Callbacks waste time, eat up your labor, frustrate your techs, and worst of all, they stop you from making money. But have you ever sat down and actually calculated what they’re costing your business every year?
It’s probably more than you think.
Let’s break down why callbacks are so damaging, how to run the math on your own business, and how ACCA’s Quality Installation (QI) certificate program is helping contractors cut callbacks dramatically and put more money back in their pockets.
The hidden costs of callbacks
When a tech has to go back to a jobsite, you’re not just losing a little time. You’re paying for:
- Labor costs for the tech (including possible overtime)
- Overhead costs (office staff, admin, trucks, tools… everything keeps ticking)
- Lost revenue (in the time needed for that callback, you could have completed another paid job)
And that’s just the start. Callbacks also hurt your reputation, annoy your customers, and burn out your techs, especially when they’re stuck fixing old jobs.
When you factor in all of the above, each callback could be costing your business hundreds and hundreds of dollars.
Real-world example: Where your profits are disappearing
Let’s say your business does $2 million a year, running 2,200 service calls and 200 system installs last year. That’s pretty typical volume for a mid-sized contractor.
At a 5% callback rate (which is more common than we’d all like to admit), that’s about 110 service callbacks and 10 install callbacks.
Let’s do the math for you on service callbacks:
- Your tech’s time for 2 hours is about $100.
- Your office and admin overhead for those 2 hours is about $300.
- The lost opportunity to run a paying service call is another $250.
When you factor in all of the above, each service callback costs you around $650.
Install callbacks take 3 hours, so the cost jumps to $850.
Based on those calculations, you’re losing $80,000 per year, just from do-overs.
Why checklists aren’t enough
You may already have checklists in place to help reduce the number of tech errors and callbacks. But too often, they’re filled out on autopilot, after the job’s done, or copied from another job just to close the ticket. They aren’t a guarantee of quality, and they don’t make a meaningful dent in callback frequency.
What you need is a process that makes it easy to do it right the first time, every time, and that holds everyone accountable, without micromanaging.
QI Certificates: Real verification. Real results.
ACCA’s Quality Installation (QI) certificates aren’t another paper checklist. They’re performance-based proof that your installs meet industry standards. The QI workflow is powered by the measureQuick app, which uses real-time system data to verify everything’s working the way it should before your crew leaves the jobsite.
The result?
- Callback rates plummet
- You stop wasting labor on rework
- Your customers are happier
- Your business becomes more profitable, scalable, and trusted
Using our example above, even a conservative drop in callback rates—from 5% to 2%—drops the annual cost of callbacks down to about $30,000. That’s $50,000 back in your pocket every year.
Bonus: It’s a sales advantage, too
QI certificates don’t just help with quality. They help you win jobs.
Most homeowners don’t know who to trust. Online reviews can be faked. Gut feelings are unreliable. But a third-party verified certificate gives customers confidence. Your team isn’t just “claiming” to do high-quality work—they’re proving it. That’s powerful, especially in competitive markets.
Contractors like Air Control Home Services in Arizona and Ray O. Cook in California understand the value of QI certificates, and they’re using them as a crucial differentiator.
What could you do with an extra $50K a year?
Here are just a few ideas:
- Hire a new tech to book more jobs.
- Buy more trucks, more training, and better tools.
- Invest more in marketing to help you grow your business.
All from a simple process upgrade that helps your business prove what it’s already trying to do: deliver high-quality work.
If you’re ready to stop chasing callbacks and start protecting your bottom line, QI certificates are the smart next step. Visit acca.org/qa/prove-it to learn more and get started today.
The post The true cost of callbacks (and how to stop the bleeding) appeared first on ACCA HVAC Blog.