Are you an HVAC business looking for the best CRM to take your operations up a notch? Look no further! The right CRM can help make managing customer relationships more accessible and more efficient.
I’ve spent over a decade in the field service management sector and used various HVAC service software.
The best HVAC software can streamline your HVAC business and make it more successful. So the Small Business Bonfire team and I have created a list of the six best CRM for HVAC businesses based on several criteria:
- Peer product reviews
- Industry expertise
- Pricing fit for business
- Side-by-side features comparison
What is an HVAC CRM?
It is a customer relationship management software designed specifically for HVAC companies. HVAC CRM focuses on the roles specific to the HVAC industry, such as service technicians, call center agents, and schedulers.
HVAC CRM helps streamline your business operations by providing features like automated appointment scheduling, work order management, service-level agreement (SLA) tracking, and customer relationship tools.
HVAC CRM also helps increase efficiency using automated customer follow-ups, marketing automation, and analytics tools.
These are all critical components that help improve a business’s bottom line and smooth the day-to-day operations of an HVAC business.
HVAC CRM Benefits
Project Management
HVACs CRM helps streamline project management by providing tools to track and manage customer relationships, scheduling, and billing.
This can help ensure your projects are completed on time and within budget.
Team Communication
A great HVAC CRM will help increase communication between your team members and customers.
You can use it to provide customer support and create more efficient processes for customer interactions, such as automated emails and text messages.
No Missed Opportunities
Utilizing CRM HVAC software can guarantee that nothing is overlooked, allowing you to remain organized and on top of your workload. It has features like automated customer follow-ups, service reminders, and next-day scheduling to ensure customers don’t slip through the cracks.
These features also help reduce labor costs by automating tasks that usually take time to complete manually.
Customer Communication
HVAC CRM helps you keep in touch with your customers and ensure they have the best experience possible.
You can use it to send emails, text messages, or even postcards with special promotions or discounts. It also lets you quickly respond to customer inquiries, so they feel supported.
Team Collaboration
HVAC CRM makes collaborating on projects and tasks efficient for your team.
It provides tools to help track progress, assign tasks, and create reports that can be shared easily with all team members. This helps ensure everyone is on the same page and projects are completed promptly.
Optimized Processes
A good HVAC CRM can also help improve processes so you can work smarter, not harder.
It automates and streamlines processes, such as appointment scheduling and customer follow-ups, which helps reduce labor costs while improving customer service.
Marketing Automation
Next, HVAC CRM provides marketing automation tools to help you reach more customers and increase sales.
It can help you create targeted campaigns to promote your services, track customer behavior and interactions, and generate reports that allow you to measure the effectiveness of your marketing efforts.
Customer Analytics
Finally, HVAC software helps you track customer analytics and provides insights into customer behavior.
It can help you identify customer interaction trends and purchases to target your marketing efforts better.
This data can also be used to optimize processes for greater efficiency.
Best HVAC CRMs in the World
Our team at SBB has developed methodical testing procedures to come up with the best HVAC service software in the field service management industry.
The best part? As the HVAC software changes, so does our list. We keep up with the ever-changing software world, so your small businesses don’t have to.
Here’s our list of the best CRM HVAC service software for business in 2023:
- Service Titan
- Jobber
- Salesforce
- Zoho
- FieldEdge
- House Call Pro
Why We Picked It
ServiceTitan is the perfect all-in-one HVAC software solution for HVAC businesses. It offers an intuitive platform designed to help you streamline your day-to-day operations and boost efficiency with tools such as automated customer follow-ups, marketing automation, and analytics.
Plus, it provides features like inventory tracking, team collaboration tools, and customer communication features, making it one of the best CRMs for HVAC businesses.
With ServiceTitan, you can easily track and manage customer relationships, scheduling, and billing to help ensure your projects are completed on time and within budget.
All these features make it one of the top choices in the HVAC service software industry.
Key Features
- Invoicing
- Scheduling
- Call Booking
- Mobile Estimates
- Advanced Reporting
- Payroll Management
Pricing
ServiceTitan does offer a free demo available. Their pricing plans are unique and vary depending on the industry you’re in.
If you want a demo and pricing options for the HVAC business, contact the ServiceTitan team for more information.
Pros
- A broad range of CRM features
- Best for mid to large service businesses
- Easy user interface
Cons
- Pricing plans aren't transparent
- Doesn't have 24/7 customer service
- No free trial
Why We Picked It
Jobber excels as an excellent HVAC software targeted explicitly toward small businesses. It provides a range of features that make it an ideal choice for service businesses such as HVAC.
Unlike many HVAC software, Jobber has a much simpler user interface, making it easy to use and understand.
It also offers time-tracking tools and invoicing features that are handy for a small business needing extra help managing its customers and billing.
Key Features
- Mobile App
- Client Manager
- Online Booking
- Invoicing & Follow-Ups
- Customer Communication
- Email & Postcard Marketing
Pricing
Jobber has a 14-day free trial and several pricing plans for your HVAC businesses at both annual and monthly rates.
Their annual plans include the following:
- Lite Plan: This plan costs $16 monthly annually and includes online payments, unlimited clients, quotes and invoices, and a 24/7 client self-serve hub.
- Core Plan: This plan is $40 monthly for the annual subscription and includes a mobile app, quoting and customer financing, invoicing, and instant payouts.
- Connect Plan: This plan is $104 monthly for the annual subscription and includes QuickBooks integration, online booking, payment processing, and customer notifications.
- Grow Plan: This plan is $200 monthly for the annual subscription and includes marketing tools, GPS tracking, and customer management.
Pros
- Field technicians have electronic forms
- Scheduling and dispatching
- Intuitive interface
Cons
- The base pricing plan doesn't come with many key features
- Customizable reports aren't as detailed as other HVAC software
- Customer management could be better
Why We Picked It
For HVAC businesses looking for a robust CRM solution, Salesforce is one of the best choices.
Salesforce offers an array of features and tools to help you easily manage customer relationships. It also has robust analytics capabilities to give detailed insights into customer behavior, so you can better target your marketing efforts.
Plus, it has tools like lead tracking and automated workflows that help you track leads and manage customer relationships. And with Salesforce’s mobile app, field technicians can access all the customer data on the go.
Key Features
- Mobile App
- Automation
- Sales Collaboration
- Opportunity Management
- Sales Performance Management
- Account and Contact Management
Pricing
Salesforce’s free trial includes critical features such as online training, live onboarding webinars, and sales tools.
However, pricing plans vary depending on your needs. Contact Salesforce’s customer support to receive a customized quote for a more personalized experience.
Pros
- Good customer management
- Wide range of CRM software solutions
- Has available accounting software
Cons
- No publicly available pricing
- Retrieving customer data can sometimes be glitchy
- Integration is not as good as other HVAC business software
Why We Picked It
Zoho is a great HVAC software for small businesses as it offers a range of features to help manage customer relationships and billing.
It has an intuitive user interface that makes it easy to use and understand, plus it provides helpful tools such as invoicing and workflow automation.
With its mobile app, field technicians can access customer data on the go with mobile devices, so they’re always up to date with their tasks.
Key Features
- Analytics
- Customization
- Team Collaboration
- Process Management
- Marketing Automation
- Performance Management
Pricing
Zoho CRM has a free plan available along with several different affordable pricing plans.
Here are the monthly subscription plans Zoho CRM offers users:
- Free Plan: This plan has free HVAC software available for three users and comes with standard reports and task-only reminders.
- Standard Plan: This plan is $14 a month for each user and comes with 100 custom reports, 10 custom dashboards, and 20 schedulers per user.
- Professional Plan: This plan is $23 a month for each user and comes with standard reports, unlimited custom reports, charts, and KPIs.
- Enterprise Plan: This plan is $40 a month for each user and comes with unlimited custom dashboards, 10 trends for the anomaly detector, and inventory management.
- Ultimate Plan: This plan is $52 a month for each user and includes the same features as the previous plans plus advanced features.
Pros
- Helps with job and customer management
- Affordable HVAC software compared to others
- Integrates well with other HVAC software options
Cons
- Not specifically made as a field service management software
- AI Key features only for higher pricing plans
- Customer support has had poor reviews before
Why We Picked It
FieldEdge software is an all-in-one HVAC software designed to help you manage and grow your business. It has tools like job tracking, invoicing, quoting, and customer financing, and instant online payments for your technicians.
You can also track employee work hours with the software’s mobile app, so you always know what’s going on in the field.
Plus, it has marketing tools to help you build relationships with your customers and grow sales.
Key Features
- Invoicing
- Dashboard
- Call Booking
- Quote Management
- Client Management
- Scheduling & Dispatching
Pricing
Fieldedge has a free trial available along with a free demo call to introduce you to their features.
Pricing plans vary depending on your HVAC service software needs. To learn more, check out the website for more details.
Pros
- Strong inventory management
- It has detailed service agreements
- Able to track technicians
Cons
- No Phone option for customer support
- Pricing isn't transparent to the public
- Can have too much downtime
Why We Picked It
Housecall Pro is one of the most popular HVAC software options, and for a good reason. It has time-saving features like automated dispatching and scheduling, plus powerful tools that help with billing and payments.
It also offers customer relationship management to help you build relationships with your customers and provides detailed reports that enable you to make better decisions.
Key Features
- Online Booking
- Paperless Invoicing
- Equipment Tracking
- Advanced Reporting
- Real-Time Dispatching
- Postcard & Email Marketing
Pricing
Housecall Pro has a free trial available and several different pricing plans both at a monthly and annual rate.
These are the annual plans Housecall Pro offers:
- Basic Plan: This plan costs $49 a month for 1 user and includes real-time scheduling and dispatching, review generation, and instant credit card payouts.
- Essentials Plan: This plan costs $129 a month for 1-5 users and includes employee GPS tracking, flat rate pricing, and premium business management.
- Max Plan: This plan includes customized pricing for 1-100 users and includes more advanced features for a more personalized experience.
Pros
- Manage the scheduling and dispatching of techs
- Pricing isn't bad compared to other field service management software
- GPS tracking is useful
Cons
- Mobile app features are limited
- Customer support reviews can be spotty
- Online scheduling can be difficult
Conclusion
When it comes to choosing the best CRM for an HVAC business, the options are plenty. We recommend Zoho CRM as our top choice.
It has a free plan available and multiple affordable pricing plans that come with useful features such as invoicing, workflow automation, and mobile access.
FieldEdge and Housecall Pro are also great options to consider. They both come with helpful features like job tracking, invoicing, quoting, and customer financing. Each one is slightly different in terms of pricing and features, so make sure you do your research to find the best fit for you.
However, no matter which HVAC service software you choose, make sure it fits the needs and pricing of your business!
Are you a HVAC business owner? Do you have any questions about the best CRM HVAC for you business? Let us know in the comments below!
Frequently Asked Questions
HVAC businesses use software to help manage job tracking, invoicing, quoting, customer financing, marketing tools, scheduling and dispatching of technicians, and more.
Some popular software options include Zoho CRM, FieldEdge, House Call Pro, and other field service management platforms.
The most successful HVAC company can depend on a variety of factors, such as customer service, pricing, and more.
Some of the top companies in the industry include Lennox International Inc., Rheem Manufacturing Company, Johnson Controls, and Carrier Corporation.
Is owning a HVAC business profitable?
Yes, owning an HVAC business can be profitable. To increase your chances of success, it is important to stay up-to-date on industry trends and use the latest tools and technology to better manage your business operations.
By investing in quality HVAC software, you can help streamline processes, reduce overhead costs, and focus on providing superior customer relationship management. With the right strategies, a profitable HVAC business can be yours!
A good profit margin for HVAC companies can vary depending on a variety of factors, such as the size of your business, the type of services offered, and more.
Generally speaking, most businesses strive to achieve a 10% – 20% profit margin.
By optimizing costs and investing in quality HVAC software tools and technology, you can help increase your profit margins and achieve long-term success.
Overall, HVAC businesses can be profitable when managed correctly, making the right software decisions a crucial factor for success.
HVAC businesses can fail for a variety of reasons, including inadequate customer service, lack of experience in the industry, poor marketing strategies, and mismanaged finances.
Investing in quality HVAC software tools can help reduce some of these risks and make it easier to manage your business operations.
Using scheduling automation, invoicing and quotes, customer relationship management, and other features can help you stay organized and better serve your customers.
Take your time and make sure you’re using the best HVAC software for your business to help avoid pitfalls.