HVAC Customer Referral Form

Grow Your HVAC Business with Customer Referrals

Word-of-mouth referrals are the lifeblood of successful HVAC companies. When your satisfied customers recommend your heating and cooling services to friends, family, and neighbors, those leads convert at a much higher rate than cold outreach—and they come with built-in trust.

This HVAC Customer Referral Form template is designed for heating, air conditioning, and ventilation companies looking to formalize and scale their referral programs. Whether you're a small local HVAC contractor or a growing regional service provider, this template helps you capture high-quality leads while rewarding your loyal customers with cash bonuses for successful installations.

Built for HVAC Service Workflows

The form collects everything your team needs to qualify and prioritize referrals: the referred customer's contact information, property details, current HVAC system type, specific service needs (installation, repair, or maintenance), interest in preventative maintenance plans, and whether they require emergency service priority. This level of detail helps your dispatch and sales teams route leads appropriately and follow up with the right offer at the right time.

Your referring customers also provide their details for bonus tracking, making it simple to credit rewards once installations are completed. With Paperform's conditional logic, you can show different follow-up messages or calculate estimated bonus amounts based on system type or service tier—keeping referrers engaged and excited about the program.

From Referral to Revenue with Workflow Automation

Once a referral is submitted, you can use Stepper (stepper.io) to automate your follow-up workflow. Send the referral details to your CRM, notify your sales team via Slack or email, schedule a callback or site visit, and automatically track the referral's progress from lead to installation. When the job is completed, trigger a payment or bonus notification to the original referrer—closing the loop and encouraging more referrals in the future.

For HVAC companies managing seasonal demand spikes, maintenance contracts, and emergency callouts, this kind of automation keeps your pipeline organized and your customers happy.

Why Paperform for HVAC Referral Programs

Paperform gives HVAC contractors a professional, on-brand referral experience without needing a developer. Embed the form on your website, share it via email campaigns, or text it directly to customers after a successful service call. With SOC 2 Type II compliance and secure data handling, you can confidently collect customer and referral information while staying organized.

Whether you're rewarding customers with cash bonuses, service credits, or maintenance plan discounts, this template helps you turn satisfied customers into your best salespeople—and grow your HVAC business with trust and automation built in.