Construction · Mechanical & HVAC Services
A renewal-first revenue engine for a multi-residential HVAC contractor.
How Sector Growth set up HubSpot Sales Hub for Fountainhead Mechanical, a Calgary mechanical and HVAC maintenance contractor, around the buildings it services and the service contracts it has to renew.
- Industry
- Mechanical & HVAC Maintenance, Multi-Residential
- Client
- Fountainhead Mechanical (Calgary, Alberta)
- HubSpot Products
- Sales Hub
- Replaced
- Notion · spreadsheets · Microsoft Lists
- Scope
- Onboarding, data architecture & guided data migration, April to June 2026
- 2
- Pipelines: New Business and Renewals
- 3
- Renewal reminders: six months, three months, one week
- 4
- Record types imported in sequence, buildings first
- 5
- Person team trained to run and extend it
01 · The challenge
A contract business with no renewal system.
Fountainhead maintains mechanical and HVAC systems in multi-residential buildings on service contracts of one to three years, sold to condominium boards and property management companies with 30-day cancellation terms. Winning a building is only half the job; keeping it at renewal is where the economics are made or lost.
A manual pipeline, no renewals
- New business was tracked in Notion, spreadsheets and Microsoft Lists.
- No single view of opportunities, stage or value, and no forecasting.
- Renewal outreach depended on someone remembering an expiry date.
A complex relationship model
- Fountainhead sells to property management firms, but contracts belong to buildings.
- Managers change jobs and firms change mandates while the building stays put.
- A standard contact and company CRM would lose contract history every time.
Disconnected field and back office
- Site-visit equipment details went into a phone notes app, then were retyped into Excel.
- Simpro ran operations and billing and Proposify produced proposals, neither connected to sales.
- Web leads landed in shared inboxes.
02 · The solution
Model the business as it operates, then build the pipelines.
Fountainhead partner Adam Kaskiw arrived with a detailed requirements document. We turned it into a working system for a five-person team through a scoping call and kickoff, a sales process-mapping session, a data-migration working session and hands-on build workshops.
- 01
A data model built around the building
Buildings live in HubSpot's Listings object, property management firms as companies, managers and board contacts as contacts, and service contracts as deals associated to all three. A new manager is simply associated to the existing building and contract, so the history survives turnover.
- 02
A sequenced, repeatable migration
Our data lead designed the import order (buildings, then companies, contacts and contracts), using the record IDs from each step to build the next step's associations. Fountainhead ran the import from an example template and walkthrough videos, with our quality review.
- 03
Pipelines for a contract business
A New Business pipeline aligned to the process that starts in Fountainhead's service management system, and a Renewals pipeline running Renewal Identified, Internal Review, Schedule Performance Review, Board Presentation, Negotiation and Close, each with a dedicated owner.
- 04
Automation that protects recurring revenue
Closed Won creates a high-priority kickoff meeting task. A calculated property derives each renewal date from the start date and term, renewal tasks fire six months, three months and one week out, and semi-annual check-ins keep accounts warm.
- 05
Capture and integration design
Website tracking so forms create records, business lines ported into HubSpot calling, a mobile site-visit form for make, model, serial number and photos, and designs for Proposify proposals and the Closed Won hand-off to Simpro.
03 · The outcome
A sales foundation built to protect recurring revenue, not just record it.
Renewals became a managed process
Every contract carries a calculated renewal date and an owner, and outreach starts automatically months before expiry.
Contract history survives turnover
Tying contracts to buildings means property manager and management company changes no longer erase the relationship history.
One view of the pipeline
Partners see new business and renewals in one place, with stages that reflect how the business actually sells.
A consistent post-sale experience
Every new contract triggers the same kickoff action, so service starts quickly regardless of who closed the deal.
04 · Stack
Products & integrations used.
| HubSpot Sales Hub | New Business and Renewals pipelines, playbooks, sequences, dashboards and the sales workspace. |
|---|---|
| Listings object | A permanent record for each building, independent of who manages it. |
| Simpro | Hand-off of Closed Won contract value, term and renewal date designed for contract creation. |
| Proposify | Integration scoped to push deal data into proposals. |
| HubSpot forms and calling | Designed: web lead capture, a mobile site-visit form from Fountainhead's equipment template, and business lines ported into calling. |
Revenue that depends on renewals?
We model the CRM around what you sell and renew, so the next renewal conversation starts months before a contract is at risk.