A high-growth HVAC contractor buried in back-office complexity

Veteran was scaling fast across Colorado but every completed job came with a wave of paperwork: permits across 20+ jurisdictions, rebate applications across multiple portals, and equipment registrations easy to miss between jobs. Without a dedicated back-office partner, money was slipping through the cracks.

Three cracks in the foundation

A Rebate Landscape Too Complex to Manage Alone

Xcel Energy rebates range from $2K to $13K+ per install. The state's HEAR program stacks on top of that. But capturing them requires precise documentation, multi-portal submissions, heavy coordination with program administrators, and active follow-up.

Permits Across 20+ Jurisdictions

Every installation required a permit filed with the correct building department across different jurisdictions, each with its own forms, fee structures, and review timelines.

Equipment Registrations Falling Through the Cracks

Manufacturer registration is required to activate warranty coverage but easy to forget between jobs. Missed registrations left customers exposed and contractors liable.

One team.
Full ownership. Immediate impact.

WorkHero stepped in as Veteran's dedicated back-office partner, taking complete ownership of everything that happens after the technician drives away.

Filed and tracked 179 permit applications across 20+ building departments
Submitted 157 rebate applications through Xcel Energy, Eli portal, and HEAR program
Collected all required documentation — QI forms, AHRI certs, geo-tagged photos, utility info
Completed 118 equipment registrations across 5 product categories
Managed full HEAR program workflow — pre-approval through post-installation submission

"A single missed heat pump rebate can cost a customer $10,000 or more. WorkHero makes sure that money ends up where it belongs.

Mike

Veteran Heating, Cooling, Plumbing & Electric

Request a Personalized Demo

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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