Heartland Client Care
Keep the customers you already have.
Your customers are quietly leaving. We'll help you keep them.
Heartland Client Care is a fractional account management service for home-service companies. For a few hours a week, we own your customer relationships — follow-up, renewals, win-backs, and save-the-account calls — so fewer customers slip away and more of them book again.
You don't have a customer problem. You have a follow-up problem.
- A customer uses you once, never hears from you again, and calls the next name on Google when something breaks.
- Maintenance agreements and service plans go unrenewed because nobody asked.
- Old customers sit in your system for years while you pay for ads to find new ones.
- Your techs are great at the work and terrible at the relationship — and there's no one owning it.
Every one of those is revenue you already earned, walking out the door. Replacing a lost customer costs 5-7x more than keeping one. You don't need more leads. You need someone making sure the customers you have come back.
Start with the Retention Audit — $650, one week
We dig into your customer list and find the money you're leaving on the table:
- Dormant account scan — customers who haven't booked in 6-18 months, ranked by likelihood to return
- Follow-up gap analysis — where new customers fall through the cracks after the first job
- Renewal review — maintenance agreements and service plans going unrenewed, and why
- Win-back list — a prioritized list of accounts worth calling, with talking points
You get a written report and a 30-minute walkthrough. Keep the report either way.
Then: Fractional Account Management — $1,500/month
We become your customer team for about 5 hours a week:
- Scheduled follow-up calls after jobs and estimates
- Renewal and maintenance-agreement outreach
- Win-back campaigns to dormant customers
- Save-the-account calls when a customer is unhappy
- Review requests and referral nudges
- A short weekly report: who we contacted, what happened, what's next
No long-term contract. Month to month. If we're not keeping customers, fire us.
How It Works
1. Book a call. A free 20-minute conversation. We ask about your customer list, your follow-up (or lack of it), and where you think customers are slipping away.
2. Get the audit. One week, $650. We find the dormant accounts, the follow-up gaps, and the unrenewed agreements — and hand you the prioritized list.
3. Keep your customers. Most audit clients roll into the $1,500/month plan, where we run the follow-up, renewals, and win-backs for you, a few hours a week.
Why Us
We're a small remote team that does exactly one thing: customer retention for service businesses. Our founder spent five years managing 300+ recurring service accounts and leading the 12-person team that served them — renewals, save-the-account calls, onboarding new customers the right way, fixing service problems before they became cancellations. We speak your language because we come from your world: routes, techs, dispatch, and the customers who keep the lights on.
Frequently Asked Questions
Who are you guys?
We're Heartland Client Care, a small remote team focused on customer retention for home-service companies. What matters: we've done this work for years, and the audit shows you exactly what we'd do before you commit to anything ongoing.
Why not just hire someone in-house?
You could — a decent customer service rep costs $3,500-$5,000/month loaded, plus hiring, training, and management. We cost $1,500/month, start next week, and bring the system with us.
Do you need access to our systems?
For the monthly plan, yes: your customer list, booking system, and a way to call from your number (we set this up). For the audit, a simple export of your customer list is enough.
What if it doesn't work?
The audit is yours to keep regardless. The monthly plan is month-to-month — no contract, no cancellation fee. If we're not keeping customers, you shouldn't pay us.
How fast can we start?
Audit kickoff within one week of the call. Monthly plans start the week after the audit walkthrough.
Stop paying for new customers while old ones walk out.
Request your free 20-minute call — tell us about your business and we'll reply within one business day.
Limited to a few new clients per month — the work is hands-on, so we cap it.