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How to Track Equipment Age for Proactive Sales

Know when customer equipment is due for replacement and reach out before it fails.

What You'll Need

Steps

1

Know your equipment lifespans

Different equipment has different expected lifetimes.

  • Water heaters: 8-12 years
  • HVAC systems: 15-20 years
  • Furnaces: 15-20 years
  • Roofs: 20-25 years (asphalt shingles)
  • Research lifespans for equipment you work on
Tip: Equipment in hard water areas or heavy use may need replacement sooner.
2

Create an equipment tracking spreadsheet

Simple tracking works great.

  • Create columns: Customer | Equipment Type | Brand | Install Date | Age | Expected Lifespan | Replacement Year
  • Add existing customers and their equipment
  • Calculate Replacement Year = Install Date + Lifespan
  • Sort by Replacement Year to see who needs attention soon
3

Collect data during service calls

Build your database over time.

  • When on a job, note equipment make and model
  • Look for install date stickers or manufacture date codes
  • Ask: 'How long have you had this?'
  • Add to your spreadsheet after each job
Tip: Manufacture date is usually in the serial number. Google '[brand] serial number decoder.'
4

Set up replacement reminders

Reach out before equipment fails.

  • Filter for equipment reaching replacement age this year
  • Add calendar reminders to reach out
  • Or create a monthly task: 'Review aging equipment list'
  • Contact customers 6-12 months before expected replacement
5

Create an outreach message

Reach out proactively.

  • Use ChatGPT: 'Write a friendly email to a customer whose [equipment] is [X] years old, suggesting they consider replacement before it fails. I'm a [trade] business.'
  • Personalize with their name and equipment details
  • Emphasize benefits of planned vs emergency replacement
  • Offer a free inspection or quote

You're Done!

You now track equipment age! Proactive outreach wins jobs before emergencies happen.

Pro Tips

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