Best CRM Software for HVAC Businesses
Find the right customer relationship management tool for your heating and cooling company
We compared the top CRM platforms for HVAC contractors based on dispatch scheduling, equipment tracking, maintenance contracts, and overall value. Whether you're a growing business or an established operation, this guide will help you make the right choice.
Why HVAC Businesses Need Specialized CRM Software
Running an HVAC business in 2025 requires more than just technical expertise. With increasing competition and customer expectations, you need a CRM system that can handle the unique challenges of the heating and cooling industry. From tracking equipment serial numbers and warranty information to managing seasonal maintenance contracts, the right CRM can transform your operations and help you scale.
Generic CRMs like Salesforce or HubSpot simply were not built for field service businesses. They lack essential features like dispatch scheduling, equipment history tracking, and mobile apps for technicians in the field. That is why we have evaluated the top CRM platforms specifically designed for HVAC contractors to help you find the perfect fit.
Key Features to Look For in an HVAC CRM
When evaluating CRM software for your HVAC business, prioritize these essential capabilities:
- Dispatch Scheduling: Efficiently assign jobs to technicians based on location, skills, and availability.
- Equipment Tracking: Maintain detailed records of customer HVAC units including model numbers, installation dates, and warranty status.
- Maintenance Contracts: Automate recurring service agreements and billing to build predictable revenue.
- HVAC Unit History: Access complete service records for each unit to diagnose issues faster and provide better service.
- Mobile Access: Empower technicians with mobile apps for job details, invoicing, and payment collection in the field.
Beyond these core features, modern HVAC businesses also benefit from integrated marketing tools. The best platforms now combine CRM functionality with website builders, local SEO optimization, and automated lead follow-up to help you not just manage customers but consistently attract new ones.
Compare the Top Options
We've evaluated each platform based on features, pricing, ease of use, and suitability for HVAC businesses.
FlashCrafter
All-in-one website builder, CRM, and local SEO platform designed specifically for home service businesses. Get found online and convert more leads with AI-powered automation.
Starting at
$297/mo
Best For
HVAC contractors who want a complete marketing and customer management solution without juggling multiple tools
Pros
- Website + CRM + SEO in one platform eliminates tool sprawl
- AI-powered lead capture and follow-up automation
- Built-in local SEO with Google Ads and GBP post scheduling
Cons
- Newer platform compared to legacy providers
- Best suited for businesses ready to invest in growth
ServiceTitan
Enterprise-grade field service management platform with comprehensive features for large HVAC operations. Industry leader for established companies.
Starting at
$398+/mo
Best For
Large HVAC companies with 20+ technicians and complex operations
Pros
- Comprehensive dispatching and scheduling tools
- Advanced equipment tracking and maintenance history
- Robust reporting and business intelligence
Cons
- Expensive for small to mid-sized businesses
- Steep learning curve and lengthy implementation
Housecall Pro
User-friendly field service software with strong scheduling, dispatching, and payment processing. Popular choice for growing HVAC businesses.
Starting at
$65/mo
Best For
Growing HVAC businesses looking for easy-to-use scheduling and payment tools
Pros
- Intuitive interface with quick onboarding
- Solid scheduling and dispatching features
- Built-in payment processing
Cons
- Limited equipment tracking capabilities
- Basic reporting compared to enterprise tools
Jobber
Field service management platform focused on scheduling, invoicing, and client management. Strong option for small service businesses.
Starting at
$39/mo
Best For
Small HVAC businesses just starting to digitize their operations
Pros
- Affordable entry-level pricing
- Clean, modern interface
- Good client communication tools
Cons
- Limited HVAC-specific features
- Basic dispatching compared to competitors
FieldEdge
Established field service platform with deep HVAC industry expertise. Offers equipment tracking and maintenance agreement management.
Starting at
$125+/mo
Best For
HVAC contractors focused on maintenance agreements and equipment tracking
Pros
- Strong HVAC equipment tracking features
- Maintenance agreement management
- QuickBooks integration
Cons
- Dated user interface
- Mobile app needs improvement
In-Depth Reviews
FlashCrafter: The All-in-One Growth Platform
FlashCrafter takes a different approach than traditional field service CRMs. Instead of just helping you manage existing customers, it focuses on helping you consistently attract and convert new leads while providing the CRM functionality you need to manage your business.
Built on the powerful GoHighLevel platform, FlashCrafter combines a professional website builder, comprehensive CRM, and advanced local SEO tools into one integrated package. This means you get the benefits of multiple expensive tools without the complexity of managing integrations or the cost of separate subscriptions.
For HVAC contractors, the AI-powered lead follow-up is a game-changer. When a potential customer fills out your contact form at 10 PM, FlashCrafter automatically responds, qualifies the lead, and can even book appointments on your calendar. No more losing leads to competitors who respond faster.
At $297 per month with no per-user fees, FlashCrafter delivers exceptional value for growing HVAC businesses. The website alone would cost thousands through an agency, and the local SEO tools can replace expensive marketing retainers.
ServiceTitan: Enterprise Power at Enterprise Prices
ServiceTitan is the industry leader for large HVAC operations. With comprehensive dispatching, advanced reporting, and deep feature sets, it is built for companies with significant resources and complex operational needs.
The platform excels at equipment tracking, pricebook management, and technician performance analytics. If you are running a fleet of 20+ technicians and need enterprise-grade business intelligence, ServiceTitan delivers.
However, the cost is substantial. Starting at $398+ per month plus per-technician fees, ServiceTitan can quickly become a five-figure annual investment. Implementation typically takes months and requires significant training. For smaller operations, this level of complexity may be overkill.
Housecall Pro: Solid Mid-Market Option
Housecall Pro has earned its popularity through a balance of functionality and usability. The interface is intuitive, onboarding is straightforward, and the mobile app is well-designed for field technicians.
For growing HVAC businesses, Housecall Pro offers solid scheduling, dispatching, and payment processing at a reasonable $65+ per month starting price. The platform handles the basics well and integrates with common tools.
The limitations become apparent with HVAC-specific needs. Equipment tracking is basic, and you will need to use workarounds or add-ons for detailed unit history. There are no built-in marketing tools, so you will still need separate solutions for your website and SEO.
Jobber: Budget-Friendly Starter Option
Jobber offers an attractive entry point for small HVAC businesses at just $39 per month. The platform provides clean scheduling, invoicing, and client communication tools that cover the fundamentals without overwhelming complexity.
The online booking feature helps capture leads from your website, and the client hub gives customers a professional self-service experience. For solo operators or very small teams, Jobber provides good value.
However, Jobber lacks HVAC-specific features. There is no native equipment tracking, limited dispatching capabilities, and no flat-rate pricing tools. As your business grows, you will likely outgrow Jobber and need to migrate to a more capable platform.
FieldEdge: HVAC-Focused Veteran
FieldEdge has deep roots in the HVAC industry, and it shows in features like detailed equipment tracking and maintenance agreement management. If these are your primary needs, FieldEdge delivers solid functionality.
The dispatch board with drag-and-drop scheduling works well, and the QuickBooks integration is reliable. The flat-rate pricing tools help technicians present professional options to customers.
The drawbacks are in the user experience and mobile capabilities. The interface feels dated compared to newer competitors, and the mobile app has received mixed reviews. Implementation can also be time-consuming.
Feature Comparison
See how each platform stacks up across key features.
| Feature | RecommendedFlashCrafter | ServiceTitan | Housecall Pro | Jobber | FieldEdge |
|---|---|---|---|---|---|
Dispatch Scheduling Smart scheduling and technician dispatching | |||||
Equipment Tracking Track customer HVAC units, serial numbers, and warranty info | Basic | ||||
Google Ads Integration Campaign management, ads creatives, and performance tracking | Add-on | ||||
GBP Posts & Scheduling Schedule and publish Google Business Profile posts | |||||
Maintenance Contracts Manage service agreements and recurring billing | |||||
HVAC Unit History Complete service history per unit with photos and notes | Limited | ||||
Website Builder Built-in professional website creation | |||||
Local SEO Tools Google Business Profile and local search optimization | |||||
AI Lead Follow-up Automated AI-powered lead nurturing and follow-up | Add-on | Basic | Basic | ||
Mobile App Field technician mobile application | |||||
QuickBooks Integration Sync with QuickBooks accounting | |||||
Online Booking Customer self-service appointment booking | Limited | ||||
Flat Rate Pricing Built-in pricebook and flat rate pricing tools | Add-on | ||||
No Per-User Fees Unlimited users without extra charges |
Pricing Breakdown
Understanding the true cost of HVAC CRM software requires looking beyond the base price. Here is what you can expect to pay.
Entry Level ($39-65/mo)
Jobber and Housecall Pro basic plans work for small teams but may require additional tools for complete functionality.
Mid-Range ($125-297/mo)
FieldEdge and FlashCrafter offer comprehensive features without enterprise pricing. FlashCrafter includes website and SEO tools.
Enterprise ($400+/mo)
ServiceTitan delivers maximum features but costs add up quickly with per-user pricing and required add-ons.
Best Value
FlashCrafter at $297/mo with no per-user fees includes website, CRM, and SEO tools that would cost $500-1000+ separately.
FlashCrafter is the best CRM for HVAC businesses that want to grow
Frequently Asked Questions
Can I switch CRMs without losing my customer data?
Yes, most CRM platforms offer data import tools or migration assistance. FlashCrafter provides white-glove migration support to help you transfer customer records, equipment data, and service history from your existing system.
Do I need a separate website if I choose FlashCrafter?
No, FlashCrafter includes a professional website builder optimized for HVAC businesses. Your site is built with local SEO best practices and integrates directly with the CRM for seamless lead capture and follow-up.
How long does it take to implement a new CRM?
Implementation times vary significantly. Basic platforms like Jobber can be set up in a day, while ServiceTitan typically requires 2-3 months. FlashCrafter aims for full setup within 2 weeks with dedicated onboarding support.
What integrations should I look for?
Essential integrations for HVAC businesses include QuickBooks or accounting software, payment processing, and GPS tracking. Marketing integrations for email, text messaging, and Google Business Profile are increasingly important for growth.
Ready to Transform Your HVAC Business?
Join hundreds of HVAC contractors who have streamlined their operations and accelerated growth with FlashCrafter. Start your free trial today and see the difference.