CRM for heating and cooling
HVAC CRM software that keeps up with peak season
When the first heat wave or cold snap hits, every call gets answered, every job gets a priority and every customer gets logged. Then the CRM keeps them coming back for tune-ups.
CRM included in every plan, from $39/month. AI manager included.
New request
Diagnostic booked
Replacement quote sent
Decision pending
Quick answer
What is the best HVAC CRM software for a small company?
The best HVAC CRM software handles peak-season call spikes, tracks each customer's equipment and maintenance agreement, and fills slow months with tune-up reminders. Clientager pairs a built-in CRM with an AI manager that answers calls and messages 24/7, opens no-heat and no-cool jobs with the right urgency, books visits and sends replacement quotes with pay links. Plans start at $39/month.
Built for HVAC contractors and heating and cooling companies
Your HVAC CRM comes set up with the stages and fields HVAC contractors and heating and cooling companies actually use. Change anything, add your own.
Pipeline stages
- New request
- Diagnostic booked
- Replacement quote sent
- Decision pending
- Won
What each record holds
- System type (furnace, heat pump, AC, boiler, mini-split)
- Equipment brand, model and install year
- Filter size
- Maintenance agreement status and renewal date
- Last tune-up date
- Property address and access notes
- Assigned technician
- No-heat or no-cool priority flag
Equipment on every record
Store system type, brand, model, install year and filter size on the contact. Techs know what they are walking into, and you know which units are near replacement age.
Service requests by priority
No heat in winter or no cooling for an elderly customer gets marked urgent. Routine tune-ups and noisy units get scheduled. Each request is assigned to a technician.
Maintenance agreements
Track agreement status and renewal dates in custom fields. Smart lists show every member due for a spring or fall tune-up.
Replacement quote pipeline
Big-ticket system replacements move from diagnostic to quote, decision and won. Deal values show the replacement revenue waiting on homeowners.
Quotes and invoices
Quote from your catalog of equipment, labor and add-ons, with tax and discounts. Send a PDF and collect a deposit or payment by pay-by-link through Stripe, Razorpay or PayPal.
Calendar for techs
Diagnostics, installs, tune-ups and tasks in one week view, so dispatching during a heat wave is a glance, not a guessing game.
Reports
Track bookings and jobs, leads by source, replacement win rate, revenue collected and the share of calls that came in after hours.
Included: Clientager AI manager
A CRM that fills itself in
Most CRMs wait for someone to type. Your AI manager answers calls, WhatsApp, SMS, website chat and email 24/7, then writes every contact, booking and next step into the CRM for you.
Handles peak-season call spikes
During a heat wave your AI manager answers every call at once, 24/7, so customers do not hang up and call the next company.
Triage for no-heat and no-cool
It asks about the system, symptoms and who is in the home, then opens a service request marked urgent or routine.
Books diagnostics and tune-ups
It offers open slots, books the visit on your calendar and schedules a confirmation and reminder.
Fills equipment fields
It records the system type and age the customer mentions, so the record is ready for your tech and your replacement campaigns.
Escalates when it matters
Gas smells or vulnerable occupants without heat get handed to a human right away with a callback task.
How a hvac runs on Clientager
- 01
The heat wave call
A customer calls at 9pm with an AC blowing warm air and a newborn at home. The AI manager answers immediately.
- 02
Triage and booking
It marks the request urgent, logs the unit age and books the first slot or hands off to your on-call tech.
- 03
Diagnosis on site
Your tech opens the record, sees the 14-year-old unit and adds notes. The office sends a replacement quote with options.
- 04
The decision
The quote sits in Decision pending with a follow-up automation. The customer accepts and pays a deposit by link.
- 05
Back every season
After install, the customer gets tune-up reminders and a maintenance agreement offer.
Automations ready to switch on
- When Last tune-up was 6 months ago→ Send a seasonal tune-up reminder by SMS with a booking link.
- When Maintenance agreement renewal is 30 days away→ Email a renewal notice and create a task if it is not renewed in 2 weeks.
- When A replacement quote sits for 5 days→ Send a follow-up email and create a call task for the comfort advisor.
- When A job is marked completed→ Send the invoice pay link and a review request two days later.
- When Equipment install year is 12 or more years ago→ Tag the contact replacement-candidate for an off-season offer.
Spreadsheets vs. Clientager
Spreadsheets and generic CRMs
- Peak-season calls ring out and customers go elsewhere
- Equipment details live in a tech's memory
- Tune-up reminders depend on someone remembering
- Replacement quotes go quiet without follow-up
- Maintenance agreements lapse unnoticed
Clientager HVAC CRM
- Every call answered 24/7, even during a heat wave
- System type, model and age stored on each record
- Seasonal reminders go out automatically
- Replacement quotes tracked with values and follow-ups
- Renewal dates trigger notices and tasks
HVAC CRM software built for seasonal surges
HVAC demand is lumpy. The phone is quiet for weeks, then the first hot weekend brings more calls than your office can take. Missed calls in peak season are lost jobs and, often, lost replacement sales. HVAC CRM software should absorb that spike. Clientager's AI manager answers every call, WhatsApp, text and chat at the same time, asks about the system and symptoms, and opens a service request with the right priority before the customer has a chance to dial a competitor.
Triage is where the real value is. A family with no heat in January and a homeowner with a noisy outdoor unit both need help, but not on the same timeline. Your AI manager asks who is in the home, what the system is doing and how old it is. Urgent cases go to a human with a callback task. Routine visits get booked into open slots on your calendar with a confirmation text.
Maintenance agreements and tune-up reminders
Maintenance agreements smooth out the year and keep customers loyal. They only work if renewals and tune-ups actually happen. In Clientager you store agreement status, renewal date and last tune-up date on each record. Smart lists show every member due for a spring cooling check or a fall heating check. An automation sends the reminder by SMS or email and creates a task if nobody books.
Customers without an agreement are an opportunity too. After any repair, an automation can offer a plan. Customers who have not had a visit in a year get a tune-up reminder before the season turns. All of it is logged on the customer timeline, so your office can see what was sent and when, and nobody gets the same message twice.
- Agreement status and renewal date on every record
- Seasonal tune-up reminders by SMS or email
- Smart lists of members due for a visit
- Renewal tasks created automatically
Replacement quotes that do not go cold
A system replacement is often the biggest purchase a homeowner makes that year, and most will not decide on the spot. Clientager gives replacement work its own pipeline: diagnostic booked, quote sent, decision pending and won. Build the quote from your catalog of equipment, labor and add-ons, offer a couple of options, and send a PDF. Every quote carries a value, so you can see total replacement revenue waiting on a decision.
Then the follow-up happens on its own. After a few days without an answer, the customer gets a friendly email and your comfort advisor gets a call task. The AI insights on each contact show a short summary, a lead score and a suggested next step. When the customer says yes, send a deposit request with a pay-by-link through Stripe, Razorpay or PayPal and schedule the install.
Questions about the CRM
What is the difference between HVAC CRM software and an AI manager?
The CRM is your system of record: customers, equipment, agreements, jobs, quotes and invoices. The AI manager answers calls and messages 24/7, triages no-heat and no-cool problems, books visits and writes it all into the CRM. Clientager gives you both in one product, so peak-season calls turn into organized jobs instead of a pile of voicemails.
Can I import my customer and equipment list?
Yes. Import from any spreadsheet or CRM export via CSV. Map columns to fields like system type, install year, filter size and agreement renewal date, and create custom fields for anything extra. Duplicate detection catches customers already in the system, and you can merge duplicates afterwards.
Can my technicians log in without seeing revenue?
Yes. Technicians get the staff role, which shows their assigned jobs, customer records, equipment details, notes and tasks. Payments, billing and revenue are hidden from staff. Owners and managers see everything. Starter includes 2 team logins, Growth 5 and Scale unlimited, and the activity log shows who changed what.
Can it send seasonal tune-up reminders automatically?
Yes. Set an automation based on last tune-up date or a smart list of agreement members, and Clientager sends the reminder by SMS or email at the time you choose. If the customer does not book, it can create a task for your office. Every message is logged on the customer timeline.
Does it work for both residential and light commercial HVAC?
Yes. Add a property type field and tag commercial accounts. Commercial clients can have their own pipeline stages, maintenance schedules and renewal reminders. Quotes and invoices work the same way, with line items, tax and pay-by-link, and smart lists keep the two customer groups easy to separate.
How is HVAC CRM software priced at Clientager?
The CRM is included in every plan, and plans start at $39/month. You also get the AI manager that answers calls and messages and fills in the CRM. You can see it in a live demo before you commit, and you can get a refund before your agent goes live.
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