If you cannot say which channel produced last month's jobs, every marketing decision is a guess. Reporting fixes that. We track each call, text and enquiry back to where it came from, and report what each channel cost and what it booked. It is the least glamorous service we offer and usually the one that saves the most money.
What it is
The answer first: lead tracking at the source, and a report that ties leads to cost and outcome.
Tracking covers calls from the website, the Google Business Profile and ads; texts and enquiries from the site; and repeat bookings from reminders sent to past customers. The report then joins those leads with spend and, where your team records it, the outcome: booked, quoted, lost or not a fit.
Who it is for
Reporting suits any HVAC company spending money on marketing, but it matters most for three groups.
- Owners who pay an agency and receive traffic charts instead of lead counts.
- Companies running several channels at once and unsure which one works.
- Firms with seasonal swings that want to plan budgets from their own history rather than from someone else's averages.
What is included
The report is built around the questions an owner actually asks.
| Question | What the report shows |
|---|---|
| Where did leads come from? | Leads by channel: profile, organic, ads, referrals, reminders |
| What did they cost? | Spend and cost per lead for each paid channel |
| Did we answer? | Calls answered, missed and returned |
| Did they book? | Booked jobs and booking rate by channel, where outcomes are recorded |
| What changed? | A labelled note on what moved and our reading of why |
Plan levels set the frequency: monthly reporting on Starter, weekly on Growth, and a real-time dashboard with monthly strategy calls and custom reporting on Elite. See pricing.
Timeline
Call and enquiry tracking is usually in place within the first weeks. The first full month of data is the baseline; every later report compares against it. If you have historical data from your phone system or CRM, we use it to see seasonal patterns sooner.
How results are measured
A worked example of the numbers that matter: suppose a month brings 120 leads, of which 30 came from ads costing $3,000, 50 from the Google profile, 25 from organic search and 15 from referrals. Ads cost $100 per lead. If 12 of the 30 ad leads booked, the cost per booked job from ads was $250. Without the booking data, the profile and ads would look similar; with it, you can see which deserves the next dollar. HVACDeal.ca, one of our named results, generated 500+ leads at a 12:1 ROI, a figure that can only be stated because the tracking existed.
What a good first report looks like
The first full report is short. It shows the baseline month: how many leads came in, from where, how many calls were missed, and what each paid channel cost. It names the two or three things we will change next month and the number each change should move. Later reports compare against that baseline, so progress, or the lack of it, is visible without interpretation. If your team records outcomes, the report adds booked jobs and booking rate by channel, which is where the real decisions are made.
Mistakes to avoid
The answer first: reports fail when they measure activity instead of outcomes.
- Traffic as the headline. Visits are not jobs.
- No missed-call count. A channel can look weak when the real problem is unanswered phones.
- Untracked follow-ups. Reminder messages to past customers are cheap and should be counted separately. Our CASL report covers the consent rules.
- Changing everything at once. If three channels change in one month, nobody can tell which change worked.
Reporting connects to every other service, from ads to local search. HVAC.Report is a marketing service for HVAC companies, not a contractor. Call, text or email to set up tracking.
Frequently asked questions
What does a monthly report include?
Leads by source, cost per lead by paid channel, calls answered and missed, booked jobs where your team records them, and a short written note on what changed and why. Numbers come first; commentary is labelled.
Do I keep the tracking and the data if I leave?
Ownership of accounts and data is set out in writing in your proposal. Our practice is that analytics, ads and profile accounts are set up in your name so they stay with your business.
Can you track booked revenue, not just leads?
Yes, if your team records the outcome of each lead, either in a CRM or a simple shared sheet. CRM integration is part of the Growth plan and above.
How often will I get a report?
Monthly reporting comes with Starter, weekly reporting with Growth, and a real-time dashboard with custom reporting on Elite.