HVAC CRM · Owned outright

A custom CRM for HVAC companies

HVAC runs two businesses at once: urgent service calls and big replacement sales. The maintenance agreements between them are where the steady money is.

Scope my CRMWhat are missed leads costing me?

Quick answer

An HVAC CRM should handle urgent service calls fast, follow up on replacement quotes that are worth thousands, and keep maintenance agreements renewing on schedule. We build one around your own process: service and replacement pipelines side by side, equipment on every customer, and automatic tune-up and renewal reminders, owned outright with no per-technician fees.

The pipeline, built the way HVAC companies work

  1. 1New call or leadService or replacement, with urgency and source.
  2. 2BookedTechnician assigned; the customer is texted the window.
  3. 3DiagnosedRepair, or a replacement recommendation.
  4. 4Quote sentReplacement options and their prices.
  5. 5WonInstall scheduled and deposit recorded.
  6. 6Maintenance planAgreement start, renewal and tune-up dates.

Screens from CRMs we have built

Laptop showing a CRM deal board with the Proposal column total circled, labeled 'Each stage, priced'.
Our own CRM · demo dataEvery deal on one boardMove a deal to its next stage and the column totals follow. Invented demo data.
Laptop showing a demo CRM change-order list with the pending total circled, labeled 'Every change, priced'.
Groundwork · demo CRMChange orders, priced and chasedEvery field change from request to approved value, with days outstanding, so none goes unbilled. Demo CRM shown.
Laptop showing a demo CRM job-cost report with the net variance circled, labeled 'Over budget, caught early'.
Groundwork · demo CRMOver budget, caught earlyLabor and material against budget on every job, so a loss shows up while there is time to fix it. Demo CRM shown.

Every name, business and number in these screens is invented demo data.

What it keeps on every record

  • Equipment on site: system type, age and warranty
  • Service history per address
  • Replacement quotes and their status
  • Maintenance agreements and renewal dates
  • Source of every call

What it does on its own

  • Instant text back on a missed call, with a booking link
  • Arrival-window texts to the customer
  • Follow-up on replacement quotes that were not signed
  • Seasonal tune-up reminders for agreement customers
  • Agreement renewal reminders before they lapse

Owned, not rented

  • From $4,500

    One-time build. A fixed figure before anything starts.

  • No per-seat fees

    Add your whole team. The price does not move.

  • Yours outright

    Your code, your data, your branding. Change it any time.

See the CRM dashboard we build

Frequently asked questions

Can it keep service and replacement separate?

Yes. They run as two pipelines on the same customer record, because they are different sales.

Can it track equipment and warranties?

Yes. Each address keeps its equipment, age and warranty dates, so a technician walks in knowing the system.

Do we pay per technician?

No. There are no per-seat fees on software you own.

Want it built around your hvac business?

A short call to map your stages and what you use today. You leave with a fixed price.

Book a free call

Filling the pipeline

HVAC marketing: ads, funnels and follow-up

CRMs for other industries

RoofingCosmetic DentistryMed SpaLaw FirmSolarChiropractic