We run clearly scoped operational services where “done” is defined upfront, and HVAC QOP measures delivery on completed outcomes — not hours, seats, or general activity.
PeopleProcessPerformance
expertise in
Mechanical Contracting
Building stronger, more connected teams
Two pillars of scalable growth
Slow hiring shouldn’t stall your ability to serve customers and grow. HVAC QOP helps you find the right operational help and takes ownership of mission-critical workflows. You don’t pay for seats or shifts — you pay for work that’s complete and measurable. One partner to staff up and drive measurable execution.
Built to scale growth
Work measured by results
Hire better talent
Outcome based operations support
At QOP, we deliver defined, measurable operational outcomes—not headcount, shifts, or generic 'support.' HVAC companies partner with us to offload recurring workflows without the burden of hiring, managing, or scaling additional staff. Our focus is on predictable execution driven by clear completion rules, ensuring your billing is strictly tied to finished work rather than time, seats, or vague effort. We provide the operational capacity you need to scale, without the traditional overhead of internal management.
QUALITY OPERATIONS, QUALITY TALENT, REAL IMPACT,
A model built around defined outcomes
HVAC QOP operates on an outcome-based model, where services are billed only when work is completed and verifiable under defined rules. The process starts with a discovery call to pinpoint which services matter most and to establish clear definitions of “done” for your team. We then work with your systems to integrate the workflow so work transfers seamlessly between teams. For tasks that don’t lend themselves to strict definitions, we offer a traditional monthly option with a dedicated specialist.
Our most requested services
Call Handling & Callback Recovery
Handle inbound service calls and recover missed callbacks with clarity
We handle service requests end-to-end: answering live calls, capturing customer details, assessing urgent HVAC issues, and recovering missed calls with documented callbacks so nothing is lost in the queue. The output is a clean, auditable call record with clear disposition and next steps that keeps your office responsive and efficient even under peak demand.
Appointment Booking & Scheduling
Process customer appointment requests, reschedules, and cancellations accurately
We manage customer-facing appointment actions — from new service bookings to reschedules and cancellations — with documented outcomes that keep your calendar accurate. Every completed interaction updates dispatch and office schedules so technicians aren’t delayed by double-books or missing context. This helps reduce frustrations and keeps service commitments on track with customer expectations.
Dispatch Board Coordination
Assign technicians and adjust the dispatch board after bookings exist
HVAC QOP coordinates technician assignments and dispatch-board changes, ensuring field teams have clear operational assignments and site-specific requirements. We update capacity, priority flags, and job notes in real time—communicating critical data like gate codes and safety protocols before the truck rolls. The result is a dispatch board reflecting the real-time plan, giving your office total clarity while minimizing travel delays and site-access inefficiencies.
Estimate / Quote Follow-up
Execute systematic follow-up outreach on open estimates with status logs
We run a structured follow-up cadence on open estimates — calling or messaging and capturing outreach outcomes and updated statuses — so quotes don’t stall indefinitely. By documenting follow-up attempts and dispositions, HVAC QOP gives your operators a reliable view of what’s progressing, what needs escalation, and what’s blocked, helping you close more work and avoid lost revenue opportunities.
Customer Reminders & ETA Updates
Send proactive service reminders and ETA updates while logging replies
We send proactive reminders and ETA updates tied to scheduled work, and handle customer replies with logged dispositions so you reduce no-shows and avoid constant inbound status calls. Whether it’s reminders, “on my way” notices, arrival window changes, or delay messages, each communication is captured with evidence, helping technicians and customers stay aligned.
Maintenance Plan Administration
Manage maintenance plan renewals, status updates, and scheduling included visits
We manage maintenance plan renewals, update plan statuses, and schedule included visits so your preventive services run on their intended cadence. From reminders and renewal outreach to booking covered maintenance visits, HVAC QOP helps keep plans active and prevents gaps that lead to deferred maintenance. Any benefit or pricing decision points are routed cleanly back to your team.
Tailored Service
Custom work items built around your workflow
You tell us the workflow you want off your plate. We map it into clear work items, define inputs and “done”, set exception rules, then connect it to the right systems so delivery is consistent and auditable with HVAC QOP.
Dedicated Full-Time Specialist
Flexible tasks that do not fit our fixed outcome model
If a traditional model fits better, you can work with a dedicated full-time specialist through us. They focus on your workflows day-to-day, integrate into your tools where needed, and handle a wider mix of tasks that are hard to standardize into work items.
Frequently Asked Questions
Everything you need to know
How do we decide what services to start with?
We begin with a discovery call, then prioritize the services creating the most operational load or business risk for your HVAC team, as long as they can be defined with clear completion rules, because HVAC QOP only takes on work that can be scoped tightly enough to execute consistently.
How does work enter the workflow?
It depends on the service — work can enter through integrations, system triggers, scheduled batches, shared queues, or an agreed handoff process with your team, and we define the intake method per service so there’s a consistent flow.
Do you work in our systems or your systems?
We operate in whatever system makes delivery clean and trackable — sometimes directly in your tools, sometimes in ours, or connected both ways so the workflow stays aligned with dispatch, scheduling, or field communication.
How do you define what counts as “complete”?
Each service is broken into outcome types with written completion rules, and if evidence is required — like a confirmation, status change, record update, or log note — that requirement is defined upfront so “done” is unambiguous.
How does pricing work?
Pricing is outcome‑based, with each outcome type having a unit price tied to its completion rules. Most clients use a recurring service credit or minimum commitment, with completed outcomes drawing down usage and overages billed at the same unit price while out‑of‑scope or blocked items are not treated as completed outcomes.
What does onboarding look like?
We align on scope and outcomes, confirm the intake method, set up the tooling or integrations required, then run a short ramp to validate that completion rules match real field work — after which delivery runs in steady state using the same definitions and pricing.
“We brought HVAC QOP in to remove two recurring bottlenecks: owning a clearly defined queue of operational work, and staying on follow‑ups so things don’t stall after initial contact. Within the first few weeks, we had well‑defined work items, clean intake mechanisms, and a steady completion rhythm our team finally trusted.
The big difference is that it’s not about ‘support hours’ or vague coverage. We know exactly what was completed, what’s happening now, and what’s blocked. HVAC QOP plugged into our systems and workflows, and we only pay for outcomes we can verify. Our persistent backlog stopped accumulating, turnaround became predictable, and we eliminated much of the internal effort spent chasing updates.”
George Sinclair
VP of Operations
Real stories of growth