.
Workflow
It shows on the morning list, where your team can see it.
Scope and decision
Pain point
They asked if the old ducts can stay. Nobody answered, so the quote went cold.
Workflow
The question goes to someone qualified.
Crew
Pain point
You end up typing the same job twice for the crew.
Workflow
The agreed details are already on the job card.
Enquiry
Bring in a suitable installation request.
Offer and enquiry pageQuote decision
Check the existing duct route before another reminder.
Technical reviewer and quoting teamOffice-to-crew
Carry agreed scope and approvals into the job.
Office and crew
Check direct job costs and available crew time before pursuing more work.
How it works
Example job
Ducted upgrade
Technical question: can the new system reuse the existing ductwork?
The question about existing ductwork is routed to someone qualified.
The answer becomes a clear customer message, not "just checking in".
The owner confirms.
An enquiry is not a confirmed job.
Sample
6°
- Left waiting
- Routed
- Follow-up
- Booked
Automation can draft the waiting list and a follow-up note. Fit, technical judgement, price and the final booking stay with your team.
A ducted upgrade request comes in overnight and lands on the morning list.
Example job
Morning list
- Urgent repairTo confirm
- Ducted upgradeAfter hours
- Ongoing maintenanceTo confirm
The question about existing ductwork is routed to someone qualified. Automation routes, it does not give technical advice.
Example job
Technical question: can the new system reuse the existing ductwork?
To confirm
The answer becomes a clear customer message, not "just checking in".
Example job
Follow-up note
Customer
Can you reuse our existing ducts, or do they need replacing?
Typing
Follow-up note
On your ducts: our install lead checked your roof space photos. The existing ducts look reusable, and we’ll confirm it at the measure-up.
Scope, customer acceptance and crew availability come together, and the owner confirms.
Example job
- Scope
- Customer acceptance
- Crew availability
- Example job value
- A$8,000
- Direct job costs
- − A$5,000
- Before overheads, extra costs & tax
- A$3,000
An enquiry is not a confirmed job.
Agreed details are on the crew member's phone and job card. The owner is not retyping details.
Example job
- Ducted upgrade
- Agreed details
- On the crew member's phone
The owner is not retyping details.
A ducted upgrade request comes in overnight and lands on the morning list.
The walkthrough
Free 20-minute enquiry walkthrough. Leave with fixes you can use this week.
Before we talk, we test your enquiry path the way a customer would: an after-hours call, your web form, and how long a reply takes. On the call we show you what we found, with the times, and run the numbers on your own figures, so you can see roughly what slow or missed replies may be costing you each month. You leave with a one-page summary and the two or three fixes we’d make first. Do them yourselves or with us.
What we’ll cover
- We test your enquiry path before we talk.
- We show you what we found, with the times.
- We run the numbers on your own figures.
- You get a one-page summary with the first fixes.
No customer records or system logins are needed.
Free, with no obligation to start a project.
Book a free 20-minute walkthroughOpens Google Calendar in a new tab. Your calculator figures are not sent.
Prefer email? hello@reinvibegroup.com
What we do
More of the jobs you want.
We sharpen your repair, install and maintenance offers and set up the enquiry page so customers tell you what you need up front.
Quotes that get a decision.
Every open quote gets a clear next step, so the tech’s answer reaches the customer and the quote doesn’t go quiet.
Jobs handed to the crew, ready to go.
What was agreed reaches the crew’s phone without anyone retyping it. We work with your existing software first.
These are examples of paid work, scoped and priced separately.
Worked example
Ten open quotes are not ten identical opportunities.
ReinVibe / worked example
Installation quote decisions
Example
- Example job value
- A$8,000
- Direct job costs
- − A$5,000
- Before overheads, extra costs & tax
- A$3,000
- Observation
- Ten installation quotes are open. Four have no decision reason recorded. An unknown status is not a lost job.
- Commercial implication
- At the example costs, one suitable A$8,000 job contributes A$3,000 before overheads, extra costs and tax. That’s why we check what’s holding a quote up, not just send more reminders.
An example quote-decision record
The customer wants a proposal for installation work.
- Check before progressing
- Can the new system reuse the existing ductwork? The tech hasn’t confirmed yet.
- Responsible person
- Technical lead and quoting team
- Next decision
- Get the technical answer, then agree the customer update. Direct costs and available crew time still need checking.
Explore the decisions and assumptions
Installation quote decisions
Example of the work we would design
A quote decision record with the unresolved question, its technical reviewer and the agreed customer update. Later-date requests follow a different next step from technical questions. Check job contribution (what remains after direct costs) and available crew time before pursuing more work.
This worked example uses the installation case.
Hypothetical example: ten installation quotes are open. Four have no decision reason recorded. That does not make them four lost jobs. Before adding another reminder, we would check whether the customer needs a scope answer, a later date or no further contact. An A$8,000 job with A$5,000 in direct costs leaves A$3,000 before overheads, extra selling/admin costs and tax. The question is whether that work fits the margin and crew time you have, not how many messages you can send.
The full example quote list
Ten current quotes: four have no decision reason recorded, two need a technical detail confirmed, two customers asked for a later date and two are comparing options. None establishes a lost job.
Different reasons, different responses
Technical questions go to the right reviewer. Later-date requests need an agreed reminder, if wanted. Comparisons may concern scope, price or confidence. A blank record needs checking before another message is sent.
What remains unknown
Whether quotes are still live, whether they would proceed anyway, the direct costs and available crew time, and whether further contact is wanted. A fuller review needs permission and a separately agreed scope.
The commercial check
The example A$8,000 job less A$5,000 in direct labour, equipment and other job costs leaves A$3,000. This is before overheads, extra selling or admin costs and tax, not net profit. Overtime or displacing a better job can change the decision.
A sensible verification
Review permitted examples with the team, agree the next responsible person and check cost and capacity. Compare a later change with what was happening already. Do not attribute every accepted quote to the change.
Explore your enquiry and quote numbers
Explore the optional calculator for missed enquiries or a defined group of open quotes. Keep the groups separate. Scenario, not measured loss. It does not forecast results from working with ReinVibe.
Open the optional calculator
Only on this page.
Nothing sent to us.
Check these figures.
Only the selected group is calculated. Any figures in the other group are excluded.
All-low and all-high assumptions produce scenario endpoints, not a statistical confidence interval. Range and single-number drafts are kept separately.
Count each potential new job once, including people you later reach. Exclude spam, suppliers, existing-job updates and duplicate attempts.
Some call back or you reach them later. Count only the share who never reconnect. Unknown is better than an industry guess.
Use your own paid-job rate for similar enquiries you do reach. It’s a scenario assumption, not evidence the missed people would have booked.
Revenue in Australian dollars, excluding GST. Keep large installations and small repairs separate.
Use the current group you want to review. Exclude accepted, declined, expired and duplicate quotes.
Your assumption, not a benchmark. Some would book anyway; this does not estimate the extra jobs follow-up causes.
Australian dollars excluding GST. Use the average for this group, not your largest quote.
Include gross profit
Revenue less direct job costs, as a share of revenue. Not markup or net profit. Leave blank if you don’t know.
Not sure of a figure? Choose “I don’t know” and we won’t manufacture a result. You can read the example instead.
Fictional numbers. Not your business.
See what the assumptions actually do.
These examples explain the arithmetic, not a benchmark or expected result. They don’t change your own figures.
Missed enquiries
6 genuine missed enquiries per week × 50% never reconnect × exactly ⅓ paid-job rate × A$1,200 × 52 ÷ 12.
A$5,200Possible revenue per average month. 4.33 hypothetical jobs. At 40% gross margin: A$2,080 before overheads.
Quiet quotes
10 current open quotes × 20% assumed paid-job share × A$3,000 average quote value.
A$6,000Possible revenue from this current group, not monthly. Two hypothetical jobs. Some may book without follow-up.
These amounts are never added. A range example with 4 to 6 missed enquiries, 25% to 50% never reconnect, 20% to 40% paid-job rate and A$800 to A$1,200 job value produces A$693 to A$6,240 per average month (rounded). Endpoints, not a confidence interval. Typing 33.33% differs slightly from exactly ⅓.
Use one comparable job type at a time. No-shows, reactivation and capacity are discussion topics, not extra dollar totals.
Business growth & transformation
ReinVibe works on marketing, sales processes and practical operating improvements. These pages show HVAC and home-trades examples, not the limits of the company.
Questions
- Already have job software?
- Good. We start with the tools and process you have. A setting, clearer responsibility or an internal change may be enough.
- Need more enquiries instead?
- That may be the priority. We can discuss the offer and route to market alongside quoting and capacity, rather than assume follow-up is the answer.
- Residential or commercial?
- Either can be relevant. The approach depends on your repair, installation and maintenance work, not a preset job-type or location restriction.
- What does the free session include?
- Our findings from testing your enquiry path, a look at your own numbers, and a one-page summary with the first fixes. No obligation to start a project.
Don't let good HVAC quotes go cold.
The starting point is whether the enquiry path supports the HVAC work you want more of.
Book a free 20-minute walkthroughPrefer email? hello@reinvibegroup.com
Before the call we test your enquiry path. You leave with a one-page summary and the first fixes.