Quick Answer for HVAC Contractors
Best HVAC lead sources deliver 30-45% conversion through exclusive live transfers ($50-$150/lead ≈ $111-$500 cost per job) compared to shared leads (10-20% conversion, $25-$90/lead = $125-$900/job). Prioritize exclusive emergency repair calls during peak weather and respond immediately. Exclusive calls outperform shared web forms because there is zero competition and the homeowner is on the line now.
HVAC Lead Generation: Complete Guide for Contractors
Everything HVAC contractors need to know about generating, buying, and converting leads in 2025. Data-backed strategies, ROI calculators, and seasonal tactics.
Table of Contents
HVAC Lead Costs by Type (2025)
HVAC leads range from $10 for exclusive web forms to $150+ for live-transfer calls. Live transfers and other exclusive phone leads cost more upfront but deliver the strongest conversion and ROI; shared web forms are cheaper but require speed and face heavy competition.
Live Transfers
- Homeowner on line immediately
- 100% exclusive (no competition)
- Often hits $200+ in premium metro install jobs
Callback Leads
- Scheduled call time; homeowner expects you
- 100% exclusive
- Great for installs, maintenance, and financing discussions
Shared Web Leads
- Sold to 3-6+ contractors
- Requires sub-5-minute response to compete
- Best for volume; quality varies seasonally
Exclusive Web Leads
- One contractor only (own site or exclusive partner)
- Lower cost than calls; strong for installs & maintenance
- Still benefits from fast follow-up
HVAC Cost Per Job Analysis:
Live transfers cost $50-$150 and convert at 30-45%, resulting in roughly $111-$500 per booked job (often toward the lower end at $75-$125 calls). Callback leads ($30-$100, 20-35% conversion) land around $86-$500. Exclusive web leads ($10-$50, 25-35% conversion) often sit between $29-$200. Shared web leads ($25-$90, 10-20% conversion) can balloon to $125-$900 per job because you are competing with multiple contractors. Paying more upfront for exclusive, immediate connections usually lowers true acquisition cost.
Best Lead Types for HVAC Contractors
Not all HVAC leads are created equal. Understanding the different lead types and when to use each will maximize your conversion rate and profitability.
1. Emergency Repair Leads
No heat in winter / No AC in summer
Emergency HVAC leads have the highest conversion rate due to urgent need. Homeowners experiencing no heat during winter or no AC during summer heat waves are ready to hire immediately. These leads close fast but typically have lower job values ($300-$800).
Immediate revenue, quick wins
Summer (cooling), Winter (heating)
$300-$800
2. Installation/Replacement Leads
New system installs, full replacements
System installation and replacement leads have lower conversion than emergencies but significantly higher job value ($5,000-$12,000). These homeowners are shopping and comparing, so fast response and competitive pricing are crucial. Focus on financing options and energy efficiency benefits.
High-ticket sales, profit growth
Spring, Fall (mild weather)
$5,000-$12,000
3. Maintenance Contract Leads
Annual tune-ups, preventative service
Maintenance leads convert well (30-40%) and offer recurring revenue potential. While individual job value is lower ($200-$500/year), these customers often convert to larger jobs when their system eventually fails. Build long-term relationships and upsell opportunities.
Recurring revenue, customer retention
Year-round (schedule ahead)
$200-$500/year
HVAC Lead ROI Calculator
Calculate your true cost per job based on your current lead source and conversion rate.
Save $88 per job by switching to LeadHelpline HVAC live transfers
Seasonal HVAC Lead Strategies
HVAC is a highly seasonal business. Smart contractors adjust their lead budget and strategy based on weather patterns and demand cycles.
Summer (Cooling Season)
June - August
- Peak emergency calls: AC failures during heat waves convert at 45-50%
- Increase budget: Demand is highest, so increase weekly budget by 50-100%
- Prioritize live transfers: Speed matters for no-AC emergencies
- Upsell opportunities: Failed units often need replacement—present financing
Winter (Heating Season)
December - February
- No-heat emergencies: Critical urgency in cold climates, 40-50% conversion
- Geographic targeting: Focus on coldest regions in your service area
- Fast response critical: 24/7 availability boosts conversion significantly
- Furnace replacements: Cold weather motivates system upgrades
Spring (Pre-Cooling)
March - May
- Installation season: Homeowners replace units before summer heat
- Focus on new installs: Higher job value ($5K-$12K), 25-35% conversion
- Maintenance contracts: Sell tune-ups and annual service agreements
- Less urgency: Conversion slower but job value higher
Fall (Pre-Heating)
September - November
- Furnace replacements: Prepare for winter, good time for installs
- Heating tune-ups: Preventative maintenance before cold weather
- Moderate competition: Less crowded than peak summer/winter
- Balance lead types: Mix of repair, maintenance, installation
HVAC Industry Benchmarks (2024)
Understanding industry averages helps you gauge your performance and identify areas for improvement.
| Metric | Emergency Repair | Installation | Maintenance |
|---|---|---|---|
| Conversion Rate (Live Transfer) | 40-50% | 25-35% | 30-40% |
| Conversion Rate (Shared Lead) | 15-20% | 5-10% | 8-12% |
| Average Job Value | $300-$800 | $5,000-$12,000 | $200-$500/year |
| Typical Profit Margin | 40-50% | 20-30% | 50-60% |
| Time to Close | Same day | 3-7 days | 1-3 days |
| Peak Season | Summer, Winter | Spring, Fall | Year-round |
| Cost Per Acquisition (Live Transfer) | $110-$375 | $170-$600 | $75-$333 |
Top Performer Benchmarks
- 50%+ conversion on emergency calls
- Response within 2 hours (ideally faster)
- Upsell 30%+ of repairs to installs
- Convert 40%+ of quotes to closed deals
Goals to Target
- Under $200 cost per job for live transfers
- 3:1 revenue-to-lead-cost ratio minimum
- 20% year-over-year growth in installations
- Build recurring revenue via maintenance contracts
Common HVAC Lead Generation Mistakes
Avoid these common pitfalls that waste money and reduce conversion rates.
1. Treating All HVAC Leads Equally
The Mistake: Using the same approach for emergency no-AC calls and scheduled maintenance inquiries.
The Fix: Segment leads by urgency. Emergency calls need immediate response (live transfers excel here). Installations need quotes and financing options. Maintenance needs scheduling and relationship building.
2. Not Adjusting Lead Budget Seasonally
The Mistake: Spending the same amount on leads in April (low demand) as July (peak AC season).
The Fix: Increase budget 50-100% during peak summer (cooling) and winter (heating) months when demand and conversion are highest. Scale back during mild spring/fall when demand drops.
3. Accepting Shared Leads During Peak Demand
The Mistake: Buying cheap shared leads when demand is high and every HVAC contractor is competing.
The Fix: During peak seasons (summer heat waves, winter freezes), exclusive live transfers deliver far better ROI. You're competing with 10 other contractors on shared leads when everyone is busy—conversion plummets. Pay more for exclusivity when it matters most.
4. Poor Response Time for Emergency Calls
The Mistake: Calling back emergency no-AC or no-heat leads hours later.
The Fix: Emergency HVAC calls need immediate response—within minutes, not hours. Live transfers solve this by connecting you instantly. For callback leads, set up alerts and aim for sub-5-minute response during peak seasons.
5. Focusing Only on Cost Per Lead Instead of Cost Per Job
The Mistake: Choosing $25 shared leads over $85 live transfers because they're cheaper.
The Fix: Calculate true cost per won job. $25 shared leads at 10% conversion = $250 per job. $85 exclusive live calls at 40% conversion ≈ $213 per job. The "cheaper" lead costs you more time—and often more money—per sale.
6. Not Tracking Conversion Rates by Lead Source
The Mistake: Buying leads from multiple sources without knowing which convert best.
The Fix: Track every lead source separately. Measure conversion rate, average job value, and cost per job for each. Double down on what works, cut what doesn't. Most contractors discover live transfers outperform everything else 3-5x.
HVAC Lead Generation Sources Compared
How LeadHelpline stacks up against other HVAC lead generation options.
| Lead Source | Lead Cost | Conversion | Cost Per Job | Exclusivity |
|---|---|---|---|---|
| LeadHelpline (Live Transfer) | $75-$120 | 30-45% | $167-$400 | 100% Exclusive (live call) |
| HomeAdvisor / Angi | $15-$100 | 6-12% | $125-$1,667 | Shared (3-6 contractors) |
| Thumbtack | $10-$50+ | 5-15% | $67-$1,000 | Shared (3-10 contractors) |
| Modernize / Networx (shared real-time) | $30-$120 | 10-20% | $150-$1,200 | Shared (real-time quote competition) |
| ConXpros (Live Calls) | $45-$100 | 25-40% | $113-$400 | Exclusive live calls |
| ConXpros (Web Leads) | $45-$85 | 15-25% | $180-$567 | Semi-exclusive |
| Service Direct (PPL) | $25-$90 | 20-35% | $71-$450 | Exclusive inquiries |
| 99 Calls | $15-$59 | 15-30% | $50-$393 | Mostly exclusive / semi-exclusive |
| 5Estimates / Peak Marketing | $10-$48 | 25-35% | $29-$192 | Exclusive web form leads |
| Google Local Services Ads | $25-$90 | 15-30% | $83-$600 | Exclusive (Google Guarantee) |
| Google Ads (PPC to calls/forms) | $30-$100+ | 10-20% | $150-$1,000+ | Exclusive (your traffic) |
Why LeadHelpline Wins for HVAC Contractors:
- Lower cost per job: Exclusive live calls typically land around $170-$300 per booked job vs $250-$900+ for shared web leads.
- Highest conversion: 30-45% for live transfers, 3-4x better than shared leads
- Immediate connection: No waiting, no competition, homeowner on the line now
- No contracts or minimums: Unlike PPC (requires ongoing management) or HomeAdvisor (annual contracts)
- Pre-qualified leads: Every lead is vetted for genuine need and intent before transfer
HVAC Lead Generation FAQs
Common questions from HVAC contractors about lead generation.
How much do HVAC leads cost?
Live-transfer calls typically run $50-$150 per lead (can reach $200+ for premium install jobs in big metros). Callback/phone leads are ~$30-$100. Shared web form leads are ~$25-$90, while exclusive web form leads range $10-$50. Prices climb during heat waves/cold snaps and in competitive cities.
What is a good close rate for HVAC leads?
Exclusive phone leads (live transfer or scheduled callback) commonly convert 30-45% to booked jobs. Exclusive web form leads average 25-35%. Shared web leads often land 10-20% per contractor because 3-6+ companies call the same homeowner.
Should I buy emergency or maintenance leads?
Emergency repair leads have the highest conversion (40-50%) and fastest close time, but lower job value. Installation/replacement leads convert at 25-35% but have much higher job value. Maintenance contract leads offer recurring revenue. We recommend a mix based on your capacity.
How do I calculate ROI on HVAC leads?
Use cost per job (CPJ): Lead Cost ÷ Conversion Rate. Example: $85 exclusive live transfer ÷ 40% conversion ≈ $213 CPJ. Keep marketing at ~10-15% of job revenue (e.g., $40-$60 CPJ for a $400 repair, $150-$200 CPJ for an $8K install is healthy).
What's better for HVAC: live transfer or callback leads?
Live transfers (30-45% conversion) are best for emergencies because the homeowner is on the line. Callback leads (20-35%) work well for installs/maintenance when the customer expects your call. Exclusive web leads (25-35%) are cheaper but still need <5 minute response. Shared leads (10-20%) only work with speed and aggressive pricing.
How quickly should I respond to HVAC leads?
For live transfers, you're already on the phone immediately. For callback leads, respond within 5 minutes for best results. HVAC emergencies (no heat, no AC) have very high intent, and fast response dramatically improves conversion.
Do HVAC leads work year-round?
HVAC lead demand is seasonal. Peak seasons are summer (cooling emergencies) and winter (heating failures). Installations often spike in spring/fall. Off-season leads can be cheaper but include more “tire-kickers.” Increase budget during peak weather when conversion is highest.
What information comes with an HVAC lead?
Live transfer leads connect you directly with the homeowner. Callback leads include: homeowner name, phone number, address, service needed, urgency level, and any specific details they provided (e.g., "AC not cooling, upstairs unit").
Can I target specific HVAC services?
Yes. You can specify which HVAC services you want leads for: residential/commercial, repair/installation/maintenance, heating/cooling/both, and even specific equipment brands if you specialize.
How do HVAC lead costs compare to Google Ads?
Google Ads and Google Local Services often net $30-$100+ per HVAC lead once clicks convert. With 15-25% close rates, that pencils to roughly $120-$667 per job plus ongoing ad management. Exclusive live transfers at $75-$125 with 30-45% close typically land ~$170-$417 per job and require far less nurturing.
What is the average HVAC job value from these leads?
Emergency repairs average $300-$800. System replacements frequently reach $8,000+ (and can exceed $12,000). Maintenance contracts average $200-$500/year. Paying $75-$125 for an exclusive call that converts ~35-40% keeps acquisition near the 10-15% marketing-to-revenue guideline.
Do I compete with other contractors for these leads?
No. LeadHelpline leads are 100% exclusive. Unlike shared lead platforms that sell the same lead to 5-10 HVAC contractors, you're the only one who receives each lead. This eliminates competition and dramatically improves conversion.
How many HVAC leads can I expect per week?
Volume depends on your service area, budget, and season. Typical contractor receives 10-30 leads/week. You control volume via weekly budget caps. During peak summer/winter, you may need to increase budget to capture high-demand emergency calls.
What if I get a lead outside my service area?
We use your zip code targeting settings to only send leads from areas you serve. If you receive an out-of-area lead due to error, contact support within 48 hours for a credit.
Can I pause HVAC leads during busy periods?
Yes. Pause and resume anytime from your dashboard. Many HVAC contractors pause during peak heat waves or cold snaps when they're fully booked, then resume when capacity opens up. No penalties or fees for pausing.
Ready to Fill Your Schedule?
Join thousands of contractors growing their business with LeadHelpline. No contracts, pay as you go.