How This Louisville HVAC Company Reactivated 312 Old Leads and Turned Them into 47 Booked Estimates
Louisville, KY•Mid-sized (6 techs, 1 office manager + 1 CSR)•45 days
Old leads reactivated: 312
Estimates booked: 47
Booked jobs gained: +26
This Louisville operator had a full pipeline on paper — but leads were stuck. Old inquiries never got touched again. We ran a reactivation campaign + installed a follow-up system that turned 'dead' leads into booked estimates fast.
Starting Point
- •Leads came in consistently.
- •The team handled "today's fires."
- •Anything not booked immediately got forgotten.
Key Numbers (Before)
- —~140 inbound calls/leads per month
- —Hundreds of old leads sitting with no next action
- —"We'll think about it" had no structured follow-up
What We Found
1) No reactivation motion
2) No follow-up cadence after first touch
3) No visibility of "stale" leads
What We Installed
- •Lead reactivation sequence (text-first, then call)
- •Unbooked estimate follow-up cadence
- •Pipeline + "stale lead" alerts
- •Booking link + reminders
30–60 Day Timeline
Week 1–2
- —Reactivation sequence deployed
- —Stale lead identification system set up
Week 3–6
- —Weekly reactivation runs
- —Follow-up cadence refined based on responses
Results (45 days)
Old leads reactivated:312 contacted
Estimates booked:47
Booked jobs gained:+26
Revenue recovered: 26 jobs * $500 = $13,000 in ~45 days
What Changed Operationally
- •Old leads became a revenue source, not a graveyard.
- •Team had clear action items instead of guessing.
Owner Notes
"We were sitting on money. It was literally just unworked leads."
Key Takeaways
- •Old leads aren't dead — they're neglected.
- •Follow-up creates booked work without new spend.