Client Onboarding for HVAC
The Client Onboarding workflow supports HVAC contractors by standardizing how new customers are guided into the project phase. It includes welcoming clients, reviewing equipment details, confirming schedules, and discussing communication preferences. By following this workflow, HVAC companies reduce miscommunication, improve professionalism, and set clear expectations from the beginning. Clients benefit from organized, reliable communication, while sales teams gain efficiency and accountability. With this onboarding system in place, HVAC contractors improve customer satisfaction, strengthen trust, and set every installation or service project up for success.
Confirm signed contract and project start date
Send welcome email or call to introduce the main point of contact
Share project timeline and key milestones with the client
Provide contact info for site supervisor or project manager
Review communication preferences (email, phone, text)
Go over payment schedule and invoicing process
Confirm access to site, keys, codes, or any necessary permissions
Review any HOA, city, or permit requirements with the client
Share expectations for job site cleanliness, safety, and hours
Set up internal kickoff meeting with project team
Deliver or confirm startup materials and documentation
Document all onboarding details in project management system
Schedule first site visit or workday
Maintain open line of communication during early stages
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