Question 1

What HVAC business rules should I configure before using QuotePilot?

Accepted Answer

Add your company name and contact details, the HVAC services you offer, and the areas you serve. Save customer FAQs, pricing guidance, minimum and emergency charges, and whether a technician must provide the final quote. Set the weekly appointment windows and appointment length your team can honor. QuotePilot uses the saved services and coverage areas when it checks incoming requests.

Question 2

How does QuotePilot respond to new HVAC leads after hours?

Accepted Answer

The HVAC service request form can accept requests whenever a homeowner submits one. A new request is saved and a business email notification is queued for review. That notification is not an automatic reply to the homeowner, and QuotePilot does not promise a specific customer response time; your team chooses the next reply.

Question 3

How does QuotePilot qualify HVAC leads and follow up?

Accepted Answer

QuotePilot checks the selected service and service address against your saved services and service areas. Clear matches can be marked eligible; requests clearly outside your configured areas are flagged as outside the service area, while missing or ambiguous details need review. An owner can send one follow-up email only when the customer gave contact permission, follow-up is enabled, the saved contact is a valid email address, and the customer has not opted out.

Question 4

Does QuotePilot provide HVAC estimates, or does a technician give the final quote?

Accepted Answer

QuotePilot first creates an owner-only pricing outcome for an eligible request; it does not automatically send an estimate to the customer. Saved pricing guidance or minimum and emergency charges can be used when your rules allow it. If you require a technician to provide the final quote, or if neither pricing guidance nor a minimum or emergency charge is saved, QuotePilot marks a technician quote as required. Pricing is unavailable until a request is eligible. An owner can email a saved pricing outcome only when the customer gave contact permission, the contact is a valid email address, and the customer has not opted out. Any estimate remains separate from a technician’s final quote.

Question 5

How do QuotePilot appointment offers and customer confirmations work?

Accepted Answer

After a request is eligible, the owner chooses an open slot from the saved weekly availability and appointment length, creates an offer, and shares its customer link. The offer stays pending until the customer opens the link and confirms; only then is the appointment marked booked. QuotePilot attempts a confirmation email when the request has a valid email address, but inbox delivery is not guaranteed.

HVAC business owner FAQ

Five questions HVAC owners ask

See QuotePilot from the HVAC owner side.