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6 Best HVAC CRM Software to Stay Efficient and Organized

June 5, 2024 8 min. read
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Every trades business needs customer relationship management (CRM) tools to stay organized, but HVAC teams like yours need features beyond what typical CRM software offers.

The right HVAC CRM makes your days run smoothly by keeping customer information and interactions organized for you, your techs, and your sales reps (or just you, if you do it all).

If your HVAC software doesn’t make your operations and customer service easier—or if you’re not using one at all—it’s not too late. Now is the time to choose HVAC customer management software that fits your business processes and leads to growth.

To help you out, here’s our guide to the best HVAC CRM software for every purpose, with all the details you need to choose the right one.

Top 6 HVAC CRM software

Disclaimer: Software prices are subject to change after the publication of this article.
CRMBest forTop featuresStarting price
JobberHVAC and other field service businesses• Job details flow automatically through every work order stage
• Good-better-best HVAC quotes
• Automatic location timers
$42/month
ServiceTradeMedium and large commercial HVAC businesses• Manage contacts with multiple locations
• Create two types of service contracts
• AI tools for dispatching
Contact for pricing
ServiceTitanEnterprise-level HVAC businesses• Manage memberships for long-term customers
• Upload your own service agreements
Contact for pricing
Housecall ProPhone sales• Integrated voice calling tools
• Chat with customers from the mobile app
$49/month
KickservNew and inexperienced software users• Create custom segments and tags
• Share documents with customers with online portal
Free plan available
Service by WorkwaveHVAC companies with multiple locations or franchises• Dashboards with detailed business insights
• Lots of job form templates
• Manage franchises
Contact for pricing

For HVAC technicians, plumbers or electricians, anybody who does a lot of service calls, Jobber is super key.

Zack Jurkowski Montreal Contractors

Jobber

Starting this list off is Jobber, a CRM for small HVAC businesses.

Field service CRM software by Jobber

Jobber’s HVAC service CRM helps you manage and organize your client details, service history, and communication. With Jobber as your HVAC service software, your field technicians have access to all the customer information they need in their back pockets—without the back-and-forth calls to the office.

But Jobber handles more than just customer and job records. You can use it to create easy but detailed HVAC quotes and service agreements, dispatch service calls, track job progress, and collect payment online.

All the job details you include on your quotes or proposals will flow through to your invoice—which you can generate in one click. This CRM feature lets you help customers  faster without having to scramble through emails or spreadsheets.

Here are other ways Jobber helps improve your HVAC customer relationships:

  • Create interactive good-better-best proposals to give potential customers flexible options for maintenance contracts.
  • Collect work requests through an online booking form that customers can fill out on your website.
  • View your entire customer communication history, including booking confirmations, automated notifications, and two-way text messages with customers.
  • Automatically track labor time from the moment a technician arrives at the jobsite (no manual clock-in or clock-our required).
  • Customize your client profiles to save the details that matter most to your HVAC company—like HVAC unit details or warranty information.
  • Tag potential customers as leads to manage them separately from clients.

ServiceTrade

If you manage customer relationships for a medium- to large-sized commercial HVAC business, look into ServiceTrade.

ServiceTrade CRM

Here’s why it’s great for commercial HVAC: you can create and manage contacts for entire companies as well as the individual locations of a company. You can also create two different types of HVAC service contracts:

  • Default contracts for single-location companies.
  • Company contracts that let you create unique price lists, rules, expected margins, and more for a specific customer or location.

ServiceTrade uses AI tools to help you make quick scheduling decisions for large crews. Using its SmartSchedule tool, the CRM collects job and technician details you’ve saved to suggest which techs are most qualified to handle each work order.

ServiceTrade SmartSchedule

Unfortunately, there’s no way to send back-and-forth messages to customers from within ServiceTrade, so you won’t be able to manage all customer communication in one place.

ServiceTitan

ServiceTitan is next on our list as a flexible CRM for large and enterprise-level HVAC companies.

ServiceTitan HVAC CRM

Most notably, ServiceTitan offers two ways to manage customers with service agreements:

  • Memberships: These are simple maintenance or service plans that you can offer as a pre-built package and reuse for multiple customers.
  • Service agreements: When you have commercial clients, you can build a customized service agreement that has more detail than a traditional membership—including service locations and equipment.

Once you’ve sent out a service agreement, you’ll have to send follow ups manually until your customers sign the contract. ServiceTitan also doesn’t provide a customer portal where customers can sign and approve proposals without sending an email.

Jobber, on the other hand, sends automated email and SMS follow-ups for outstanding proposals and agreements. Customers can see those in Jobber’s online customer portal, where they can also review scheduled jobs, make payments, and refer their friends.

Signature on a quote that’s being approved in Jobber’s client hub

Housecall Pro

Housecall Pro is another popular CRM solution for HVAC businesses. This software lets HVAC service managers:

  • Add custom tags to organize different types of contacts (leads, customers, prospects, etc.)
  • Chat with customers from their mobile app
  • Save service agreements, work orders, and invoices to client profiles
  • Send confirmation texts and emails when jobs are booked
Housecall Pro VoIP

The calling features in Housecall Pro make it useful for companies with sizable HVAC sales teams. Sales teams can make and receive calls directly from the software, put calls on queue, and route calls to specific reps.

Additionally, field technicians can clock in and out from the Housecall Pro mobile app. But unlike Jobber, Housecall Pro can’t automatically start work timers based on a technician’s GPS location.

Kickserv

Kickserv is a simple CRM that newer, software-inexperienced HVAC teams can use and adapt to quickly. It offers a free plan—for up to two users—that includes very limited but user-friendly customer management, estimating, and invoicing tools.

On its plaid plans, Kickserv lets you:

  • Collect HVAC service requests online
  • Send automated reminders for upcoming service visits
  • Create custom fields to manage and report on special customer data
  • Place jobs “on hold” while waiting for HVAC parts to ship

To pull up specific lists of customers and jobs, Kickserv has an easy to use filtering tool that lays out your filtering rules in one sentence.

Kickserv HVAC CRM

Kickserv doesn’t offer two-way messaging or automated quote follow-ups like Jobber, so customers might fall through the cracks if you don’t stay on top of emails and texts.

Service by WorkWave

Last on our list is Service by WorkWave, a CRM for HVAC and specialized trades businesses.

Service by WorkWave dashboard

Service by WorkWave lets you manage multiple locations and franchises and update customer data easily.

To help you oversee your progress across multiple streams of your company, they show you a detailed reporting dashboard. This includes reports on your number of unscheduled work orders, new leads, and open opportunities, as well as unpaid invoice revenue.

Service by Workwave can also help a lot with quality control—it offers plenty of form templates you can use for HVAC inspection and installation checklists.

Sales techs might find Workwave’s CRM to be a bit restrictive, as there’s no way to build optional line items into your service proposals when you want to send out good-better-best HVAC proposals.

What to look for in your HVAC CRM

What you need in your HVAC customer management software depends on several factors: your HVAC company size, types of customers, sales team structure, and what other tools you’re using.

The best HVAC CRM tools can tackle most, if not all, of your business needs. In general, look for these traits in your HVAC software:

  • Ease of use. Choose a CRM that’s intuitive and fits your working style. Software that takes a long time to learn can slow you down. Some CRMs are more complicated than others, so it can be worth spending extra learning time on one that has robust features.
  • Customization. Does your CRM fit with the way your team works? Choose one that lets you customize the way you run your sales and customer service. And of course, it should be easy to customize client profiles so you only see what matters to your company.
  • Automation. Your HVAC CRM should save you time by automating repetitive tasks. Look for one that enables automated reminders for your team and customers—this way, you’ll never let a potential service contract, invoice payment, or site visit slip through the cracks.
  • Sales process management. When all your sales activity is trackable, you can win new customers faster and more painlessly. Pick a CRM that keeps organized logs of all your customer data—and helps you to take the right action for leads at each sales stage.
  • Analytics and reporting. Good HVAC software will help you evaluate how effective your sales, marketing, and customer service efforts are. Find a CRM platform that shows you the information you need to make better business decisions and presents it clearly.
  • Mobility. Because every HVAC company requires on-the-go work, your CRM should have a reliable, easy-to-use mobile app. Make sure the mobile CRM app you choose has all the same features you can access on desktop.
  • Training and support. It helps to have an award-winning customer support team to onboard you onto your CRM. You’ll get comfortable with your CRM tool faster with a team that walks you through the features you need and how to get the most of your app.

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