Marketing and Vendor Oversight is the package for owners who spend real money on an agency, ads, call tracking, a website platform or field-service software and can't say with confidence what they get back. It runs alongside or apart from the other packages, and it changes nothing in your accounts without your say-so.
What oversight covers
Oversight answers three questions: do you own your marketing assets, do the reported results match your booked jobs, and is each vendor doing what the contract says? We review:
- Ownership: who is the owner or primary administrator on your domain, website hosting, Google Business Profile, Google Ads, Meta ads, analytics and call-tracking accounts
- Reporting: whether vendor reports count calls, leads or booked jobs, and how those definitions differ
- Reconciliation: vendor-reported leads compared with booked jobs and revenue by source from your own software
- Contracts: term, notice period, who holds the data at the end, and what happens to the website if you leave
- Spend: monthly cost per booked job by channel, including software licences that nobody uses
Who it is for
Oversight fits companies spending a meaningful monthly amount on marketing and software, often several thousand dollars, across more than one vendor. It is also useful before renewing a contract, before switching agencies and after a key office person leaves and nobody is sure what is logged in where.
What's included, and the timeline
| Step | Work | Typical timing |
|---|---|---|
| 1 | Access checklist and contract collection | Week 1 |
| 2 | Ownership audit and reporting review | Weeks 1–2 |
| 3 | Reconciliation against booked jobs | Weeks 2–3 |
| 4 | Written summary and vendor question list | Week 4 |
Oversight can run as a one-off review or as a light quarterly check, priced separately.
How results are measured
The output is a cost per booked job for each channel and a list of ownership gaps closed. A worked example: an agency reports 180 leads a month from $6,000 in ad spend plus a $2,500 fee, which sounds like $47 a lead. If your software shows only 54 of those became booked jobs, the true cost is about $157 per booked job. That isn't automatically bad. A $157 cost against a $480 average ticket and a 25% replacement rate may be fine, but now you are deciding with the right number.
Mistakes to avoid
- Letting the agency own the ad account. If you leave, you may lose years of history. Ask for ownership to sit with your company.
- Comparing vendors on cost per lead. Leads are not jobs. Compare on cost per booked job.
- Signing auto-renewals without reading them. Notice periods are where owners get caught.
- Paying for software no one opens. Licences for departed staff are common and easy to fix.
What you receive
At the end of the review you receive four things:
- an ownership table listing every marketing and software account, who holds administrator access and what needs to change
- a cost-per-booked-job figure for each channel, built from your records rather than a vendor's
- a short list of questions to put to each vendor, written so you can send them as they are
- a renewal calendar showing every contract's notice date, so nothing renews by accident
A note on fairness to your vendors
Oversight isn't an ambush. We recommend telling your agency that a review is happening, and we base conclusions on records, not impressions. Good vendors usually welcome it, because a clear cost-per-booked-job figure makes their work easier to defend. Where a vendor's numbers and yours disagree, the summary says so neutrally and suggests how to reconcile them.
Price and next steps
Oversight is quoted in writing after we see how many vendors and accounts are involved. Read pricing for how quotes are built, see the results page for what our own HVAC work has produced when measured properly, and return to the services overview to compare packages.
Frequently asked questions
Will you tell me to fire my agency?
Only if the evidence says so, and usually it doesn't. More often the problem is reporting that measures clicks instead of booked jobs, or accounts set up in the agency's name. Those can be fixed without changing vendors.
Is this a way to move my marketing to HVAC.Agency?
No. Oversight is independent advice. If you later want HVAC.Agency to run your marketing, that is a separate decision and a separate written proposal; many oversight clients keep their current agency.
What access do you need?
Read-only access to ad accounts, Google Business Profile, analytics and call tracking, plus an export of booked jobs by source from your field-service software. We never ask for passwords to be sent by text or email.
Can oversight run at the same time as a 90-day plan?
Yes. It often does, because fixing call handling inside a plan changes what your marketing appears to produce, and oversight keeps that comparison honest.