Estimates go stale
High-ticket replacement and repair quotes sit after the first follow-up while homeowners compare, delay, or forget.
Managed recovery layer for residential HVAC operators
Recover more booked HVAC jobs from estimates and inquiries you already paid for.
ReclaimOps installs a 21-day recovery sprint plus a 90-day managed recovery layer for residential HVAC companies. We revive stale estimates, respond faster to missed inbound opportunities, route hot replies, and show owners where revenue is leaking — without buying more leads.
One leak first
No ads
No CRM rebuild
No call center
Works around your current tools
The leak
You already paid to create demand. The leak is what happens after.
Most HVAC operators can see booked revenue. Fewer can see the exact points where demand died: stale estimates, slow web-lead response, missed calls, weak financing follow-up, or no-next-step opportunities.
Inbound goes cold
Calls, forms, and booking requests lose heat when response time, ownership, and routing are inconsistent.
Owners lack visibility
Without a weekly recovery board, leakage stays invisible until the month is already gone.
The system
One leak. One sprint. One recovery board.
No broad CRM cleanup, no new ad campaign, no custom software rabbit hole. We install a narrow recovery layer around the demand you already generated.
Baseline extraction
We identify the chosen leak: unsold estimates, missed inbound, or dormant replacement/reactivation list.
Recovery workflow
We segment opportunities, draft approved follow-up, and build routing around client-owned tools.
Hot-reply routing
Interested homeowners get escalated to the owner, GM, CSR, or sales lead before momentum dies again.
Weekly board
Owners see recovered conversations, hot opportunities, booked influence, broken rules, and next actions.
Owner visibility
The weekly board makes invisible leakage visible.
The board is not a vanity dashboard. It is the weekly operating view: what moved, what broke, what needs owner/CSR action, and which recovery slice gets attacked next.
Sample Weekly HVAC Recovery Board
First recovery slice: unsold replacement estimates aged 30–90 days.
| Segment | Follow-ups | Replies | Hot opportunities | Booked influence | Broken rule | Next 7 days |
|---|---|---|---|---|---|---|
| 30–90 day replacement estimates over $3k | 42 | 11 | 4 | 2 pending | Financing follow-up missing | Prioritize highest-value quotes |
| Missed web inquiries | 18 | 6 | 3 | 1 booked | Response time too slow | Route hot replies same day |
| Stale financing conversations | 15 | 5 | 2 | Pending | No second touch | Owner callback required |
Core offer
21-Day HVAC Recovery Sprint + 90-Day Managed Recovery Layer
The first sprint is the launch and proof phase inside the managed recovery layer. We start with one recovery slice only so the workflow is clear, measurable, and launchable.
Standard early offer
$2k–$3k setup + $5k/month
90-day minimum. Founding proof terms may be available only for high-fit operators who can move fast and provide useful proof.
What you get
- Baseline extraction
- Recovery segmentation
- Approved follow-up workflow
- Hot-response routing
- Weekly Recovery Board
- Day 7 / 14 / 21 reviews
- Proof pack
- 90-day managed recovery layer
Built for
Residential HVAC operators with enough leakage to justify weekly recovery.
- Replacement, install, or major repair estimate volume
- Missed inbound or web-lead follow-up risk
- Owner, GM, sales manager, or marketing lead who can move fast
- Access to estimate, lead, or call data within 72 hours
- Current tools like ServiceTitan, Housecall Pro, Jobber, FieldEdge, CallRail, HubSpot, HighLevel, or spreadsheets
Not a fit if
This is not another marketing agency, CRM cleanup project, or call center.
- You want more leads before fixing follow-up
- You cannot provide access or exports
- No one owns callbacks or hot replies internally
- You want SEO, ads, website work, or social content
- You want a revenue guarantee before baseline, attribution, and client-side execution are clear
First recovery slice
We do not try to fix everything at once.
Most failed recovery work dies from broad scope. ReclaimOps starts with one narrow slice and makes that slice visible.
Unsold estimates
Replacement or repair estimates aged 30–90 days, especially estimates over $3,000 where financing or hesitation may be involved.
Missed inbound
Recent calls, forms, or booking requests that did not receive fast enough follow-up, routing, or owner visibility.
Dormant replacement
Old estimates, maintenance lists, tune-up customers, deferred replacements, or prior customers with reactivation potential.
FAQ
Direct answers before the teardown.
Is this lead generation?
No. ReclaimOps does not sell leads, ads, SEO, or website work. We recover demand that already exists: estimates sent, forms submitted, calls missed, quotes stalled, and homeowners who went quiet.
Do you replace our staff?
No. This works best when you already have a team. We create recovery workflow, routing, follow-up discipline, and weekly visibility so the right opportunities actually get worked.
Do we need to change software?
No. We work around your current operating environment using client-owned tools, exports, routing rules, and approved follow-up workflows.
Can you guarantee revenue?
No serious operator should guarantee revenue before controlling access, data quality, callbacks, technician availability, pricing, and close decisions. We guarantee process, speed, visibility, and continued optimization if the minimum recovery signal does not appear.
What happens after the teardown?
If there is a clear leak and launch readiness, we send a same-day 90-day recovery scope covering the first recovery slice, access needed, launch timeline, weekly Recovery Board format, commercials, and kickoff requirements.
Book a teardown
Book a 15-minute Revenue Leak Teardown.
We look at one slice only: unsold estimates or missed inbound follow-up. If there is no obvious leak worth attacking, we will say so.
What we check
- Where estimates stall
- What happens after missed calls/forms
- Who owns hot replies and callbacks
- Whether access can be granted within 72 hours
- Whether a 21-day sprint makes commercial sense
Prefer email? Send the company website and suspected leak to hello@reclaimops.io.