These guides are written for the person who runs the office side of a heat-pump installation company, whether that's the owner, an office manager or a sales lead. Each one is practical enough to act on without us. If you work through them and decide you'd rather have help, that's what the services are for.
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Automation recipes for heat-pump installers
Five event-driven sequences cover most of the follow-up a heat-pump installer needs. Each recipe here gives you the trigger, timing, stop rules and sample messages, plus how consent fits in under Canadian law.
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How to choose proposal software for heat-pump jobs
Pick proposal software by scoring it against how you actually sell heat pumps: multiple tiers, backup-heat options, program notes and a fast signature. Then prove the choice with a two-week trial on real jobs.
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The heat-pump rebate tracker blueprint
A good rebate tracker captures the right fields at signature, follows each job through a fixed set of stages, and flags any job sitting too long in one place. This blueprint gives you all three.
Choosing proposal software
Answer first: a buyer's checklist, a scoring method and the arithmetic that tells you what faster proposals are worth.
How to choose proposal software for heat-pump jobs covers what a heat-pump proposal must handle that a furnace quote doesn't: multiple tiers, backup-heat options, program notes and honest total pricing. It gives you a weighted scorecard, a trial plan using your own jobs, and a worked calculation of what each day of proposal delay costs.
You'll learn:
- the eight features that matter most for heat-pump quoting
- how to run a two-week trial without disrupting your crews
- how to estimate the dollar value of same-day proposals
Building a rebate tracker
Answer first: the fields, stages and deadline logic for tracking program-funded jobs from signature to payment.
The heat-pump rebate tracker blueprint lists the fields to capture on every program job, the stages most programs share, and the install-day checklist that prevents most paperwork failures. It also explains how to prepare for the federal heat-pump rebate announced in October 2026 without inventing details that haven't been published.
You'll learn:
- a stage list you can paste into a CRM or spreadsheet
- which documents to capture on install day
- how to handle program changes without losing track of older jobs
Writing automation that works and stays legal
Answer first: sequence recipes, timing and copy templates, plus how consent fits in under CASL.
Automation recipes for heat-pump installers gives you five ready-to-adapt sequences: quote follow-up, missed-call reply, rebate status, maintenance reminder and review request. Each one has a trigger, timing, stop rules and sample messages with placeholders. It also summarises what Canada's Anti-Spam Legislation asks of senders, with a link to the regulator.
You'll learn:
- when to send each follow-up, and when to stop
- how to record consent so you can show it later
- the most common automation mistakes we see in installer offices
How to use these guides
Answer first: read the one that matches your biggest leak, then act on one section.
If you don't know your biggest leak, the services overview has a symptom table. Most installers get the quickest win from proposals, then rebate tracking, then automation. Regional differences in programs and language are covered on the areas pages, and you can always contact us with a question about something you read.
A note on sources
Answer first: every program or legal reference links to the official source.
We cite regulators and program administrators directly and date every reference. We summarise; we don't give legal, technical or compliance advice. When a program detail matters to a customer's money, check it with the administrator on the day you use it.
Who wrote these
Answer first: the guides draw on systems work across many HVAC websites and offices.
They're written under Ali Sedighi, MBA, who has built 150+ live HVAC websites and founded an automation company, MyAutomation.ca. The examples are generic on purpose: they use placeholder numbers you can replace with your own, and they avoid naming software brands so the advice stays useful whatever tool you choose. If something in a guide doesn't match your experience, tell us; we update them when programs or practices change.
Start with whichever guide matches the problem you noticed this week. A guide read and acted on is worth more than three read and filed away.
Frequently asked questions
Are these guides tied to particular software?
No. They describe what to look for and how to set things up by category, so they apply whether you use a large field-service platform, a small CRM or a spreadsheet.
How current is the program information?
Program references were checked on 2026-10-22 and are marked with that date. Programs change often, so confirm details with the administrator before using them with customers.
Can I use the templates in the guides?
Yes. The message templates and field lists are written to be copied and adapted. Replace the placeholders with your own company details and check consent rules before sending anything.