HVAC Service Business - 2025
How David Doubled Incoming Work Without Hiring More Salespeople
Residential HVAC contractor couldn't afford dedicated sales staff. Markster's revenue system captured leads falling through the cracks—doubling booked appointments with the same crew.
System Components Deployed
Strategy Playbooks
Execution Software
AI Workers
Service Type
Primarily B2C
Residential HVAC
Repair & Maintenance
Result 1
2.12xMonthly Service
Appointments Booked
Result 2
$72,417Sales Hire
Costs Avoided
Project Overview
David runs a residential HVAC service business with 6 technicians. Before Markster, he and his office manager handled all lead response manually between service calls. They booked 50-60 appointments monthly but knew they were losing opportunities—calls to voicemail during busy hours, web leads sitting unanswered for 4-6 hours, follow-ups forgotten when jobs ran long.
David tried hiring 3 part-time salespeople over 18 months. The math never worked. Summer call volume justified payroll, but slow winters meant paying people to sit around. He couldn't afford full-time staff, and part-time people were inconsistent—high turnover, constant training, still missing leads.
Key Challenges:
- 2-6 hour average response time (vs. industry standard of under 5 minutes for conversion)
- 75%+ of inbound leads never received second follow-up
- No consistent process—results varied by who answered
- Couldn't justify sales hire costs, growth meant more missed opportunities
Execution
Markster deployed the three-component system in 66 days:
Week 1: Documented David's sales workflows into 4 playbooks (Emergency Service Response, Routine Maintenance Booking, Quote Follow-Up, Seasonal Campaign). Captured his 15 years of HVAC sales experience into executable processes.
Weeks 2-3: Deployed execution software. All lead sources—phone, web forms, Google Local Services—fed into one CRM. Scheduling connected to technician calendars. Follow-ups automated based on lead behavior and urgency.
Weeks 3-9: Activated AI Workers for lead response and qualification. AI handled first-touch on 90% of inquiries. David's team confirmed appointments and handled complex situations.
Week 10: Full handoff. AI running 24/7 lead response in under 60 seconds. Humans focused on judgment calls only.
Results
David now books 100-110 service appointments monthly—double the previous 50-60. The increase came from capturing the 75%+ of leads that previously fell through due to slow response and forgotten follow-ups.
AI responds to every inquiry in under 60 seconds. Homeowner submits web form at 9 PM—AI qualifies and books next available slot immediately. Someone calls during busy afternoon—AI handles it while David's on a job site. Leads that used to sit for hours now convert into booked appointments.
David avoided hiring 3 salespeople at~$72K annual payroll cost. The 6 technicians stay focused on service delivery—showing up to pre-qualified appointments, not answering phones between jobs. The system handles seasonal swings automatically—150+ July inquiries and 40 January inquiries get identical instant response.
Key Metrics:
- 100-110 monthly appointments (up from 50-60)
- Under 60-second response time to all leads
- 95%+ follow-up rate (up from 60%)
- ~$72K annual payroll costs avoided
- Same crew handling 2x volume
Testimonial
What David Says About the System
David went from manually juggling leads between service calls to running a system that captures every opportunity. The business scales with demand automatically—no hiring decisions, no seasonal payroll gambles.
“Markster does what 3 salespeople used to do. Same crew, double the work coming in.”
David
- President at Comfort Air