OutreachAuto

Commercial HVAC lead generation software for commercial HVAC leads and service agreements

OutreachAuto is commercial HVAC lead generation software that turns a description of the buildings you want to service into booked walkthroughs with the people who sign maintenance agreements. It finds property management firms, owners and facility teams in your service area, reads each company's website, writes a short email to the facility or property manager, follows up from your own inboxes and puts the site visit on your calendar. Plans start at 49 USD a month billed yearly, or 99 USD month to month, with no setup fee and no annual contract.

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Try it once on your own HVAC company website, no card needed.

The short answer for commercial HVAC owners and sales managers

Commercial HVAC work is won on relationships with a short list of people: facility managers, property managers, building engineers and the owners behind them. They rarely search for a contractor. They switch when the current one misses a response time, when a rooftop unit fails in July, when a new portfolio is acquired or when the service agreement comes up for bid. Buying shared leads from a marketplace puts you in a price fight on residential jobs. What fills a commercial pipeline is steady, specific contact with a few hundred buildings for months, so you are the contractor already in the inbox when their moment comes. An AI SDR does that every business day while your technicians stay on calls.

What the software does for a commercial HVAC contractor

Buildings and portfolios that fit your trucks

Describe the accounts you want in plain words, for example "property management firms with 10 or more office and retail buildings within 40 miles of Dallas" or "private schools, medical office buildings and light industrial sites in the Twin Cities with rooftop units older than ten years". OutreachAuto finds matching companies, reads each website and writes a brief: what they own or manage, how many sites, what kind of buildings and what that suggests about their equipment. You can also import a list from a BOMA chapter directory, a trade show or your own CRM as a CSV.

Emails about their buildings, not your fleet size

A facility manager deletes "we are a full-service mechanical contractor with 40 trucks". The first line comes from the brief instead: a newly acquired office park, a medical tenant that needs tighter humidity control, a portfolio spread across three counties that probably uses several vendors today. You set your offer once (two hour emergency response, quarterly preventive maintenance, controls and BAS work, refrigerant compliance records) and each email picks the one point that matters to that account.

Follow-up timed to agreement renewals

Each prospect gets a 4 to 6 step sequence over three to five weeks, and every step adds something new, such as a short note on pre-season startup or a question about their current response time. When a manager writes "our agreement runs through June", the reply is labeled not now, so you can come back in April with a reason.

Replies sorted before your team reads them

Every reply is labeled: interested, not now, wrong person, unsubscribe, out of office. "Send me your PM pricing" and "talk to our chief engineer" each become a clear next step, and a wrong-person reply usually names the right contact.

Site walkthroughs on your calendar

Interested prospects get your booking link with proposed times for a walkthrough or an equipment survey. On Growth and Scale the thread and the account brief sync to your CRM, so the estimator who shows up already knows the building count and the likely problem.

Sending that protects your dispatch mail

Mail goes only from inboxes you own, on a sending domain kept apart from the one your dispatch, invoicing and customer service use. Warmup, daily limits per inbox and a DNS check run before the first send.

Commercial HVAC lead generation software vs lead marketplaces, agencies and bid boards

Here is how the usual options compare for a contractor with one to five people selling commercial work. Costs are typical ranges, not quotes, so confirm with any vendor before you buy.

Shared lead marketplaces and pay per call

Typical monthly cost
A fee per lead or per call
What you get
People who are already asking for a quote
Where it falls short
Mostly residential, sold to several contractors at once

An outsourced appointment setting agency

Typical monthly cost
Retainers, often several thousand USD a month, usually with a minimum term
What you get
Meetings booked for you
Where it falls short
Callers who do not know a chiller from a split system, scripts you rarely see

Bid boards and public tenders

Typical monthly cost
Subscriptions or free listings
What you get
Defined scopes with a deadline
Where it falls short
Lowest price usually wins, and the relationship comes after the award

Local SEO and paid search

Typical monthly cost
Agency fees plus ad spend
What you get
Inbound calls when equipment breaks
Where it falls short
Emergency service calls, rarely full maintenance agreements

OutreachAuto

Typical monthly cost
49 to 299 USD a month billed yearly
What you get
Research, emails, follow-up, reply labels and booking from your own inboxes
Where it falls short
No phone dialing, no estimating, no dispatch or field service features

The honest trade-off: OutreachAuto does not make calls, price a job or schedule technicians. A referral from a property manager who already trusts you will always close faster than a cold account. What the software fixes is the space between referrals, when your commercial book depends on whoever happened to call this quarter. For the agency route in detail, read B2B appointment setting software vs an agency.

How it works for an HVAC company

  1. Step 1. Connect a sending domain

    Connect two or three inboxes on a domain kept apart from your dispatch and billing mail. OutreachAuto checks SPF, DKIM and DMARC and starts the warmup.

  2. Step 2. Describe your ideal building and your offer

    Write the building types, portfolio sizes and ZIP codes you serve best, and what sets your service apart. Add current customers and anyone you must not contact, so they are never emailed.

  3. Step 3. Approve the first sequence

    Read the account briefs and every email before anything sends. Change the tone, cut a step or add a line about your EPA certified technicians or your controls team. Nothing goes out until a person clicks approve.

  4. Step 4. Walk the buildings

    Sending runs in each prospect's business hours. Your team reads labeled replies, answers the interested ones and shows up to walkthroughs that are already on the calendar.

HVAC and mechanical contractors that use it

Commercial service and maintenance contractors

Contractors that live on preventive maintenance agreements sell to property managers and facility directors who already have a vendor. Outbound that names the portfolio and asks one question about response times or reporting gets answered more often than a capabilities brochure.

Mechanical and design build contractors

Contractors that do replacements and retrofits sell to owners, developers and general contractors. A narrow list of owners with aging equipment in your metro, contacted before the budget cycle, beats waiting for the next plan room invitation.

Controls and building automation specialists

BAS and energy management firms sell a narrow skill. An email that mentions the building type, its likely system and a concrete energy or comfort problem shows you understand the site before the first call.

Residential companies adding a commercial division

Shops that want commercial revenue usually start with light commercial: restaurants, retail, small offices, churches and medical practices. The AI SDR for small business page covers how a single owner can run outbound without a sales hire.

Which plan fits your HVAC company

A contractor where the owner or one service sales rep sells can start on Starter: 3 inboxes, 1,500 new contacts a month and 1 seat for 49 USD a month billed yearly. A company with a small sales team or several branches usually fits Growth: 10 inboxes, 5,000 contacts, 5 seats and 3 workspaces (for example one per branch, or one for service agreements and one for replacement projects) for 124 USD a month billed yearly, with two-way CRM sync. Multi-branch contractors use Scale for 15 seats and 15 workspaces. Every limit is on the outbound automation pricing page, and the AI SDR pricing comparison sets these plans next to other AI SDR tools.

One commercial maintenance agreement on a mid-size office building typically covers the software for years, which is why the number that matters is what you pay per booked walkthrough, not per month.

Some of the best maintenance work sits in public buildings: post offices, VA clinics and federal offices put mechanical service out for bid. If your company is registered for government work, federal HVAC maintenance contracts are a separate channel worth watching next to your private accounts.

How do I get commercial HVAC clients?

You get commercial HVAC clients by building relationships with facility managers, property managers and owners before their current contractor fails. The channels are referrals, local trade associations such as BOMA and IFMA chapters, bid boards, local search and direct outreach. Direct outreach is the one you control, and it works when the list is narrow, each email refers to the prospect's own buildings and follow-up lasts for months.

How do I get commercial HVAC maintenance contracts?

Find property managers and facility teams whose agreements renew in the next six to twelve months, offer a free equipment survey or walkthrough, and propose a maintenance program built on what you saw. Show response times, reporting and proof of each visit. Managers who answer for equipment failures buy documentation and reliability, not the lowest hourly rate.

Who is the decision maker for commercial HVAC service?

At a single building it is usually the facility manager or the chief building engineer. At a property management firm it is the property manager for each asset, often with a regional director approving vendors. At larger owners and campuses a procurement team runs the bid, and the director of facilities decides who is invited.

How much do commercial HVAC leads cost?

Shared HVAC leads from marketplaces cost a fee per lead or per call and are mostly residential. Appointment setting agencies usually charge monthly retainers of several thousand USD with a minimum term. OutreachAuto costs 99 USD a month, or 49 USD a month billed yearly on Starter, and 124 USD a month billed yearly on Growth for up to five seats.

Does cold email work for HVAC companies?

Yes, for commercial work, when the email is short, names something real about the prospect's buildings and is followed up. A generic services email is ignored. An email that mentions the portfolio, a recent acquisition or a building type and asks one small question gets replies, mostly after the second to fourth touch. For residential homeowners, cold email is the wrong channel.

Is it legal for an HVAC contractor to cold email property managers?

Yes. Cold email to businesses is legal in the US under the CAN-SPAM Act if the sender is identified honestly, the message has a working unsubscribe and a physical mailing address, and opt-outs are honored. Phone calls and texts fall under different rules. See cold email laws for the details.

See the AI write to a property manager in your market

Enter your HVAC company website, the services you offer and the buildings you want. OutreachAuto picks a matching account, researches it and writes the first email in about a minute, so you can judge the output before you pay anything.

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