Overview

Mountain West Heat Pump is a focused 8-person residential contractor specializing in cold climate heat pumps in the Denver area . Business was strong. Colorado was releasing lots of money to homeowners to install heat pumps. But managing the paperwork from these programs — Xcel Energy , HEAR, and others coming online — was eating hours per day of the owner's time.

WorkHero took the entire rebate process off Brad's plate handling every application, every portal, every follow-up, so the team could stay focused on installations.

Cracks in the foundation

Time-Intensive, Manual Submissions

Submissions required navigating complex utility portals, collecting documentation from technicians and homeowners, and using manual J information to calculate the heat load. . Multiply that by ~10 installs per week. The owner and his main sales guy just didn't have time to handle it all.

Cash Flow & Compliance Risk

In Colorado’s incentive-heavy heat pump market, money from rebates can take 8-12 weeks to actually hit a contractor's bank account. This is critical cash flow, especially for the small business owners out there.

One team.
Full ownership. Immediate impact.

Full Rebate Ownership. No More Escalations.

WorkHero stepped in and took end-to-end ownership of rebate operations:

Submitted 120+ rebate applications across Xcel Energy and HEAR programs
Collected all required documentation — equipment specs, load calcs, AHRI certificates, customer invoices, utility info
Tracked every application through its full lifecycle — submitted, pending, approved, paid
Flagged and corrected the ~10% of applications requiring additional information before approval
Returned 10–15 hours per week back to main salesperson Brad to focus on sales, installs, and growth

“Trying to find a good office manager is difficult and expensive. WorkHero filled that gap when we realized admin isn’t a core competency for most HVAC companies.”

Derek

Mountain West Heat Pump

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WorkHero hires the top 1% of HVAC office managers
+50 years of combined HVAC experience
750%+ invoice collection in first month
Scaled 1–5 truck shops 3–4×
60% cost savings compared to in-house staff
Average time savings of 20 hours per week
92%
Customer satisfaction
Rating by HVAC owner customers
92%
Customer satisfaction
by HVAC owner customers
Book a free business consultation
WorkHero hires the top 1% of HVAC office managers
+50 years of combined HVAC experience
750%+ invoice collection in first month
Scaled 1–5 truck shops 3–4×
60% cost savings compared to in-house staff
Average time savings of 20 hours per week

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