Leveraging Building Intel: Monitoring HVAC Systems, Equipment, Warranties, and Contracts for Smarter Sales Outreach

As a commercial HVAC contractor or sales manager, you know that data can be a powerful tool for growing your business. Thanks to IoT devices, cameras, sensors, data visualization tools, and integrations with equipment management software, buildings are getting smarter every day.

However, the most valuable information—like which buildings have aging HVAC systems or when equipment warranties are about to expire—often feels just out of reach. It’s hidden away in internal databases or scattered across various sources, making it difficult to access when you need it most.

But what if you had a tool that could track all of that for you? A tool that gives you instant access to equipment asset data, warranties, HVAC contracts, and even aerial imagery. It also shows intent data, helping you identify which property owners and facility managers are actively searching for the solutions you offer.

In this article, we’ll explore how property intelligence software for HVAC contractors helps you uncover hidden opportunities and take your sales outreach to the next level.

How Can Property Intelligence Track Commercial HVAC Systems?

Property intelligence software leverages data from multiple sources to give you a comprehensive view of your target buildings. It doesn’t just collect data—it organizes and transforms that information into actionable insights that you can use to make smarter decisions.

1. Monitoring Equipment Asset Data

Convex’s property intelligence tracks the current state of HVAC systems, including the age of equipment, its contracts, and permit histories. This allows you to identify aging systems that are likely nearing the end of their lifecycle, giving you the perfect opportunity to approach clients for replacement or upgrades.

2. Tracking Warranties and Contracts

Knowing when warranties are about to expire is gold for any HVAC contractor. Property intelligence software keeps track of warranty expiration dates and HVAC service contracts, ensuring you’re always ready to reach out before a client’s system is out of coverage. This not only boosts your sales outreach but also strengthens client relationships by offering timely service before they even realize they need it.

3. Aerial Imagery for Site Assessments

With aerial imagery, property intelligence can help you assess commercial properties without ever stepping on-site. This allows you to evaluate building layouts and HVAC installations and even determine where upgrades or new installations would be most effective. Visualizing the property allows you to offer more tailored proposals and streamline your approach.

4. Intent Data for Proactive Outreach

One of the most powerful aspects of Convex is its ability to track intent data. Signals (our proprietary buyer intent tool) reveal which property owners or facility managers are actively searching for HVAC services, equipment upgrades, or new installations. By tapping into this data, you can proactively reach out to prospects at the moment they’re most likely to need your solutions.

Leveraging these data points allows your team to be strategic with outreach and proactive rather than taking “shots in the dark”—putting you one step ahead of your competition.

Commercial HVAC System Opportunities

Using Building Data to Target Clients

With building data, you can approach clients proactively with solutions. An effective outreach strategy tailored to your business needs and target personas can enhance this approach. Here are six ways to use this data to find new opportunities to close sales:

  1. Warranties about to Expire: Reach out to clients whose HVAC system warranties are about to expire. Offer them an equipment service plan that guarantees regular maintenance and ongoing support.
  2. Aging Systems: Identify aging buildings with outdated HVAC systems and propose upgrades or replacements before the system breaks down. With detailed information on equipment age, service history, and permits, you can confidently approach these clients with tailored solutions.
  3. New Construction Projects: Monitor building permits to discover new construction projects in your target area. Contact project owners and managers directly to pitch your services for their upcoming HVAC needs.
  4. Intent Signals: Use intent data to reach out to prospects showing active interest in services or products similar to yours. Tailor your messaging based on a holistic understanding of their data, not just one single factor.
  5. Upcoming Maintenance Needs: By looking at permit history, you can see when a building’s HVAC system was installed and predict its need for service or maintenance. You can get ahead of the competition and offer maintenance plans to businesses before they even ask for them.
  6. Inefficient Setups: Use data analytics to find inefficient HVAC setups, which often mean higher energy consumption and higher costs for the building owner. To help them save money, you can offer solutions like energy-efficient rooftop units or cooling systems.

Using Technology for Better Sales Strategies

Property Intelligence

Convex’s tools, like Atlas, Signals, and Generative AI, help commercial HVAC sales reps find opportunities by combining property and equipment data. These tools are particularly effective for businesses dealing with commercial air conditioning, heating, mechanical, and comfort systems. This gives you visibility to predict which buildings have upcoming maintenance contracts or need HVAC system upgrades.

Here’s how it works:

1. Log in and Check Signals  

Start by logging into Convex and checking the “Signals” category—our proprietary buyer intent data—to see who’s in-market and ready to buy. These signals provide intent scores based on various factors, helping you prioritize high-value prospects.

2. Search for Properties, Accounts, and Contacts  

Search for properties or accounts that align with your products and services. This could be anything from specific equipment or a property type (e.g., hospital, airport) to individual contacts, job titles, account names, or tenant information. Convex’s property intelligence includes key insights such as permit histories, building age, square footage, ownership, transaction details, and equipment data, making identifying and closing new leads easier.

3. Leverage Generative AI for Personalized Outreach  

With just two clicks, use Generative AI—trained on buyer signals, firmographic data, and your company’s contact data—to send a personalized email or draft a phone script. The AI uses data like job titles, decision-maker information, and property history to craft targeted messages that resonate with prospects.

4. Automate Follow-ups and Manage Leads  

After outreach, set up automated follow-ups or reminders and track the lead in your CRM. Convex allows you to export lists of prospects, assign stages, tag coworkers, and assign dollar values to leads, offering light CRM functionality for lead management. Integration with CRMs like Salesforce or HubSpot ensures seamless pipeline tracking.

According to Salesforce, sales reps spend 21% of their time on lead research, prospecting, and outreach. Convex can do the exact same tasks in 3- 5 minutes. When you combine this level of insight with the speed and simplicity of Convex, you can create better outreach strategies and close more deals.

Outreach with HVAC-Specific Data

Roofers looking at sunset

How to use Heating and Cooling Systems Data for Proposals

When contacting prospects, having data on their HVAC systems can make all the difference. Here are two recommendations for writing winning proposals:

  • Energy Efficiency: Data on the efficiency of existing systems can be used to show how upgrading to energy-efficient systems like heat pumps can save the client money. For example, if a building’s heating system is old, you can propose a more efficient solution to reduce their operational costs.
  • Equipment Age: If your data shows a building’s mechanical system is nearing its end, create a tailored offer for a replacement or upgrade. This proactive approach not only helps the client avoid unexpected downtime but also positions your business as a trusted partner for future services. Providing quality service ensures that clients receive effective solutions tailored to their specific needs.

Three Strategies to Grow Your HVAC Business

Strategy 1: Find High-Value Commercial HVAC Services Opportunities

The first step to growing your business is identifying the best leads by understanding and addressing your customers’ needs. Property intelligence by Convex allows you to:

  • Focus on buildings with aging HVAC systems, using data to target properties that need attention now. Whether it’s outdated equipment or inefficiencies driving up costs, you’ll know exactly which buildings are ready for an upgrade.
  • Target clients with contracts up for renewal, offering them better service, extended warranties, or cost-effective solutions that meet their immediate and long-term needs.

By using property intelligence tools, you can prioritize high-value leads, focusing on the properties that are most likely to convert, which in turn increases your conversion rates and drives new business.

Strategy 2: Outreach with Data-Driven Insights

Sales outreach shouldn’t feel like throwing darts in the dark. With Generative AI, CRMs, and marketing automation software, you can take your outreach strategy to the next level by making it precise, personalized, and timely. Here’s how:

  • Automate outreach through emails and calls that are personalized to specific building profiles and HVAC needs. Whether you’re reaching out to a hospital or a commercial office, your messaging will hit home.
  • Highlight key insights, such as equipment inefficiencies, energy consumption issues, or upcoming maintenance requirements, in your outreach to make your proposals more relevant and compelling. This way, your clients will see the value in your solution before they even ask for it.

Strategy 3: Building Ongoing Client Relationships

Long-term success in commercial HVAC isn’t just about landing the sale—it’s about building lasting relationships. Here’s how you can ensure you stay top-of-mind with clients long after the initial installation:

  • Offer maintenance plans tailored to each client’s HVAC system and energy needs, ensuring their equipment runs efficiently and with minimal downtime. These plans create recurring revenue and demonstrate your commitment to keeping their systems in top shape.
  • Provide regular updates on the latest energy-efficient solutions or building automation systems that can save your clients money and improve their infrastructure. By staying proactive, you position yourself as their trusted advisor, not just a vendor.

Case Study: How a Commercial HVAC Company Doubled Revenue by Targeting HVAC Systems on Properties

HVAC System

Comfort Systems leveraged Convex to double its business within four years by optimizing its prospecting efforts and dramatically decreasing the time needed to onboard new sales representatives.

Atlas enabled targeted property searches of equipment asset data, warranties, and contracts, saving hundreds of prospecting hours and improving pipeline efficiency.

Because of this, new hires are hitting their performance goals in just two to three months instead of the six to nine months it used to take. That’s why Comfort Systems has made Convex a key part of its growth strategy.

For more details, you can check the full case study here.

Conclusion

Tradeshow

With Convex, something remarkable happens. Commercial HVAC contractors don’t just stumble upon new business—they find it with precision. The data isn’t noise; it’s a roadmap. It tells you who needs what and when. When you pair that information with thoughtful, personalized outreach, you’ll send the right message to the right person at the right time.

It’s not just about finding the next opportunity; it’s about creating relationships. That’s what separates those who succeed from those who thrive. The difference is simple: data-driven intelligence.

Ready to see how these tools can change the game for your business?

Schedule a demo of Convex and start leveraging property intelligence to find new deals today!

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