An HVAC CRM that knows what is in the basement before the tech rings the bell.
Heating and cooling runs on three things a generic field app treats as notes: the equipment at each address, the agreement visits owed every season, and the long handoff from a repair tech's recommendation to an installed system. We build the CRM around those three, in your company's name.
Service, agreements and installs run on three different clocks
A service tech runs five to eight calls a day, each one a diagnostic, a flat-rate repair offered from the book, and sometimes a quiet word that the system is past saving. Dispatch is a puzzle of zones, skills (who can handle a boiler, who holds the refrigerant certification, who is good with heat pumps) and the priority promised to members. The install side runs on a different clock entirely: a two-person crew, equipment ordered from the distributor, a permit, a crane for a rooftop unit, a start-up checklist with readings, warranty registration inside the manufacturer's deadline, and a rebate form to the utility. Off-the-shelf software was built for one of those modes, usually the service call, and you fake the rest with notes.
The agreement carries the shoulder months. Every member is owed a spring and a fall visit. Those visits have to be created, spread across the quiet weeks, confirmed by text, completed, recorded and used to feed the renewal on the date the member agreed to. If any step depends on someone remembering, members get skipped, and a skipped member is a cancellation and a bad review waiting to happen.
The replacement is where the margin lives and where the handoff fails. The tech in the basement says the heat exchanger is cracked. The comfort advisor needs to know by the end of the day, with the photos, the model and what was said. The proposal needs good, better and best with financing. The follow-up has to keep going until the homeowner decides. In most shops that chain lives in a group text. We put it on the record where it belongs.
What an HVAC CRM has to track
When one of these lives on a whiteboard or in a tech's memory, the company is leaking money.
The equipment record as the center of everything
Make, model, serial, capacity, fuel, filter sizes, refrigerant type, install date and a photo of the data plate, with every repair and every reading since. The tech sees it before the visit and the CSR sees it on the phone, so nobody asks the homeowner what kind of furnace they have.
Agreement visits that create themselves
Each membership generates its season's visits, assigns them across the shoulder weeks, texts the confirmation, flags the no-shows and feeds the renewal on the terms the member accepted. On the dispatch board, members rise to the top under rules you set.
Dispatch by zone, skill and promise
The board shows which techs are certified for what, which calls are members, which are no-heat with an infant or an elderly person in the home, and the drive time between stops. The dispatcher can drag a call and the system records why.
The flat-rate book on the tech's tablet
Diagnostic fee, repair tasks with book times, your parts margin, the after-hours multiplier and the option tiers, approved by signature on the spot and paid on the spot. When you change a price it changes everywhere at once.
A replacement pipeline with the install checklist attached
Recommendation from the tech, lead to the advisor, load calculation attached, proposal with options, financing status, deposit, equipment ordered with an arrival date, permit, crew scheduled, start-up readings and photos, warranty registered, rebate filed, final invoice, follow-up visit. Each step has a date and an owner.
Parts, callbacks and warranty claims
Parts on order per job with supplier and arrival date, a return visit scheduled when the part lands, callbacks tagged to the original tech, and manufacturer warranty claims tracked by serial and date, so a compressor claim years later is a lookup rather than a hunt through email.
How we build an HVAC CRM
We built this for our own service companies first, and we build yours to fit how your shop runs rather than to a template.
Pipelines by kind of work
Service calls, replacement estimates, installs and maintenance agreements each get their own stages in your words, and the owner can count jobs and dollars per stage without exporting anything.
Commercial accounts with many units per site
A property manager with several buildings, each with rooftop units carrying their own records, a planned maintenance contract with its visit frequency, not-to-exceed limits per call and a report per site at the end of the quarter.
Tech performance without a spreadsheet
Calls per day, average ticket, agreements sold per call, replacement leads passed to the advisor, callbacks, all by tech and by month, with spiffs calculated from the same numbers instead of from a tally sheet.
Online approval and payment
The homeowner picks a tier, signs and puts down the deposit from their phone. Pricing is recalculated on the server at approval, so an edited page cannot change what is owed.
Owner reporting on both seasons
Revenue by service, install and agreements, member count and churn, replacement close rate per advisor, days from recommendation to install, by month and against last year, on one screen.
What you own on day one.
Every account is opened in your company's name with you as the owner. If you ever leave, you change a password, not your business.
- Domain, hosting and the site files
- Phone numbers and call recordings
- The CRM and its database
- Email and text lists, with consent records
- Google Business Profile and every listing
- Analytics and Search Console
Custom CRM for hvac, answered.
Is a custom CRM better than ServiceTitan or Housecall Pro for an HVAC company?
Both are capable products for a typical shop, and our comparison says so. A custom build fits one shop: your price book, your agreement terms, your advisor's handoff, your reports, running in accounts you own, with no seat fees and no vendor who can switch you off.
Can it hold our maintenance agreements and bill the renewals?
Yes. Each agreement carries its visits, its discount rules and its renewal date, and the renewal charges the stored card only under terms the member accepted in writing, with a notice before the charge and a simple way to cancel.
Can techs use it in a basement with no signal?
Yes. The tablet app caches the day's jobs, the equipment records and the price book, and syncs when the tech is back on the road. A lost signal never costs a signed approval.
How does the replacement handoff actually work?
The tech taps one button on the job: replacement recommended, with photos and a note. The advisor gets a text, the lead appears in the replacement pipeline with the equipment record attached, and the follow-up schedule starts that day. The owner can see every open recommendation and how long each has waited.
Can we move our equipment history from the software we use now?
It depends on what your current system can export. Customers and invoices usually come across cleanly; equipment and agreement history vary by vendor. We check the export first, map what is there, and run both systems side by side for a short time. See switching CRMs without losing data.
Custom CRM for hvac. Owned by you.
Start with the instant website checkup of your current site: your grade and top 3 fixes, no sign-up. Or get a free system quote for the whole hvac setup.
Instant website checkup