Email that carries a replacement proposal to the inbox instead of the spam folder.
An HVAC company sends proposals with attachments, agreement contracts, permit copies, warranty registrations and rebate submissions, to homeowners, distributors, utilities and inspectors. From a free address or an unauthenticated domain those messages get filtered, and when an advisor leaves, the open proposals leave too.
The proposal is the moment, and departments outlive people
A comfort advisor sends a replacement proposal with three options, a financing link and a spec sheet. If it lands in spam or will not open on a phone, the follow-up call starts with the homeowner saying they never got it, and the competitor's proposal is already on the table. Attachments from a free address are exactly what filters are trained to catch. A domain with authentication records, a sending tool that has permission to send as you, and a proposal link in place of a heavy attachment fix that.
Service, install, parts, warranty and accounting each carry their own threads with outside parties: the distributor on a backordered compressor, the manufacturer on a warranty claim, the utility on a rebate, the permit office on an inspection date. When those threads live in one person's mailbox, a sick day stalls three jobs and a resignation loses the history. Shared mailboxes and a CRM that files each message to the job keep the thread with the company.
What business email for an HVAC company has to do
Deliverability, mailboxes by function, and retention, in that order.
Send from your domain, authenticated
SPF, DKIM and DMARC published on your domain and tested for every tool that sends as you: the office mail, the CRM, the proposal software, the agreement billing. One tool left out is enough to put proposals in spam.
Give each function its own mailbox
Service, install, parts, warranty, rebates and billing as shared addresses the right people can read, with the CRM filing each message to the job, so the backorder thread and the rebate thread are visible to whoever picks up the job next.
Keep proposals and invoices traceable
Proposals and invoices go out from the CRM through your domain as links, with view tracking, so the advisor knows whether the homeowner opened the options before calling to follow up.
Survive advisor and tech turnover
Every advisor and every tech gets a company mailbox. When one leaves, the mailbox forwards to the office and is archived, and no open proposal or warranty thread walks out the door.
Hold the warranty and rebate records for years
A compressor claim, a rebate audit or a permit question can arrive long after the install. Retention rules and search across every company mailbox, configured once, mean the registration confirmation is still findable.
Carry the right signature
A company signature carrying the contractor license or registration number, where your state issues one, your refrigerant certification where it belongs, and the maintenance plan line, consistent across every mailbox.
How we set up email for a heating and cooling company
Hosted email in an account your company owns, with us holding an administrator seat you can revoke.
An account in your name
Google Workspace or Microsoft 365 on your domain, paid from your card, with the top-level admin login in your hands. We keep a secondary admin for support and give it up whenever you ask.
Authentication done and verified
The records published for every sender, including the CRM and the proposal tool, then tested by sending to the major mailbox providers and reading the results.
Shared mailboxes, groups and calendars
The function mailboxes above, plus shared calendars for install crews and inspection appointments, so the office can see which crew is where and when the inspector is due.
Canned messages for the daily paperwork
Booking confirmation with the fee and the window, proposal sent, permit scheduled, warranty registered, rebate submitted, plan renewal notice, each written once in your voice and sent from the CRM.
Migration from the free address
Old mail and contacts come across, the old address keeps forwarding for a year, and the website, Google profile, forms and supplier accounts get updated to the new one.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Business Email for hvac, answered.
Can we keep using the Gmail address on the trucks?
You can forward it, and we do that for a year so nothing is missed. But proposals and warranty paperwork should go out from your domain, because that is what a homeowner trusts and what a filter lets through. The trucks get the new address at the next wrap.
Google Workspace or Microsoft 365 for an HVAC company?
Either. Google is simpler for a small office living on phones; Microsoft fits a company already on Outlook and Excel for its agreement reports. Both live in your own account; we pick with you based on what your advisors already know.
Why do our proposals go to spam?
Usually a missing authentication record, a free sending address, or a proposal tool that sends in your name without your domain's permission. Publishing the records on your domain and sending proposals as links solves most of it.
Can email from the CRM look like it came from the advisor?
Yes. The advisor's address is the sender, with permission granted in the account, so replies come back to the advisor and get filed on the job in the CRM at the same time.
Do we lose anything moving off the free address?
No. Old mail and contacts come across, the old address keeps forwarding, and every listing and form points at the new one before we switch.
Business Email for hvac. Owned by you.
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