Managing an HVAC business is all about mastering operational efficiency, staying organized, and providing top-tier customer service in a highly competitive industry.
Today, thriving in the HVAC space requires tools that don’t just keep pace but drive innovation. This is where HVAC CRM comes in. These powerful platforms are designed to optimize everything from scheduling and dispatch to invoicing and customer relationship management.
In this guide, we’ll explore the top CRM software solutions for HVAC businesses, helping you boost efficiency, scale operations, and elevate the customer experience.
Let’s get started! 🚀
Summarize this article for me please⏰ 60-Second Summary
Here’s a quick breakdown of the top HVAC CRM software to help you streamline operations, improve customer management, and increase revenue:
- ClickUp: Best for HVAC workflow automation and team collaboration
- Nutshell: Best sales automation and customer engagement
- Jobber: Best for HVAC scheduling and job management
- Housecall Pro: Best for all-in-one field service automation
- ServiceTrade: Best for commercial HVAC service management
- Zoho CRM: Best for AI-driven sales automation and customization
- Pipeline CRM: Best for sales pipeline visualization and automation
- ServiceTitan: Best for enterprise-level HVAC businesses
- FieldEdge: Best for real-time dispatching and financial tracking
- Service Fusion: Best for end-to-end HVAC job management
The Ultimate HVAC CRM Software Guide: Best Picks to Explore
- What Should You Look for in a CRM for HVAC?
- Top CRM for HVAC to Explore
- 1. ClickUp (Best for HVAC workflow automation and team collaboration)
- 2. Nutshell (Best for sales automation and customer engagement)
- 3. Jobber (Best for HVAC scheduling and job management)
- 4. Housecall Pro (Best for all-in-one field service automation)
- 5. ServiceTrade (Best for commercial HVAC service management)
- 6. Zoho CRM (Best for AI-driven sales automation and customization)
- 7. Pipeline CRM (Best for sales pipeline visualization and automation)
- 8. ServiceTitan (Best for enterprise-level HVAC businesses)
- 9. FieldEdge (Best for real-time dispatching and financial tracking)
- 10. Service Fusion (Best for end-to-end HVAC job management)
- Optimize Your HVAC Business Operations with ClickUp
Summarize this article for me pleaseWhat Should You Look for in a CRM for HVAC?
A CRM for HVAC companies should do more than store customer details—it should actively improve your operational efficiency and boost revenue.
Here are some important CRM components to look for:
- Smart scheduling & dispatching: Choose a CRM that lets you assign jobs, optimize routes, and send automated updates to technicians and customers. This reduces missed appointments and travel time
- Automated follow-ups: Look for a system that sends reminders for maintenance contracts, unpaid invoices, and customer reviews. Keeping clients engaged is the key to generating repeat business
- Mobile access for technicians: Ensure your team can update job statuses, add notes, and generate invoices from their phones. A mobile CRM app keeps field and office teams connected
- Built-in invoicing & payments: Simplify billing by selecting a CRM that generates invoices, accepts digital payments, and tracks outstanding balances without manual entry
- Customer management tools: Find a CRM that logs service history, stores equipment details, and allows for personalized communication. This helps you build long-term customer satisfaction
🔎 Did you know? CRM traces its roots back to the early 1970s when businesses began shifting from a “product-centric” to a “customer-centric” approach. This pivotal realization gave rise to CRM, forever transforming how companies build relationships and prioritize customer needs.
Summarize this article for me pleaseTop CRM for HVAC to Explore
Choosing the right HVAC service software can make all the difference in managing customer relationships, scheduling jobs, and increasing revenue.
Here are some of the best CRMs for HVAC, each with its specific use cases and USPs:
1. ClickUp (Best for HVAC workflow automation and team collaboration)
As the everything app for work, ClickUp serves as a robust CRM for HVAC companies, going beyond customer management to deliver comprehensive workflow automation and seamless project collaboration.
ClickUp CRM’s customizable workflows empower HVAC businesses to tailor their CRM system to fit their unique processes, ensuring seamless operations. You can easily store customer details, service history, and equipment info using Custom Fields in ClickUp. This lets you track job types, warranty expirations, and maintenance schedules in an organized, searchable format.
Assign jobs to technicians using ClickUp Tasks and visualize their availability using the Calendar View and Workload View for optimized scheduling. And don’t forget to set up no-code Automations in ClickUp to notify technicians about new assignments, reducing delays and miscommunications.
Technicians can access task details, checklists, and upload service reports directly from the ClickUp mobile app while on-site, while threaded task comments help communicate real-time updates between field teams and office staff.
Want to stay on top of job progress? Track it with ClickUp’s Custom Task Statuses, such as ‘Scheduled’, ‘In Progress,’ ‘Completed,’ and ‘Billed. These statuses can also be used to track pipeline stages for leads and potential customers.
💡 Pro Tip: Set up Recurring Tasks in ClickUp for preventive maintenance reminders, warranty check-ins, and follow-up calls.
With over 50 dashboard cards, ClickUp also makes it easier to visualize and manage all project, task, and customer data in one centralized location.
Additionally, ClickUp’s seamless integrations with popular platforms like Google Workspace and HubSpot enhance productivity.
If you’re worried about a custom CRM setup in ClickUp costing too much time, try ClickUp’s CRM Template, instead.
It’s a ready-made blueprint for HVAC businesses to manage customer relationships, track service requests, and organize sales pipelines in one place. With built-in automation and reporting, this template simplifies scheduling, follow-ups, and invoicing, ensuring seamless operations and improved customer retention.
Its Custom Fields, Statuses, and multiple project views let you:
- Streamline scheduling and dispatch for timely service
- Track leads and sales to boost conversion rates
- Automate follow-ups to improve customer engagement
- Generate reports for data-driven decision-making
➡️ Also Read: How to Create Your Own CRM in ClickUp
ClickUp best features
- Track customer lifetime value and service performance with custom ClickUp Dashboards
- Organize leads, service requests, and follow-ups using Custom Statuses and Custom Fields in ClickUp
- Automate customer communications with the Email ClickApp, sending service reminders or follow-up emails directly from ClickUp
- Speed up document approvals and contract management with proofing and annotations
- Manage service schedules, sales pipelines, and customer data using pre-built CRM templates
- Automate task assignments, status updates, and reminders with workflow automation
- Use Formula Fields to automatically calculate the cost of new product orders or assess scores for new leads effortlessly
- View and manage customer relationships with List, Board, Gantt, and Calendar views
📮 ClickUp Insight: Low-performing teams are 4 times more likely to juggle 15+ tools, while high-performing teams maintain efficiency by limiting their toolkit to 9 or fewer platforms. But how about using one platform?
As the everything app for work, ClickUp brings your tasks, projects, docs, wikis, chat, and calls under a single platform, complete with AI-powered workflows. Ready to work smarter? ClickUp works for every team, makes work visible, and allows you to focus on what matters while AI handles the rest.
ClickUp limitations
- The high level of customization can be overwhelming for new users
- Not all views are fully available on the mobile app
- Other CRMs may offer more advanced features tailored specifically for HVAC businesses
ClickUp pricing
- Free Forever
- Unlimited: $7/month per user
- Business: $12/month per user
- Enterprise: Contact for pricing
- ClickUp Brain: Add to any paid plan for $7/month per user
ClickUp ratings and reviews
- G2: 4.7/5 (10,000+ reviews)
- Capterra: 4.6/5 (4,000+ reviews)
What real-life users are saying about ClickUp
2. Nutshell (Best for sales automation and customer engagement)
Nutshell is an all-in-one CRM software for HVAC companies designed to simplify sales automation, customer management, and marketing outreach. It offers custom pipelines, lead tracking, and email automation to help HVAC technicians convert prospects into long-term customers.
Its user-friendly interface makes it easy to manage service agreements, track follow-ups, and automate the next steps without extra effort. Nutshell also integrates with Google, Microsoft, QuickBooks, and more, ensuring seamless workflow management.
Nutshell best features
- Automate sales processes with customizable CRM pipelines and lead tracking
- Engage customers effectively with built-in email marketing and automation
- Sync with Google and Microsoft for calendar and email integration
- Track deal progress and service agreements using detailed reporting and analytics
Nutshell limitations
- Learning curve due to multiple customization options
- Some advanced features require additional training to be used effectively
Nutshell pricing
- Foundation: $19/month per user
- Growth: $32/month per user
- Pro: $49/month per user
- Business: $67/month per user
- Enterprise: $89/month per user
Nutshell ratings and reviews
- G2: 4.3/5 (1,100+ reviews)
- Capterra: 4.3/5 (500+ reviews)
📖 Also Read: How to Choose a CRM System for Your Business
3. Jobber (Best for HVAC scheduling and job management)
Jobber is a field service management software built to streamline scheduling, invoicing, and job tracking. Designed for field service businesses, it helps HVAC teams manage daily operations without adding to mundane admin work. With automated job assignments, real-time scheduling, and two-way customer communication, Jobber ensures exceptional service delivery.
It also integrates with QuickBooks, Stripe, and Google Calendar, making invoicing and payments seamless. HVAC businesses using Jobber report 37% revenue growth on average in their first year, proving its impact on efficiency and profitability.
Jobber best features
- Automate scheduling, job assignments, and route optimization to reduce admin work
- Send invoices, accept online payments, and sync with QuickBooks for streamlined accounting
- Communicate with customers through automated reminders and two-way SMS
- Track job progress, costs, and team performance with built-in reporting tools
Jobber limitations
- No employee tagging feature for online booking and AI receptionist
- Some users may require additional customization options for complex workflows
Jobber pricing
- Core: $39/month per user
- Connect: $119/month per user
- Grow: $199/month per user
- Jobber Plus: Custom pricing for 30+ users
Jobber ratings and reviews
- G2: 4.5/5 (300+ reviews)
- Capterra: 4.5/5 (900+ reviews)
What real-life users are saying about Jobber
4. Housecall Pro (Best for all-in-one field service automation)
Housecall Pro is a comprehensive HVAC CRM designed to manage scheduling, dispatching, payments, and customer communication in a single platform. It’s built for service businesses of all sizes, offering features that help HVAC companies automate marketing, streamline job management, and accelerate payments.
The HVAC software includes real-time dispatching, automated estimates, and GPS tracking, ensuring efficient job scheduling and technician coordination. Its Instapay feature speeds up cash flow by allowing businesses to get paid instantly. With integrations like QuickBooks, Gusto, and Mailchimp, Housecall Pro helps HVAC businesses reduce admin time and focus on growth.
Housecall Pro best features
- Automate scheduling, dispatching, and customer reminders to reduce no-shows
- Manage estimates, invoices, and online payments with QuickBooks integration
- Track job profitability and technician performance with custom reporting
- Speed up cash flow with Instapay for instant credit card payouts
Housecall Pro limitations
- There is no built-in commission tracking for upsells and technician bonuses
- Limited options for discounting individual line items on invoices
Housecall Pro pricing
- Basic: $79/month (single user)
- Essentials: $189/month (1-5 users)
- MAX: Custom pricing
Housecall Pro ratings and reviews
- G2: 4.3/5 (100+ reviews)
- Capterra: 4.7/5 (2,000+ reviews)
5. ServiceTrade (Best for commercial HVAC service management)
ServiceTrade is a commercial HVAC CRM built for HVAC contractors to manage services, projects, and sales on one platform. It specializes in preventive maintenance, asset tracking, and customer communication, making it ideal for HVAC businesses handling large-scale contracts.
The customer portal lets clients track service history, invoices, and scheduling, improving transparency and customer retention. Its Smart AI feature helps optimize technician scheduling and reduce admin workload. With built-in QuickBooks integration, project management tools, and sales automation, ServiceTrade is designed for HVAC companies looking to scale efficiently.
ServiceTrade best features
- Automate preventive maintenance and asset tracking for better contract management
- Optimize technician schedules and capacity planning with Smart AI
- Improve customer communication through a self-service portal and live updates
- Streamline invoicing and payments with QuickBooks integration
ServiceTrade limitations
- Users have reported unexpected software updates that may require workflow adjustments
- Form management tools may have a learning curve for new users
ServiceTrade pricing
- Custom pricing
ServiceTrade ratings and reviews
- G2: 4.5/5 (50+ reviews)
- Capterra: 4.6/5 (300+ reviews)
What real-life users are saying about ServiceTrade
6. Zoho CRM (Best for AI-driven sales automation and customization)
Zoho CRM is a highly customizable HVAC CRM that leverages AI-powered automation, multi-channel engagement, and deep analytics to help businesses streamline operations. With Zia AI, HVAC teams can automate workflows, detect sales trends, and generate predictive insights for better decision-making.
It seamlessly integrates with over 1,000+ third-party apps, making it a versatile choice for businesses looking for an adaptable solution. Its 360-degree customer view ensures every interaction is logged, helping HVAC companies improve client retention and sales efficiency.
Zoho CRM best features
- Automate your CRM processes and detect trends with Zia AI-powered insights
- Engage customers through email, phone, social media, and live chat
- Track pipeline performance and forecast revenue with advanced analytics
- Customize workflows, fields, and integrations to fit specific HVAC business management needs
Zoho CRM limitations
- Some advanced integrations can be complex to set up without technical support
- System performance may slow down when handling large datasets
Zoho CRM pricing
- Free forever
- Standard: $14/month per user
- Professional: $23/month per user
- Enterprise: $40/month per user
- Ultimate: $52/month per user
(Sourced from G2)
Zoho CRM ratings and reviews
- G2: 4.1/5 (2,000+ reviews)
- Capterra: 4.3/5 (6,000+ reviews)
💡 Pro Tip: Learning how different CRMs are utilized across industries can help you identify features that align with your business goals. So, before reaching into your wallet, explore top CRM software examples and their use cases to enhance your workflow and efficiency.
7. Pipeline CRM (Best for sales pipeline visualization and automation)
Pipeline CRM is a straightforward and efficient CRM built for sales teams that need a no-frills, high-performance tool to manage leads, track deals, and automate workflows. It offers a clean Kanban-style interface, making it easy to visualize and move deals through different stages.
Automated email tracking, sales forecasting, and commission tracking give HVAC businesses better control over their sales process. With custom deal stages, unlimited file storage, and user permissions, Pipeline CRM is ideal for teams that need a lightweight yet powerful CRM.
Pipeline CRM best features
- Visualize and manage deals with Kanban boards and custom deal stages
- Automate sales and marketing emails with built-in tracking and templates
- Forecast revenue and sales trends with advanced analytics
- Assign permissions to control access and streamline team collaboration
Pipeline CRM limitations
- It only allows one account manager per customer, limiting multi-user collaboration
Pipeline CRM pricing
- Start: $29/month per user
- Develop: $39/month per user
- Grow: $59/month per user
- Enterprise: Custom pricing
Pipeline CRM ratings and reviews
- G2: 4.4/5 (900+ reviews)
- Capterra: 4.3/5 (600+ reviews)
What real-life users are saying about Pipeline CRM
8. ServiceTitan (Best for enterprise-level HVAC businesses)
ServiceTitan is a feature-rich HVAC CRM built for high-growth residential and commercial service businesses. It offers advanced job tracking, automated dispatching, and real-time reporting, giving HVAC companies full control over their operations.
The Client Portal provides customers with instant access to service history, invoices, and payments, improving transparency and retention. Its proposal builder and service agreement automation help businesses close more deals while ensuring recurring revenue.
With robust integrations for QuickBooks, Intacct, and Viewpoint Vista, ServiceTitan keeps financial data aligned across the entire business.
ServiceTitan best features
- Automate scheduling, dispatching, and real-time job tracking for seamless operations
- Generate detailed job costing reports to track profitability and expenses
- Increase conversion rates with customized proposals and estimate follow-ups
- Offer clients 24/7 access to service history, invoices, and payments via the Client Portal
ServiceTitan limitations
- Anticipate a steep learning curve due to the platform’s extensive features
- Originally designed for residential service, requiring workarounds for some commercial contractors
ServiceTitan pricing
- Custom pricing
ServiceTitan ratings and reviews
- G2: 4.5/5 (300+ reviews)
- Capterra: 4.4/5 (200+ reviews)
9. FieldEdge (Best for real-time dispatching and financial tracking)
FieldEdge is a comprehensive HVAC CRM designed to help service businesses streamline dispatching, scheduling, invoicing, and customer management. It stands out with real-time technician tracking, built-in price book management, and automated marketing tools to help businesses optimize revenue.
The FieldEdge Payments feature ensures quick, hassle-free transactions, while the QuickBooks integration allows for seamless financial tracking. With tools like Proposal Pro for upselling and MarketingEdge for customer engagement, FieldEdge helps HVAC companies improve efficiency and profitability.
FieldEdge best features
- Track technician locations and job progress with real-time dispatching
- Automate invoices, payments, and financial tracking with QuickBooks integration
- Increase upsells with Proposal Pro’s good, better, best pricing options
- Engage customers through email and two-way SMS marketing with MarketingEdge
FieldEdge limitations
- Many features require additional charges, increasing overall costs
- QuickBooks integration can be complex and requires extra learning
FieldEdge pricing
- Custom pricing
FieldEdge ratings and reviews
- G2: 4.1/5 (80+ reviews)
- Capterra: 4.2/5 (300+ reviews)
What real-life users are saying about FieldEdge
10. Service Fusion (Best for end-to-end HVAC job management)
Service Fusion is an HVAC CRM built for complete job scheduling, dispatching, and customer management. Designed for field service businesses, it automates work orders, invoicing, and technician tracking to improve efficiency.
The GPS fleet tracking feature allows HVAC companies to monitor service vehicles, optimize routes, and reduce fuel costs. With built-in QuickBooks integration and text messaging alerts, Service Fusion ensures seamless communication between teams and customers.
Service Fusion best features
- Automate job scheduling and dispatching with drag-and-drop scheduling
- Track vehicles, reduce fuel costs, and optimize routes using GPS fleet tracking
- Convert estimates into jobs instantly and send invoices through QuickBooks integration
- Improve customer communication with automated text reminders and updates
Service Fusion limitations
- Limited mobile functionality for certain administrative tasks
- Only one-way sync is available with QuickBooks
Service Fusion pricing
- Starter: $225/month for unlimited users
- Plus: $350/month for unlimited users
- Pro: $575/month for unlimited users
Service Fusion ratings and reviews
- G2: 4.2/5 (100+ reviews)
- Capterra: 4.3/5 (200+ reviews)
Summarize this article for me pleaseOptimize Your HVAC Business Operations with ClickUp
Choosing the right HVAC CRM can make all the difference—between missed opportunities and a fully optimized, revenue-generating operation. Whether you need automated scheduling, real-time job tracking, or seamless invoicing, the best HVAC CRM will simplify processes and boost profitability.
From ClickUp’s customizable automation to ServiceTitan’s enterprise-level job management, the CRMs on this list offer unique advantages tailored for HVAC businesses. For those seeking an all-in-one HVAC business software, however, ClickUp delivers a scalable platform designed to manage service requests, automate tasks, and foster better customer relationships—in one centralized hub.
Take control of your HVAC business today. Start Using ClickUp. 📈
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