Get your hvac company into property management accounts.
Nothing generates resident complaints like a dead air conditioner in July. A manager with a preventive maintenance vendor on contract has fewer emergencies, and the emergencies they do have get answered first.
Who actually signs off on HVAC service and maintenance
Maintenance supervisor for service calls and PM visits, regional manager and ownership for replacements and the annual contract.
Selling to the wrong person is the most common reason HVAC companies stall out. The on-site manager can say no, the regional can say yes, and the maintenance supervisor decides whether you get called back. All three need to hear from you.
- Compliance. Insurance limits, additional insured, W-9, licenses, portal registration.
- Capacity. Can you cover the portfolio without falling apart.
- Price per door. They think per unit and per building, not per job.
- Responsiveness. Same-day replies, on-time arrivals, invoices that match the PO.
Per-unit preventive maintenance priced per door per visit, plus a service rate card for repairs and a replacement schedule. Package spring and fall PM visits into an annual per-unit number.
Three mistakes that lose the account
- Selling emergency service when the manager wants to stop having emergencies. Preventive maintenance is the contract.
- No rate card. Managers need approved rates on file so the maintenance supervisor can dispatch without a new quote every time.
- Ignoring the filter program. Filter changes on a schedule are the easiest recurring line in the building.
Teach it, train it, or let us run it
The same playbook at three levels of involvement. Run is a monthly retainer plus commission on closed, paid work, and it is our lowest-priced way to start. See all three.
You sell, we coach
The playbook, the scripts, the pricing model for HVAC service and maintenance, and six weeks of coaching while you run it.
Your team, our process
Process installed in your CRM or Jobber, weekly pipeline review, ride-alongs, and a comp plan that rewards the right work.
We are your sales department
A named lead, VAs on research and follow-up, outreach to every management company in your territory, one weekly call.
How we sell HVAC service and maintenance to property managers
- 01
Target list
Every management company and community in your territory, researched by The Machine so we know unit counts, management, and contacts before the first call.
- 02
Offer and pricing
Per-unit preventive maintenance priced per door per visit, plus a service rate card for repairs and a replacement schedule. Package spring and fall PM visits into an annual per-unit number.
- 03
Compliance packet
Insurance certificates, W-9, licenses, safety docs, and vendor portal registrations, done before anyone asks.
- 04
Outreach
Email, phone, walk-ins, and LinkedIn in a set cadence, aimed at the people who actually approve HVAC service and maintenance.
- 05
Walkthrough and close
A walkthrough script that finds the work and a proposal that makes the yes easy.
- 06
Grow the account
One building becomes the portfolio. Reviews, referrals to the next regional, and add-on services on a schedule.
Go deeper on property managers
Recurring Revenue Contracts for Field Service: What Works
Recurring revenue contracts for field service: annual agreements, per-door portfolio deals, maintenance plans, pricing, and what they do to company value.
Read itCold Outreach to Apartment Managers: Scripts That Get Replies
Cold outreach to apartment managers that gets replies: who to contact, which channels work, three email scripts, a walk-in script, and a follow up cadence.
Read itHow Much Should a Trades Company Spend on Sales?
How much a trades company should spend on sales: percent of revenue rules of thumb, cost per closed job, real sales hire costs, and a $1.5M worked example.
Read itWhat HVAC work do property management companies put on contract?
Spring and fall preventive maintenance per unit, filter changes on a schedule, an approved rate card for repairs, and a replacement plan for the oldest equipment. Emergency response time is a selling point, not the product.
How should an HVAC company price preventive maintenance for apartments?
Per door per visit, with a per-building minimum, packaged as an annual number. Managers think in per-unit costs. A quote that says $X per unit per year is approvable. A quote that says $X for the whole property has to be translated first.
How long does it take a hvac company to land a property management account?
Thirty to one hundred twenty days from first contact, depending on how the management company handles vendor approval. In our experience the first ninety days produce a working pipeline and the first signed building, and the portfolio work compounds from there.
Will Intrepid work with another hvac company in my market?
No. One client per trade per metro. If we are already working with someone in your trade and area, we tell you on the first call.
Tell us about your territory
Where your HVAC service and maintenance leads come from today, who sells, and which management companies you wish you had. We reply within one business day with what we would do first.
Something blocked the form. Email us directly at kraken@intrepidsalesco.com and we will take it from there.
Other trades
How property management sales works for every trade we serve.