9 Best HVAC CRM software for small businesses

A call comes in from a previous customer wanting maintenance on a recently installed unit. It’s a good opportunity to snag repeat business — except nobody in the office can find their details.

You can’t find which unit you installed, when it was last serviced, or any tech notes from the previous visit. Yes, it’s awkward, but more than that, it makes repeat customers feel like strangers. It also means your team members might have to guess which parts to install, take extra truck trips, and bill extra hours.

An HVAC-specific CRM can help prevent problems like this. They’re more effective for HVAC businesses than CRMs not built for home services, which can’t do this out of the box.

We surveyed the market for the best options and shortlisted the nine best HVAC business software with CRMs for you. Here’s what we found:

We compare where each platform excels, as well as where they fall short. You’ll also learn what to prioritize when choosing an HVAC CRM.

9 Best HVAC CRM software reviewed and ranked

Below, we’ve compiled a list of platforms for small and growing businesses. We’ve also included options you can graduate to as you grow.

Here’s a quick overview of how our HVAC CRM software options stack up:

Tool	Best for	Starting price	Key features
Jobber	Solo operators and small HVAC teams	$21 per month	Client hub with full job, quote, and invoice history; contact and property records tied to every job; Quo sync logs calls and texts to the right customer record; click-to-call from client records
Housecall Pro	HVAC-specific integrations	$79 per month	Bluon integration attaches equipment model, warranty info, and compatible parts to each customer record; review history tied to the account; marketing tools built in
FieldEdge	Native maintenance agreement management	Contact for pricing	Built-in service agreement tracking with renewal dates and billing schedules; customer record surfaces expiring agreements mid-call; QuickBooks sync keeps billing history attached to the account
FieldPulse	Automating workflows	Contact for pricing	Custom workflow automation for follow-ups and dispatch; customer records include communication history, job details, and payment records; automated email follow-ups tied to completed jobs
Service Fusion	Flat-rate pricing for unlimited users	Contact for pricing	Unlimited-user CRM access on every plan; contact, service history, and technician notes per record; call and text tracking with an upgrade
ServiceTitan	Large-scale HVAC operations	Contact for pricing	Tracks commercial memberships and multi-year projects; marketing attribution tied back to individual customer records; API for connecting customer data across systems
ServiceTrade	Commercial HVAC sales teams	Contact for pricing	Sales pipeline, proposal creation, and contract commitment tracking per account; asset history and deficiency tracking; field-to-quote workflow tied to specific equipment records
FieldCamp	AI-assisted dispatch and field service automation	$199 per month	AI chat surfaces insights from CRM data in plain language; custom fields for equipment, service plans, and compliance; tracks contacts, lead stages, job histories, and invoices in one dashboard
FieldBoss	Enterprise commercial HVAC on Microsoft 365	From $50,000 implementation + $90 per user per month	Built on Microsoft Dynamics 365; equipment history and maintenance agreements in one record; AI flags contract renewal and upsell opportunities; role-based dashboards

1. Jobber: Best HVAC CRM software for small and growing businesses

Pros

• Customer-facing client hub with job, quote, and invoice history attached to each account
• Contact and property records tied to every job
• Quo integration so teams get customer context without switching tools
• Includes modules for invoicing, scheduling, and dispatching

Cons

• Mobile app is more limited than the desktop version
• Limited solopreneur plan

Jobber is an HVAC business platform that helps you manage customer experiences from quoting to invoicing. Each plan comes with CRM software. It helps track properties, job histories, and quotes and invoices on the mobile and desktop apps. That way, your office staff and technicians can access instant context on a customer.

You can also use Jobber to tie contact and property records to every job. With its customer-facing client portal, customers can also see past jobs, quotes, and invoice histories. 

Jobber also integrates with Quo, the best HVAC VoIP phone system. Once it’s set up, you can click-to-call contacts right from Jobber client records. Quo syncs conversations and AI call summaries and transcripts to the right customer record. 

Whoever picks up the phone will have context from past conversations, even if they weren’t originally part of them.

If you use Sona, Quo’s HVAC answering service, you can also have it automatically create a Jobber service request from a call. That way, you can speed up prepping estimates, issuing invoices, and dispatching team members to get the job done.

Jobber pricing

Jobber starts at $21 per month for a one-person team. The Core plan comes with HVAC scheduling software, invoicing, quoting, and a client hub. 

If you’re a team of two to five people, Jobber offers the following plans:

• Connect: $105 per month for online booking and scheduling, quotes, invoices, time tracking, and automated appointment reminders
• Grow: $161 per month for automatic time tracking, job costing, workflow automations, and advanced quote customizations
• Plus: $280 per month for premium support, a receptionist, an API walkthrough for custom integrations, and access to the marketing suite

You can add more users to any plan for $29 per user per month. Or you can purchase a packaged plan for up to 10, 15, or 16+ users.

2. Housecall Pro: Best for HVAC-specific integrations

Pros

• The Bluon integration adds equipment model, warranty, and parts data directly to customer records
• Marketing features included on every plan
• Available in Spanish and English

Cons

• Adding users past the plan cap requires an upgrade

Housecall Pro is business management software for home service teams, like HVAC contractors. It’s especially helpful for residential HVAC teams that use many different systems and want to connect them in one place.

For example, if you connect Housecall Pro with Bluon, you can automatically enrich customer and equipment records. Techs scan an A/C unit in the Housecall Pro app, then browse a list of model specs, OEM manuals, and compatible parts. You can also integrate with Profit Rhino. That way, you get a prebuilt price book for flat-rate services, materials, and more.

If you integrate Housecall Pro with Quo via Zapier, you can automate customer communication tasks. For example, you might send appointment confirmation text messages after scheduling a new job on the platform.

Keep in mind Housecall Pro can get expensive. You’re limited to five or eight users on upgraded plans. If you need more than that, prepare to pay $75 to $100 per extra user per month.

Housecall Pro pricing

Housecall Pro requires you to fill out a form before seeing its pricing options. Once you do, you can choose between two options: plans for individuals and plans for teams.

Here’s what you’ll pay as an individual user:

• Basic: $79 per month for one user, CRM tools, invoices and payments, online booking, job cost tracking, offline viewing, and access to the mobile app
• Essentials: $229 per month for one user, QuickBooks Online, customer equipment tracking, employee GPS tracking, and checklists
• Max: $349 per month for one user, advanced custom reporting, a dedicated onboarding specialist, and escalated phone support

Here’s what you’ll pay for a team:

• Essentials: $299 per month for five included users, the sales proposal tool, membership plans, equipment tracking, and QuickBooks sync
• Max: $649 per month for eight included users, pipeline, route optimization, pricing insights, open API access, dedicated onboarding specialist, and access to an account manager

3. FieldEdge: Best HVAC CRM software with native maintenance agreement management

Pros

• Real-time dispatch board
• Integrated timesheets and time-tracking
• Built-in service agreements
• QuickBooks integration keeps billing history attached to the account

Cons

• Better dispatching requires an upgrade
• Poor onboarding resources
• Some users report poor mobile app performance

FieldEdge is a field management tool for scheduling, quoting, and service maintenance agreements. It offers a mobile app so you can track customer details in the field. For example, you might record gate codes, service history, and warranty dates.

For office staff, FieldEdge compiles your customer data into a single, centralized dashboard. You can see expiring agreements, prioritize VIP callers, and review past and quoted work each time a customer calls. 

You can also use FieldEdge’s CRM system to manage maintenance contracts. For example, you can track renewal dates to inform your sales or account management team, check billing schedules for late payments, and automate renewal notices so you don’t need to manually chase invoices.

But past users say FieldEdge isn’t always easy to use, especially the mobile app. Multiple business owners say that onboarding can be difficult, as you can see in this review:

“We got almost no support from FieldEdge while using their software. We were often left to figure things out on our own.” — Capterra

FieldEdge pricing

FieldEdge offers three plans for HVAC teams. The company doesn’t publicly disclose pricing, so you’ll need to contact its sales team for a custom quote. Here’s what each plan includes:

• Select: Booking and scheduling, dispatching, customer management and service history, technician time tracking, invoicing and payments, QuickBooks Online and desktop sync, flat-rate pricing, and basic service agreements
• Premier: Advanced dispatching, advanced service agreements, multi-option quotes, prospect tracking, performance and commission tracking, saved reports, and additional mobile app licenses
• Elite: Professional sales proposal tools, unlimited saved reports, warehouse inventory management, outbound call recording, and a customer portal

4. FieldPulse: Best field service software for automating workflows

Pros

• Custom workflow and process mapping for automating dispatch and follow-up steps
• Smart route optimization
• Live multi-location inventory tracking

Cons

• No transparent pricing available

FieldPulse is a field service management tool with a built-in CRM. It stores customer details, communication histories, job details, and payment records in one place. You can use that information to create custom workflows and automate daily tasks. For example, you might create automated email follow-ups to check in on completed jobs. This lets you schedule maintenance visits for repeat business or request reviews to boost your reputation.

Apart from its CRM, you can use FieldPulse for things like smart route optimization, which assigns techs to jobs based on their location. There’s also live inventory tracking to monitor stock levels across locations.

FieldPulse pricing

FieldPulse doesn’t offer public pricing. That means you can’t get an idea of software expenses up front without contacting the FieldPulse team. 

5. Service Fusion: Best HVAC CRM software with flat-rate pricing for unlimited users

Pros

• All plans include unlimited users
• Comprehensive feature list for each plan
• Customer web booking portal

Cons

• No free trial is available
• Mobile app can be slow and prone to syncing issues
• Limited form and document customization

Service Fusion is field management software that charges a flat rate for unlimited access to its CRM. Unlike many other platforms, it lets you put unlimited users on one plan. 

It also gives you a drag-and-drop calendar to make scheduling easier. You can check technician schedules and monitor drive times to cut down on double bookings. For even more effective scheduling, you can create dispatch zones for specific techs.

But keep in mind its main CRM features are fairly standard. You get record fields for contact, service history, and technician notes. But you’ll need to upgrade for inventory management features. And Service Fusion’s third-party integrations are less robust than those of competitors like FieldEdge. 

Service Fusion pricing

ServiceFusion doesn’t publish their pricing. You’ll have to reach out and set up a demo.

6. ServiceTitan: Best for large-scale HVAC operations

Pros

• APIs for connecting customer data across systems, like accounting tools and phone systems
• Ad performance tracking tied to customer records for attribution
• Serves residential and commercial HVAC contractors in one platform
• Offers modern payment features like Tap to Pay

Cons

• Pricing isn’t public
• Users report a steep learning curve

ServiceTitan is a field service management tool for larger HVAC businesses. You can use ServiceTitan to track more complex fields as your business grows. This could be commercial customer service memberships, for example, or large multi-year projects. 

You can even tie marketing efforts back to specific contact records. That way, it’s easier to see which channels work best, then allocate more resources to successful campaigns.

ServiceTitan easily integrates with tools you may already use, like Quo. For example, you can use Quo’s Zapier integration to send a follow-up message when you add a new customer to ServiceTitan. This can improve your speed to lead, which is often the difference between winning and losing a job.

ServiceTitan pricing

Pricing for ServiceTitan isn’t publicly available. You’ll need to request a quote and demo first. That said, ServiceTitan is well-known for being costly. Past users say it starts at $250 per tech, not including onboarding and setup fees. 

As one former user said:

“I love ServiceTitan, but 10k upfront investment for the setup and first 3 months, it was a no from me right now, so we went [with] Housecall Pro.” — Reddit

7. ServiceTrade: Best sales CRM for commercial HVAC businesses 

Pros

• Built for sales teams, with unlimited office users included
• Helpful for managing commercial service agreements and asset history
• Field inspection and deficiency tracking
• Customer portals are available

Cons

• Pricing not publicly available
• AI may require a separate add-on

ServiceTrade is a field service management tool for commercial home service teams. It specifically offers a sales CRM. That means, unlike other platforms on this list, it helps win new deals rather than just track service records with existing customers.

You can use ServiceTrade’s CRM to track:

• Sales pipeline stages
• Proposal creation dates
• Contract commitments
• Sales KPIs like volume, labor hours, and sales quotes and bookings

ServiceTrade also offers a field-to-quote workflow that helps provide estimates to customers immediately. Your techs can log issues in the mobile app via photos, video, or speech-to-text notes. The mobile app works offline and syncs automatically when the tech’s device reaches WiFi. Once uploaded, your office team can determine a quote with a version-tracked audit trail. The customer can approve the quote, then you can easily link the job to a specific asset’s history.

So what’s the catch? ServiceTrade may be prone to glitches and bugs. For example:

“Sometimes Service Trade can be buggy as they continue to improve and expand the way it works. We find that some things that used to work may not work exactly right after an update. ” — G2

ServiceTrade pricing

There’s no public pricing available for ServiceTrade. To get a quote, reach out to the sales team.

8. FieldCamp: Best for AI-assisted dispatch and field service automation

Pros

• Chat with AI to get insights into your CRM data
• AI dispatching and scheduling
• Field service route optimization

Cons

• High monthly cost for additional users
• Limited integrations outside QuickBooks and Xero

FieldCamp is HVAC business software that uses AI to help automate and summarize key CRM information. In one dashboard, you can track:

• Contacts
• Addresses
• Lead stages
• Job histories
• Visits
• Invoices and payments

You can also add custom fields and objects depending on your needs. This could be equipment, service plans, or compliance requirements.

FieldCamp also offers an HVAC AI chat feature that lets you ask questions and get answers about your customers. For example, you might ask: “Which clients are waiting on parts?” The AI Chat can read your client data, then answer in plain language.

Just know FieldCamp doesn’t offer many integrations. Apart from QuickBooks and Xero on the base plan, there isn’t much else for the average HVAC contractor.

If you rely on other platforms for tasks like marketing or customer retention, your information will likely be siloed between apps.

FieldCamp pricing

There are four FieldCamp pricing plans to choose from:

• Pro: $199 per month for up to three users, CRM access, job scheduling and routing, and a QuickBooks or Xero accounting integration, with extra users at $66 per month
• Growth: $559 per month for up to 10 users, custom data tracking, and priority customer service, with extra users at $56 per month
• Scale: $1,199 per month for up to 20 users and live phone support, with extra users at $60 per month
• Enterprise: Custom corporate pricing for more than 20 users, custom software connections, an uptime guarantee, custom company onboarding, and custom pricing for extra users

9. FieldBoss: Best for enterprise commercial HVAC already on Microsoft 365

Pros

• Built on Microsoft Dynamics 365
• Role-based dashboards
• Two-way accounting integration

Cons

• Steep learning curve for beginners
• Some users find the interface dated
• Expensive to implement, with one-time fees starting around $50,000 before per-user licensing

FieldBoss is a commercial HVAC management tool that runs on Microsoft Dynamics 365, which is Microsoft’s cloud-based CRM. It was made for larger HVAC operations already using Microsoft that want everything tied to a single system.

Beyond work order management, job costing, and project management, FieldBoss offers an AI-powered CRM. You can track equipment history, maintenance agreements, and service records in the same place. Its AI tool highlights contract renewal and upsell opportunities. This can help you save time while keeping your sales, service, and marketing departments on the same page.

That said, FieldBoss’s pricing may be out of reach for small and growing businesses. Implementation starts at $50,000, not counting per-user fees. You’ll also pay $90 per month per field tech and $185 per month per office user on top of your plan.

If you’re not already a commercial HVAC business, FieldBoss may not be a fit for your team.

FieldBoss pricing

FieldBoss charges a one-time implementation cost, plus two monthly license fees. These are the same no matter what plan you pick:

• Mobile license: From $90 per user per month for field technicians
• Back-office license: From $185 per user per month for office staff

The one-time implementation fee depends on the tier you pick. There are three:

• FieldBoss Rapid Onboarding: From $50,000 for work order management, scheduling, dispatching and routing, and project management
• FieldBoss Complete Onboarding: From $75,000 for inventory management, warehouse management, and commissions management
• Enterprise: from $100,000 for multi-entity reporting and white-glove onboarding

You’ll need to request a quote from FieldBoss for more exact pricing.

How to choose the right HVAC CRM software for your business

With so many tools on the market, finding HVAC CRM software can be overwhelming. This list can help you prioritize what matters and find the best fit for your business needs:

1. Match the tool to your team size. For example, if you’re a one- to five-person team, you might start with a tool like Jobber or Housecall Pro. But if you manage more than 10 to 15 techs, look for a tool that supports larger companies, like ServiceTitan or FieldBoss.
2. Think about whether the CRM serves residential customers, commercial accounts, or both. For a residential HVAC CRM, one customer typically means one property and one set of equipment. But commercial contractors could have several buildings and units to manage per customer. 
3. Check reviews from past users. Sites like G2 and Capterra can help you spot red flags that aren’t easy to see from the outside. That way, you don’t run into any surprises when trialing or implementing the tool with your team.
4. Test customer database features. During your trial or demo, pull up a customer profile and see what options you have. Can you update and review the customer’s equipment model, warranty status, and past visit notes? Or can you only check the contact’s name and a list of job dates?
5. Think about the cost to migrate as you grow. If you’re not on a platform that lets you easily scale, you’ll need to evaluate the costs of  switching to another platform. You might need to pay an unlocking fee to migrate information. Be sure to factor these costs into the total price, and not just the cost to sign up today.  
6. Check integrations with the tools you already use. Will the HVAC CRM platform connect with your accounting software? What about your business phone system or payment processing tool? Platforms that don’t connect to third-party integrations could force you to operate in a silo.

6 Key features to look for in HVAC customer relationship management software

Before signing on the dotted line for HVAC CRM software, be sure it offers the following features:

1. HVAC-specific CRM fields. Beyond a list of names and job dates, your HVAC CRM should help you keep track of histories and active contracts. This might include features like tracking equipment models and warranty statuses, past visit notes, and service agreements.
2. Caller pop-ups. The best HVAC CRM platforms connect directly to your phone system. That way, you can automatically see when a known customer calls.
3. Real-time updates. Your office staff and field techs should feel confident they’re looking at the same customer record. Look for software that offers real-time updates and instantly syncs between mobile and desktop apps.
4. Mobile access for technicians in the field. Your techs should be able to pull up a customer’s full service history on the job site. Then they can attach photos, capture signatures, and take payments from the truck.
5. Access to HVAC field service management software, or FSM. Look at what’s bundled alongside the CRM itself. Many apps offer CRMs as part of a bigger field service platform. Check the scheduling, dispatch, and invoicing tools packaged with it, since that’s most of what you’re paying for.
6. Third-party integrations. You should be able to effortlessly connect your HVAC CRM software to the tools you already use. This includes your phone system, inventory management platform, and automation platforms like Zapier or Make.

Picking the perfect CRM software for your HVAC company

For most HVAC contractors, the right CRM software depends on the size of your team and how deep your equipment and service-history record needs to go.

But your CRM is only as useful as the phone system you’ve connected to it. That’s why many small and growing teams choose Quo to keep every interaction tied to the right customer.

Learn more about choosing the best VoIP phone systems for HVAC here.

Then, when you’re ready, sign up for a seven-day free trial of Quo.

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