What does HVAC database reactivation cost?
HVAC database reactivation has several pricing models: software subscriptions, agency project fees or retainers, appointment-based fees, and fixed-price campaigns. Compare scope and total cost over the same period. Second Season’s 90-Day Comeback Sprint is $3,500 one time, or $1,500 for the first 5 founding shops until Dec 31, 2026.
What “database reactivation” means.
Reactivation means contacting customers and leads you already have, such as people served a year ago, unsold estimates, and lapsed maintenance members, to give them a reason to book. Second Season works with an HVAC shop’s own past customers.
The usual ways to win back
old customers.
What you might budget, and who owns the work. Your CRM may already automate much of it. Read the sourced DIY versus managed comparison.
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| Option | Illustrative cost | Who does the work | Booked-job guarantee |
|---|---|---|---|
| Marketing software or CRM add-ons | About $150–$6,000 in fees over 90 days. | You and your office | Check the provider’s terms; software fees pay for access to tools. |
| Full-service marketing agencies with email | About $1,500–$15,000 over 90 days. | The agency. Scope and contract length vary. | Provider-specific; check the written terms. |
| Pay-per-appointment AI calling or texting | About $50–$150 per appointment; setup fees may apply. | Their AI, by phone or text | You pay per booking; check the booking definition and any volume cap. |
| Second Season sprint | $3,500 one time ($1,500 for founding shops) | Us, by email, in your voice | 8 jobs in 90 days or free continuation. Under 8 at day 150: full refund and work ends when issued. Eligibility and terms. |
Illustrative budget ranges, not quotes or exhaustive market prices. Actual quotes may be lower or higher. Software and agency figures cover 90 days; appointment fees are per booking. Scope, list size, setup fees and booking definitions vary.
Estimate what your list could be worth.
Multiply the customer count by the share who have lapsed, then by an assumed return rate and average job value. Example: 1,500 customers × 40% lapsed × 1.5% returning × $300 = 9 jobs and $2,700 in booked revenue. These are example numbers, not our results or a forecast.
How much is your old list worth?
9 jobs · $2,700 booked revenue
Illustration, not a forecast. These are example inputs. Booked revenue is not profit; equipment, labor, and other job costs are excluded.
What drives the price.
- List size and how clean the records are.
- Channel, sending volume, and consent requirements.
- Who writes, sends, and handles replies.
- Contract length, setup fees, and ongoing fees.
- How a booked job is defined and confirmed.
Questions to ask any provider.
- What counts as a booked job, and who confirms it?
- Is there a setup fee or minimum term?
- Does the bill have a cap?
- How are unsubscribes and opt-outs handled?
- Who owns the customer list and campaign emails afterward?
Where Second Season fits.
We write and send seasonal win-back emails in your shop’s voice for 90 days for $3,500 one time. For shops with 800+ past customers with emails who reply to Friday check-ins, the guarantee is 8 confirmed booked jobs in 90 days or free continuation. If still under 8 at day 150, we refund the full sprint fee within 14 days and work ends when the refund is issued. We’re new and don’t have client results yet.
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How much does HVAC database reactivation cost?
HVAC database reactivation has several pricing models: software subscriptions, agency project fees or retainers, appointment-based fees, and fixed-price campaigns. Compare scope and total cost over the same period. Second Season’s 90-Day Comeback Sprint is $3,500 one time, or $1,500 for the first 5 founding shops until Dec 31, 2026.
Is pay-per-appointment cheaper?
It depends on the quoted rate, setup fees, booking definition, and volume. A per-appointment price can look small while the total grows with bookings. Compare written quotes for the same number of confirmed jobs; a fixed price is easier to budget.
How many jobs can a reactivation campaign book?
It depends on list size, time since the last visit, and season. We don’t publish averages because we don’t have our own client data yet. Our sprint guarantees 8 confirmed booked jobs in 90 days for lists with 800+ past customers with emails and replies to Friday check-ins, with free continuation or a refund under the published terms.
A useful next step, before you buy.
Read a sample written plan ↗
Check margins, capacity and break-even jobs ↗
Read approvals, tools and data-handling steps ↗