Intro
Have you been told you need to “get a CRM?” Or maybe you’re already using a CRM , but you need a better one. A CRM, or Customer Relationship Management system, is a necessary tool to thrive in today's market. In this article, I’ll outline 7 of the top CRMs for HVAC contractors, and the unique strengths of each one.
So what does a CRM actually do?
Most CRM’s have basic contact management tools, appointment scheduling, reporting, and lead tracking abilities. For HVAC companies, this usually means tools that support seasonal tune-ups, recurring maintenance, and help techs diagnose equipment in the field while easily keeping track of customer information. Things like invoicing, online booking, industry-specific templates, asset + equipment management are all things to be on the lookout for if they suit your company.
While no CRM does everything perfectly, the important thing is finding a CRM which does what you need it to do really well. Each CRM has their own unique functions, so the key is finding the one that makes the most sense for your HVAC company specifically.
It can also be worthwhile to use multiple CRMs. For example, some HVAC companies might use one CRM for scheduling technicians, another for handling equipment installs, and a third for service subscription management.
Good Questions To Ask When Scouting For A CRM
One of the best ways to find the CRM that’s right for you is to ask the right questions when talking to sales reps, here are some key things you’ll want to know.
1. Can the CRM integrate with other software?
You might need your CRM to receive and send data on autopilot. For example, having new leads from lead providers automatically be entered into your contacts can be extremely helpful. Similarly, once you sell a new job you may want the info to automatically push to a software that’s geared more towards project management. If this is important to you, make sure to ask about it before signing on to a CRM provider.
Most CRMs have direct, built-in integrations with other CRMs. You’ll have to ask your sales rep to find out about the direct integrations available. But what you’ll really want to know is, can the CRM do custom integrations with Zapier or with an API. If it can do custom integrations, then virtually any other system out there will be able to communicate with your CRM.
2. Will you own your data?
The time may come when you need to move on from a CRM. If that’s the case, you’ll want to make sure that you own all the lead data. Ask your sales rep if there’s an easy way to export all of your lead data and notes, and if you’ll be allowed to even if you decide to stop using the CRM. The last thing you want is to try to switch to a different CRM only to find that your current CRM is holding your data hostage.
3. Can the CRM be used from a phone?
Can the CRM be easily used from a phone? Not every CRM has a mobile app, and that’s okay. But if you aren’t in front of a computer all day and will need a way to use it on the go, it should at least have a mobile-friendly browser version for you to use.
4. Will you be able to regularly use it?
CRMs are only powerful when they are used consistently; meaning your data is updated, marketing automations are firing, and you are utilizing the features to make sales and manage projects. Otherwise it’s not worth it. So when you sign up for a CRM, make sure it looks like one that you will end up regularly using.
5. Does the CRM support HVAC equipment tracking?
For any HVAC company, tracking model/serial numbers, install dates, warranty periods, refrigerant history, and past repairs is an essential part of business management. As such, asking whether the CRM stores system info and makes it easy to pull up for techs in the field is a key question. This becomes especially critical during busy seasons when techs need to know immediately what they’re working with.
The Top 7 CRMs for HVAC Businesses
1. KomuCRM
Unique Strengths: Built specifically for HVAC: has service call scheduling and dispatch, equipment tracking, a mobile technician app, and a customer portal.
KomuCRM is purpose-built for HVAC contractors, tailoring their platform for your particular business needs. They’ll have you covered with anything from tracking equipment serial numbers and warranty dates to managing seasonal maintenance contracts and emergency service calls.
In addition to that, technicians can even use KomuCRM via the mobile app on both Apple and Android devices, allowing access to job details, customer history, equipment info, and digital forms - even while offline. KomoCRM can even be used to capture photos, get signatures, and process payments while in the field.
Overall KomuCRM is a very well rounded CRM that can cover a lot of your business needs. They have easy integrations, a 60-day free trial, no setup fee, and plans that scale as your business grows.
The only real drawback is that KomuCRM is somewhat new as a service and you may find longer-term case studies with some legacy systems. You’ll also want to ensure that the mobile services offered fit the needs of your business. Overall it’s a great service!
Website: https://www.komucrm.com/
Pricing: Starts at $49/mo
Rating: 4.9/5
2. Fieldboss
Unique strengths: Enterprise grade, all in one platform. Has AI-driven renewal/contract insights
Fieldboss is an all-in-one HVAC CRM that delivers every feature of your business needs in one integrated platform. You get everything from service calls and dispatch to project management and billing, giving you a complete purpose built system for HVAC services.
You can expect an improved customer satisfaction through the self-service capabilities of Fieldboss, which gives customers access to information they want on demand, including quotes, job status, and maintenance details. Additionally you can maximize job margins by avoiding unforeseen budget overruns, and guaranteeing every job is profitable with real time project tracking and job costing reports.
Fieldboss is of best use to large HVAC contractors (commercial or extensive service fleets) who need a unified system for service, maintenance contracts, dispatch, inventory, and finance.
Website: https://www.fieldboss.com/
Pricing: Requires custom quote
Rating: 4.8/5
3. Followup CRM
Unique Strengths: Great for lead/bid pipeline and sales workflows. Has bid board, estimating, and followup automation.
Followup’s goal is to help you sell, estimate, and win work. They aim to help construction teams eliminate spreadsheet chaos and stay ahead of bid deadlines. The system is great for tracking leads, bids, and customers, and gives you real time visibility into your pipeline.
One of the biggest benefits of Followup is that it’s entirely customizable. They understand that every company’s process is a bit different. With Followup, you’re able to tailor fields, stages, and permissions to mirror how your team actually sells and estimates. There’s no rigid, cookie cutter templates, just the freedom and flexibility to scale.
The CRM is built for exactly what its name implies, and is of best use to HVAC companies that really want to tighten up their sales, estimating, and lead conversion rather than just service dispatch.
Website: https://www.followupcrm.com/
Pricing: No public listing
Rating: 4.5/5
4. Zoho CRM
Unique Strengths: Super customizable and affordable with a broad feature set including scheduling, mobile access, and automation.
Zoho is a great option for HVAC contractors because it offers a lot of flexibility, a wide range of features, and good value for the price. It allows you to build custom modules for equipment records, service history, and contract renewals. Field techs can even use the mobile app to access job details, customer records, and history.
There’s also a lot of automations you can set up through Zoho, like having service reminders trigger months after a job. It also has possible integration with accounting (Quickbooks), dispatch modules, and marketing campaigns for promotions. This is another CRM that scales really well as you grow your business.
Zoho is particularly useful for HVAC contractors who are comfortable with configuring and customizing workflows and integrations. It’s not as easy to use as other CRM’s but if you have the capabilities it can be the perfect fit.
Website: https://www.zoho.com/crm/
Pricing: From $14/user/mo to $52/user/mo
Rating: 4.3/5
5. Service Titan
Unique Strength: All in on field service operations platform, built specifically for HVAC, great mobile app with real time job costing and deep inventory/parts management
Service Titan is an exceptional all in one option for field service operations. The inventory/parts management services allow for real-time tracking of inventory from trucks, warehouses, and job sites alike. The mobile app also offers extensive easy to use services that make this platform an exceptional tool for any HVAC business looking to scale.
With Service Titan you can even create detailed customer profiles, giving you the context needed for every interaction. It also has automated reminders, confirmations, and followup help in order to reduce no-shows and improve the experience for all customers.
Service Titan is a really strong platform when it comes to all management of field service operations and would be a useful addition to any HVAC business.
Website: https://www.servicetitan.com/
Pricing: Starts at $125-$150/mo
Rating: 4.4/5
6. Thermogrid
Unique Strength: Smart dispatching, offline-capable mobile app, load/Heat-loss, VoiP integration, custom documents and checklists
ThermoGrid is extremely strong for HVAC contractors who need good in the field service tools. The smart dispatching allows you to even match jobs to specific technicians based on location, skill, and past performance. While in the field they’ll have access to the extensive capabilities of the offline mobile app.
The VoiP integrations allow for easy phone system setup, so when customers call their record pops up, allowing for a really strong customer service experience. The custom documents and checklists also help keep your entire business organized, so you never lose track of followup.
Ultimately, Thermogrid is extremely effective for HVAC contractors who need a field-service tool that can do more than just simple dispatch. It supports HVAC estimating, inventory, service contracts, and gives both office and field real-time visibility.
Website: https://www.gridmastertechnologies.com/
Pricing: Starts at $110/mo
Rating: 4.4/5
7. Housecall Pro
Unique Strength: AI-powered tools, smart scheduling + dispatch, a powerful mobile app, strong customer portal, Recurring service plan management and flexible payment processing
Housecall Pro is an extremely strong choice for any HVAC company that wants the balance of a CRM, job management tools, and recurring revenue by way of the recurring service plan management options. The AI options also help take some of the load off of managing admin tasks, call booking, and marketing, as well as frees you and your team up to focus on primary services.
The mobile app allows technicians to view job details, clock in/out, create estimates, and even invoice while offline. Clients can even approve estimates, pay their invoices, and manage service plans entirely online through the customer portal.
Overall Housecall Pro is best used by HVAC companies looking for a strong CRM that can also greatly improve the customer experience with the overhead of very enterprise-tier FSM systems.
Website: https://www.housecallpro.com/
Pricing: Starts at $79/mo
Rating: 4.7/5
Conclusion:
While there are many good options for HVAC CRMs, the most important thing is finding what works for you. Which CRM’s strengths can you see yourself utilizing the most? How well does it fit in with your other programs? Does the price make sense for the value you’ll utilize from it? Keeping all of this in mind will help you find the perfect CRM or combination that works for your HVAC company.
Thanks for reading and I hope this article has been helpful in your search for the best HVAC CRM. If you’re looking for new ways to generate leads while growing your brand and receiving high level marketing and lead generation advising, check out the rest of our website!
