The fastest HVAC website builds are not the ones where everyone works late. They're the ones where the owner arrives with everything the build needs on day one. Delays almost never come from design or coding; they come from a missing login, a licence number nobody has checked, or a service list that keeps changing.
This guide is the list we send every new client. Gather these eight things and the timeline for your package holds: 2–3 weeks for Essential, 3–4 for Professional, 4–6 for Enterprise.
1. Domain access
Your domain is the address of your website. You need to be able to log in to the company where it's registered, usually called the registrar.
What to gather: the registrar's name, the login email and the password, or confirmation that you can reset it.
Why it matters: without access, nobody can point the domain to your new site. This is the most common cause of delay we see.
If you can't find it:
- Search your email for words like "domain renewal" or "registration".
- Check old credit card statements for annual charges from a registrar.
- Ask whoever built your last site. If they registered it in their own name, ask them to transfer it to your company.
- If all else fails, contact the registrar's support. They have a process for proving ownership, but it takes time.
Rule for the future: the domain should be registered in your company's name, with a login you control.
2. Your service list, ranked
Write down every service you want the phone to ring for. Then rank them by how much they matter to your business.
| Rank | Service | Why it matters |
|---|---|---|
| 1 | Example: furnace replacement | Highest margin per job |
| 2 | Example: heat pump installation | Growing demand, rebate interest |
| 3 | Example: repairs and maintenance | First call that builds loyalty |
Why it matters: the ranking decides which services get their own pages and in what order. It's the main input for choosing a package, and the scoping guide shows how.
Common mistake: listing every service you could possibly do. List the ones you want more of.
3. Your service area
List the communities you actually serve, meaning the ones you'll drive to for a no-heat call in January.
What to gather: a list of towns or neighbourhoods, and for each one roughly how much work comes from there now.
Why it matters: service area pages, Google Business Profile settings and ad targeting all depend on it. An honest list beats an ambitious one. A page for a town you won't serve brings calls you'll have to turn down.
4. Licence and registration details
Every province and territory regulates gas, electrical, refrigeration and pressure equipment work in its own way. Your site should show your details correctly.
What to gather: your contractor registration or licence number(s), the regulator that issued each one, and any certifications for your technicians you want to mention.
Why it matters: customers and competitors check. Out-of-date or wrong details damage trust.
Important: we don't tell you what your regulator requires you to display. Check with the regulator directly. Each of our region pages links to the relevant authority in that province or territory.
5. Real photos
Twenty to forty real photos are worth more than any stock library.
What to gather:
- Your vans or trucks, clean, with the logo visible.
- Your team, in uniform if you have one.
- Finished installations: a tidy mechanical room, a neat outdoor unit, a well-run line set.
- Before-and-after pairs, if you have them.
Tips: shoot in daylight, hold the phone steady, and avoid photos where customers' addresses or faces are visible without their permission.
6. Logo and brand basics
What to gather: the original logo file (often from whoever designed it, or from your sign or vehicle wrap company), your brand colours if you have them, and your exact business name as registered.
If you don't have a logo file: a photo of the truck decal is not enough for a sharp website. Ask the wrap company for the file, or plan a simple text-based mark for launch.
7. Account access
A new site connects to several accounts. You should own each one, with us added as a user.
- ☐ Google Business Profile
- ☐ Google Analytics (if you have one already)
- ☐ Google Search Console (if you have one already)
- ☐ Any ad accounts (Google Ads, Meta)
- ☐ Your phone system, if call tracking needs to forward to it
Why it matters: these accounts hold your history and your reviews. If a former agency owns them, recovering them can take weeks. Start now.
8. The facts only you know
Some content can only come from you. Jot down rough answers; we turn them into clear page copy.
- How long have you been in business?
- What brands do you install most, and why?
- What warranty terms do you offer on labour?
- Do you offer emergency service, and when?
- Do you offer financing? If so, through which licensed lender?
- What do customers thank you for most?
- What questions do customers ask on every call?
The last question is the most valuable. The questions you hear every day are the ones people type into Google.
A one-hour prep session
If you're busy, block one hour and do it in this order:
- 10 minutes: find domain login and Google Business Profile access.
- 10 minutes: write and rank the service list.
- 5 minutes: list your real service area.
- 10 minutes: look up licence and registration numbers.
- 15 minutes: pick photos from your phone and send them in one batch.
- 10 minutes: answer the questions in section 8 in rough notes.
That hour usually saves a week of back-and-forth.
What happens if something is missing
Not everything has to be perfect. Photos can be added after launch. A logo can be refreshed later. But two items really do block a launch: domain access and accurate licence details. If either is uncertain, tell us on the first call so we can plan around it.
When you've gathered the kit, contact us and we'll confirm your package and start date. You can also read the launch checklist to see what we'll check before the site goes live.
Frequently asked questions
What if I can't find who registered my domain?
Start with old invoices or bank statements for a registrar charge, then search your email for renewal notices. If that fails, a public domain lookup may show the registrar, and the registrar has a recovery process for the legal owner. Begin early, because recovery can take longer than the build.
Are phone photos good enough?
Usually, yes. Recent phone cameras take sharp photos in daylight. Real photos of your vans, team and finished work persuade far better than polished stock images.
Do I need a logo before the build?
It helps, but it isn't essential. If you have a logo on your trucks or invoices, find the original file. If you don't, a clean text-based mark can work at launch, and you can replace it later.
How much of my time does the build need?
Plan a couple of hours at the start to gather inputs, then two or three review sessions of an hour or so. The rest is our work.