HVAC CRM software: how to track customers, equipment and maintenance plans

What should an HVAC CRM track?

HVAC revenue depends on long customer relationships. A furnace or air conditioner lasts for years, and the company that services it is in line to replace it. Your CRM should hold everything you need to keep that customer.

• Equipment at each address: Make, model, serial number, install date, refrigerant type and warranty dates for every unit.
• Service history: Every visit, with the tech's notes, readings, photos and parts used.
• Maintenance agreements: Who has a plan, what it includes, when visits are due and when it renews.
• Replacement leads: Customers with old or failing equipment, and any quotes they have not accepted yet.
• Sales pipeline: Each replacement quote moves through stages, such as visit booked, options shown, financing applied and sold.
• Campaigns: Spring cooling tune-ups and fall heating tune-ups go out to the right customers by text or email.
• Refrigerant records: The amount of refrigerant added or recovered on each job.

Why do maintenance agreements matter for the CRM?

Members book visits in your slow months and call you first when something breaks. The CRM should bill each plan, schedule both seasonal visits and warn you before a plan lapses. If renewals depend on someone remembering, you lose members every year.

What refrigerant records do you need to keep?

EPA rules under Section 608 of the Clean Air Act set records for refrigerant work. Technicians must keep proof of their certification at their place of business. For systems with 50 pounds or more of ozone-depleting refrigerant, the technician gives the owner an invoice that shows how much refrigerant was added. Technicians who dispose of systems holding 5 to 50 pounds must keep records of the refrigerant they recover, including HFCs. A CRM that logs refrigerant on each job makes these records easy to pull.

What are the main HVAC CRM products and what do they cost?

Each detail below comes from the vendor's own pricing page as of October 2026. Confirm prices before you buy, since vendors change them often.

ServiceTitan

ServiceTitan sells Starter, Essentials and The Works plans. Each plan has a price book, and custom memberships appear on The Works. You must request pricing, and the page says it charges per technician. If the quote is high, my ServiceTitan alternatives guide lists other options.

FieldEdge

FieldEdge has three plans called Select, Premier and Elite. Every plan includes a price book with flat rate pricing. Service agreement tools are basic on Select and advanced on Premier and Elite. There are no prices on the page. FieldEdge says price depends on your number of technicians or employees and the add-ons you pick. It also says there is no free trial.

Housecall Pro

For HVAC, the key Housecall Pro plan is Max, because recurring service plans are on Max only. Max costs $329 a month on monthly billing, or $299 a month billed yearly, with eight users. Each extra user on Max costs $35 a month. The Basic plan starts at $79 a month monthly, or $59 yearly, for one user. The page shows a new customer offer of $99 a month for the first three months on Max, with no end date given.

Jobber

Jobber suits smaller HVAC shops. Core costs $49 a month on monthly billing, or $29 a month on a prepaid yearly plan, for one user. Adding a user costs $29 a month. A Marketing Suite add-on costs $99 a month, and an AI Receptionist add-on costs $29 a month.

Product	Price shown (Oct 2026)	Maintenance plans	Best fit
ServiceTitan	Quote only, per technician	Custom memberships listed on The Works	Larger firms with sales teams
FieldEdge	Quote only	Basic on Select, advanced on Premier and Elite	Firms that want flat rate pricing
Housecall Pro Max	$329 a month, or $299 billed yearly	Recurring service plans	Mid-size shops with up to eight users before extra fees
Jobber Core	$49 a month, or $29 prepaid yearly	Ask which plan includes them	Small shops starting out

What should an HVAC company check before buying a CRM?

Load your own data into a trial or ask the vendor to do it for a demo. Then test these points.

• Equipment records: Add a split system with an outdoor unit, a furnace and a coil. Check that each part gets its own model, serial and warranty fields.
• Agreement billing: Set up a yearly plan with two visits and monthly billing. Check that the visits book and the card charges without manual steps.
• Replacement lists: Ask for a list of customers with equipment older than a set age. If the CRM cannot build it, your sales team cannot work it.
• Sales follow-up: Send a three-option replacement quote and see how the system reminds the customer and the salesperson.
• Seasonal campaigns: Send a test tune-up text to a list of members only.
• Cost for your team: Price every tech, office user and add-on for a full year.
• Exports: Ask how you take equipment and agreement data with you if you switch.

How can AI help HVAC companies?

AI for HVAC companies works best on top of clean equipment and customer records. These uses tend to pay off first.

Replacement leads from equipment age

AI can scan your equipment records, repair history and quote history. It then ranks customers whose systems are old or have needed many repairs. Your comfort advisor gets a short list each week with the reason for each name. A person still makes the call and the sale.

Tech notes that fill in equipment records

Techs skip typing model and serial numbers. With AI, the tech photographs the data plate and records a voice note. The AI fills the equipment fields and writes a clean visit summary. The office checks it before it saves. Better records lead to better replacement lists.

Plan renewals and tune-up reminders

AI can draft a personal renewal message for each member. It can mention the visits they used and any issue the tech found. It can also time tune-up reminders by season. Staff approve the messages before they send. If you send marketing texts, follow the consent rules in my text message marketing guide.

Calls are another big use. My HVAC answering service guide covers AI agents that sort and book no heat and no cooling calls.

When does a custom HVAC CRM make sense?

Most HVAC companies should buy a product. ServiceTitan, FieldEdge, Housecall Pro and Jobber already handle memberships, price books and dispatch. A residential shop with a standard tune-up plan should start with demos and pick the one its techs like.

A custom CRM, or custom parts around your current tool, make sense in these cases.

• Commercial agreements: You run service contracts with response time promises, many sites or custom reports for each client.
• Your own sales process: Your replacement sales use steps, scoring or financing rules the product cannot follow.
• Many tools that do not connect: Your CRM, dispatch, marketing, financing and accounting tools do not share data.
• Per-tech fees at scale: A large team turns per-technician pricing into a large yearly bill.
• Data you want to own: You want years of equipment history in your own database for your own reports and AI tools.

My CRM for small business guide explains how to weigh a general CRM against trade software.

What mistakes do HVAC companies make with their CRM?

• Equipment records going stale. A serial number or install date entered once and never checked again is how a warranty claim gets denied months later. Update equipment records at every visit, not just at install.
• Treating membership plan renewal as automatic when it is not actually set up that way. The recurring-revenue pitch of a maintenance plan only works if renewals are genuinely automated and chased, not just available as a feature nobody turned on.
• No real seasonal capacity plan. Overbooking routine tune-ups right before a heat wave means no-heat and no-AC emergency calls get stuck in the same queue as a filter change. Build the seasonal surge into your scheduling rules ahead of time, not after the first emergency gets delayed.

How would Blur Studio approach an HVAC CRM build?

I would start with your members and your last 50 replacement quotes. I would look at how plans renew, how quotes get chased and how equipment data gets in. If a product does those well for your size, I would tell you which one to trial. If a product falls short, I build the parts you need. That might be a replacement lead tool, a commercial agreement portal or an AI agent that keeps equipment records clean. The code and accounts stay in your name, and I maintain the software after launch.