Program money sells heat pumps, but only if it actually arrives. When it doesn't, or arrives months late, the homeowner rarely blames the administrator; they blame the company whose name is on the truck. A rebate tracker is the cheapest insurance an installer can buy against that. This blueprint gives you the fields, stages, checklists and reports to build one in a CRM or a spreadsheet, without depending on any particular software.
Why trackers fail
Answer first: most trackers fail because they start too late and capture too little.
The typical pattern looks like this. The office starts tracking at submission, and by then the install crew has left without photographing the nameplate, the invoice doesn't break out the line items the program wants, and nobody wrote down which version of the program rules applied when the customer signed. The fix is to start tracking at the proposal and to collect evidence on install day.
The program record
Answer first: keep one record per program, separate from jobs, so a rule change is updated once.
Each program record holds:
- program name and administrator
- link to the official program page
- program version or "rules effective from" date
- who applies (homeowner, installer or either)
- whether pre-approval is needed before install
- required documents (list)
- submission window (for example, days after install or invoice date)
- eligible equipment list link
- status: open, changed, paused, closed, announced
- date last checked, and who checked it
That last field matters most. Programs change often. As of October 2026, for example, Natural Resources Canada lists several federal home-retrofit programs as closed, and the federal Oil to Heat Pump Affordability page says the application deadline in several jurisdictions was 2026-07-31, with final receipts due by 2027-01-31. A tracker that still treats a closed program as open is worse than no tracker.
The job fields
Answer first: capture these on every program-funded job, starting at the proposal.
| Field | When captured | Why |
|---|---|---|
| Program(s) linked | Proposal | One job can stack more than one program |
| Program version at signature | Signature | Protects jobs signed under older rules |
| Applicant | Signature | Avoids "I thought you did it" |
| Eligibility notes | Visit | Income tier, existing heating fuel, home type |
| Pre-approval reference | Before install | Some programs refuse work done before approval |
| Equipment model and serial numbers | Install day | Must match the eligible list |
| Install photos | Install day | Nameplates, outdoor unit, removed equipment if relevant |
| Heat-load calculation attached | Before install | Some programs or bonuses require one |
| Invoice number and date | Invoice | Submission windows often count from here |
| Submission date and reference | Submission | Needed to chase the administrator |
| Expected payment date | Submission | Drives homeowner updates |
| Payment received date and amount | Payment | Closes the loop |
The stages
Answer first: nine stages cover most programs, each with a named owner and a time limit.
- Program identified (sales): the customer may qualify; program linked.
- Eligibility checked (office): basic criteria confirmed with the homeowner.
- Pre-approval (office, if needed): application made and reference recorded.
- Scheduled (dispatch): install date set; crew checklist attached.
- Installed (crew lead): photos and serials uploaded the same day.
- Documents complete (office): every item on the program checklist attached.
- Submitted (office or homeowner): date and reference logged.
- Approved (office): approval noted; homeowner told.
- Paid (office): funds received; job closed.
Give each stage a target maximum number of days. A weekly "stuck jobs" report lists every job over its limit with the owner's name beside it.
The install-day checklist
Answer first: most rebate problems are created on install day and discovered weeks later.
Give every crew lead a checklist in the mobile app or on paper:
- Photo of each outdoor and indoor unit nameplate, readable
- Serial numbers typed into the job, not just photographed
- Photo of the completed outdoor installation
- Photo of removed equipment, if the program concerns replacing a fuel source
- Thermostat or controls model recorded
- Homeowner signature on completion, where your process uses one
Make the job impossible to mark "installed" until the checklist is done. That single rule prevents more failed applications than anything else in this guide.
Preparing for the federal rebate
Answer first: get the tracker ready, but don't promise customers anything that isn't published yet.
On 2026-10-08 the federal government announced a national heat-pump rebate program: $2 billion over eight years, aimed at eligible electric cold-climate air-source heat pumps. The announcement describes amounts of up to $10,000 for households below median income and $2,000 for other eligible homeowners, and says no energy audit will be needed. As of October 2026 it is expected to launch in 2027, and the administrator and launch date have not been published.
What to do now:
- add a program record with status "announced" and no document list
- add a tag for customers who say they'll wait for the federal rebate
- record each tagged customer's existing heating fuel and home type, since those are likely to matter
- write a homeowner message that explains the status honestly and promises an update when details are published
- set a monthly reminder to check the official page
What not to do: quote amounts as certain, tell customers they qualify, or delay a customer's urgent replacement on the strength of an unlaunched program.
Reports that keep it honest
Answer first: three reports, reviewed weekly and monthly.
- Weekly stuck-jobs list. Jobs over their stage limit, sorted by days overdue.
- Monthly program summary. Jobs submitted, approved and paid per program, with average days to payment.
- Monthly exceptions. Rejected or returned applications, with the reason, so the checklist can be updated.
Handling changes
Answer first: never edit an old program record; create a new version.
When a program changes its rules, copy the program record, set a new "effective from" date, and update the document list. Jobs signed before the change stay linked to the old version. This keeps your history accurate and stops staff applying new requirements to old jobs or the reverse.
Putting it to work
Answer first: build the program records first, then the fields, then the stages.
Start with the two or three programs your customers use most. The areas pages summarise what we found in each province as of October 2026. Once the tracker runs, homeowner status messages are the natural next step; see the rebate status recipe in our automation guide. If you'd like it built for you, the rebate tracking service covers the setup and training.
Frequently asked questions
Should the homeowner or the installer own the rebate application?
It depends on the program. Some pay the homeowner, some pay participating installers, and the rules on who applies vary. Your tracker should record who the applicant is for each job so nobody assumes the other party did it.
How many stages should a tracker have?
Usually seven to nine. Fewer and you can't see where jobs stall; more and staff stop updating them. The stage list in this guide is a good starting point.
Can I use this in a spreadsheet?
Yes. Each field becomes a column and each stage a value in a status column. Add a 'days in stage' formula, and sort by it every Monday.
What about programs that haven't launched yet?
Create a placeholder program record with no document list, and tag interested customers. Fill in the real requirements only when the administrator publishes them.