Best CRM software for HVAC companies in 2025

Customers are at the heart of every trade business, and HVAC companies are no exception. Even with the best HVAC installers at your disposal, your business will struggle to grow – or worse, fail completely – if you’re not taking proper care of your customers. This involves keeping track of appointments, managing job details, and following up on service requests.

While you could theoretically handle all these tasks with a spreadsheet, dedicated customer relationship management (CRM) makes the process far more efficient. The right HVAC CRM app streamlines scheduling, automates operations, tracks inventory and assets, and centralizes customer data. Overall, it makes HVAC businesses more organized and efficient.

Over the past few weeks, the Cybernews research team and I have put in the work to find the best HVAC business software. Below are the results of our in-depth evaluations, the answer to the question of “What is HVAC software?”, and a guide on finding the most suitable HVAC CRM for your company’s unique needs.

Top 9 HVAC CRM apps at a glance – shortlist

Before we dive deeper into each tool, here’s a quick peek at what our final HVAC software list looks like after a thorough evaluation of the CRMs that we came across:

1. Salesforce – best heating and air conditioning business software overall
2. Monday – best HVAC CRM for customization and effortless setup
3. Pipedrive – best CRM for professionals and growing SMBs in the HVAC industry
4. Zoho CRM – best HVAC software for small businesses and growing companies
5. Nutshell – best first-time CRM for small and medium-sized HVAC firms
6. Jobber – best end-to-end business management system for HVAC companies
7. ServiceTrade – best commercial HVAC service software for mid-sized and large firms
8. HouseCall Pro – best HVAC CRM for small and mid-sized home service businesses
9. ServiceTitan – best HVAC software for field service enterprises

9 best HVAC CRM software – quick comparison

Our thorough evaluation process has concluded with a list of 9 best HVAC software companies. Let’s see what these tools are made for, how much they cost, what their best features are, and what kind of customization options you can expect from each.

HVAC CRM software	Best for	Pricing	Key features	Customization capabilities
Salesforce	HVAC professionals and companies of all sizes	$165/month per user	Customer interaction timeline, email marketing automation, granular customer segmentation	Custom pipelines, dashboards, fields, layouts, search, tagging
Monday	HVAC businesses in need of highly customizable CRM software	€15/month per seat	Numerous integrations, lead generation forms, workflow automations	Custom pipelines, automation recipes, integrations, reports, dashboards
Pipedrive	Growing HVAC SMBs and professionals	$24/month per seat	350+ integrations, built-in AI tools, project management automations	Custom pipelines, fields, layouts
Zoho CRM	Smaller HVAC companies and startups	Free ($20/month per user for the Standard plan)	Automations, countless integrations, free plan	Custom modules, views, buttons, layouts
Nutshell	First-time CRM adopters and HVAC SMBs	$19/month per user	Ease of use, system customization options, sales and email automation	Custom reporting, dashboards, quotes
Jobber	Home service companies in need of full field service management	$39/month per user	Online job scheduler, invoicing, reporting tools	Custom client profiles, field configurations, email or text follow-ups
ServiceTrade	Medium and large field service businesses	Available on request	AI-powered dispatching tools, customer portal, accounting integrations	Custom dashboards, reports, integrations
HouseCall Pro	Field service professionals and businesses seeking an all-in-one management software	$79/month per user	Drag-and-drop scheduler, GPS vehicle tracking, service invoicing tools	Custom booking page, tags for organizing contacts, reminders
ServiceTitan	Large HVAC businesses and field service enterprises	Available on requses	Real-time asset tracking, customer portal, offline-functional mobile app	Custom dashboards, service agreements, notification message templates

Detailed look at the best CRMs for HVAC companies

Now that you’ve had the chance to take a quick peek at our top picks, it’s time to examine each tool in detail. Below is a deep dive into all our top HVAC CRM apps. You’ll learn what each tool does well and where it could use a few improvements.

1. Salesforce – best CRM software for HVAC companies, hands down

Best for:	Small contractors, medium-sized HVAC businesses, and large enterprises
Free trial:	Yes – 30 days
Starting price:	$165/month per user
Top features:	AI-powered tools, countless and seamless integrations, robust mobile apps

Visit Salesforce

Characterized by a robust feature set and scalability, Salesforce CRM is ideal for HVAC businesses of all sizes, from small contractors to enterprises. The software tool is packed with automated scheduling and dispatching, AI-powered analytics, customer communication tracking features, invoicing and payment integrations, and inventory and asset management tools.

Salesforce also offers a centralized contact database that compiles all active customer and prospect information in one place. This provides all team members with real-time access to customer data and leads, which are also evaluated by AI and organized into a structured unit. With such a system, HVAC businesses can enjoy drastically better lead conversion rates.

This robust CRM tool also provides HVAC technicians with real-time job updates and access to detailed customer histories on-site. Conversely, office staff can benefit from automated invoicing and the tool’s countless integrations with accounting software like QuickBooks and various third-party productivity apps.

2. Monday – best customizable HVAC CRM software

Best for:	HVAC contractors and firms in need of a fully customizable CRM
Free trial:	Yes – 14 days
Starting price:	$20/month
Top features:	Workflow automation, robust mobile app, clear reporting

Visit Monday

From compiling customer info to scheduling and dispatching technicians, Monday is a fully customizable CRM that does it all. This robust on-the-go software for heating, ventilation, and air conditioning experts equips your employees with a clear overview of all your jobs, assets, and customers in one place.

With Monday, HVAC managers can track every aspect of customer interactions, reduce the amount of manual labor in workflows with custom automations, and generate leads through easily embeddable forms. The CRM also integrates with Quickbooks and over 200 other third-party apps your employees need on a daily basis.

Monday is also available as a user-friendly mobile app with real-time communication and collaboration features. With it, your technicians can seamlessly stay in touch with office staff and get customer info the moment they need it for a job or a repair.

3. Pipedrive – best for professionals and small and mid-sized HVAC firms

Best for:	Growing, small, and medium-sized businesses and HVAC professionals
Free trial:	Yes – 14 days
Starting price:	$35/month per user
Top features:	350+ integrations, automation features, Pipedrive AI

Visit Pipedrive

Created with the goal of managing all your business relationships on one platform, Pipedrive is one of the best CRM tools HVAC SMBs can get in 2025. This fully customizable CRM features sales dashboards for identifying trends and patterns, adjustable fields for storing vital data, and robust automation features for putting repetitive tasks on autopilot.

Its visual pipeline makes tracking deals easy, while customization tools and automation features can save valuable time. The mobile app also works flawlessly on both Android and iOS, empowering your technicians with real-time insights.

Pipedrive’s Marketplace is a great spot to find integrations, add-ons, and automation tools to enhance CRM’s functionality. These include Zapier, Microsoft Teams, PandaDoc, and even Pipedrive’s own LeadBooest add-on that starts from $32.50/month.

4. Zoho CRM – best HVAC CRM app for startups and small organizations

Best for:	Smaller HVAC businesses and growing startups
Free trial:	Yes – 15 days
Starting price:	Free (standard plan is $20/month per user)
Top features:	Free plan, automations, countless integrations

Visit Zoho CRM

Zoho is an Indian multinational company with dozens of web-based business tools on offer. Its CRM tool, which can fit up to 3 users, is a great choice for HVAC startups and solopreneurs, as it provides robust marketing and sales features, reporting, and 2,500 workflow automations.

However, for a larger HVAC company, you’ll more than likely need one of the paid CRM plans. Here, you get access to lead management, client contact and service histories, appointment scheduling and reminders, task automation, better analytics and reporting, and many more integrations with other Zoho products, Google Workspace, and third-party tools.

You can also integrate Zoho FSM (field service management) software with the CRM platform, but this requires having standard or higher plans for both.

5. Nutshell – best sales-focused CRM for HVAC SMBs

Best for:	Small HVAC firms in need of growth software
Free trial:	Yes – 14 days
Starting price:	Free
Top features:	Customer tracking features, effortless setup, ease of use

Designed to be as user-friendly as possible, Nutshell is an HVAC SMB-focused CRM with a seamless interface and effortless navigation. The tool also has an uncomplicated setup, making it perfect for first-time CRM adopters and HVAC companies without IT staff.

Yet, despite being so beginner-friendly, Nutshell packs a heavy punch in terms of features.

You’ll find contact and pipeline management components, email and sales automation tools, robust reporting and analytics elements, and seamless team collaboration features.

Nutshell also keeps track of all your customer interactions, making it seamless for your technicians to access past jobs, repairs, and other relevant data. Conversely, the office part of the team gets access to an online scheduler where they can easily plan, collect, and manage bookings and communicate with the technicians.

6. Jobber – best end-to-end CRM for home service companies

Best for:	HVAC and other field service organizations
Free trial:	Yes – 14 days
Starting price:	$39/month per user
Top features:	Drag-and-drop online job scheduler, detailed invoicing and payment tools, reporting

Built with home service businesses in mind, Jobber is another great option in the HVAC CRM system space. This robust digital toolbox helps companies in the heating, ventilation, and air conditioning industry easily manage and organize all client, job, asset, and payment details.

With Jobber HVAC CRM, daily tasks like scheduling and dispatching become seamless. The tool helps your office staff schedule installs or repairs, create detailed job quotes, track field service progress, send quotes and payment reminders, and even bill clients.

Conversely, your technicians get access to real-time notifications and calendars so they can stay on top of who’s doing what, when, and where. The HVAC services software also integrates with countless productivity apps, including QuickBooks, Docusign, Mailchimp, and Zapier.

7. ServiceTrade – best commercial HVAC software for medium and large businesses

Best for:	Mid-sized HVAC businesses and enterprises
Free trial:	No
Starting price:	Available on request
Top features:	Customer portal, accounting integrations, built-in AI

Purposefully built for the field service industry, ServiceTrade offers a robust set of features that streamline processes, optimize field performance, and win over clients. For starters, ServiceTrade gives your technicians robust HVAC mobile software that helps with inspections and includes timecards for payroll management.

Conversely, your office team can effortlessly create schedules, dispatch field technicians, procure parts, and manage larger projects as the built-in AI quickly processes info and offers suggestions. The HVAC customer database software also includes integrated management visibility, analytics, and reporting tools, giving users insight into inefficiencies and helping contractors resolve potential issues.

ServiceTrade’s dedicated client portal offers online quotes for jobs and repairs, which customers can approve with a single click. The portal also provides transparent client communication and gives your customers visibility into your work, which builds loyalty in the long run.

8. HouseCall Pro – best all-in-one CRM for field service professionals

Best for:	Home service professionals and HVAC SMBs
Free trial:	Yes – 14 days
Starting price:	$79/month per user
Top features:	GPS asset tracking, built-in invoicing, drag-and-drop scheduler

Packing scheduling and dispatching, invoicing and estimations, analytics and reporting, customer and review management, and marketing automation in a single system – as you can see, HouseCall Pro is a robust all-in-one CRM. This mobile field service management software is a great choice for HVAC contractors, smaller businesses, and mid-sized companies.

The tool lets HVAC service managers seamlessly organize contacts with custom tags, chat with clients using the mobile app, send booking confirmations, and save customer-specific data to client profiles.

As its name might suggest, HouseCall Pro also offers calling features, allowing your office staff to make and receive calls directly in the app, as well as transfer them. Conversely, field technicians get access to timecard features, making it effortless to handle payrolls later on

9. ServiceTitan – best HVAC routing software for enterprises

Best for:	LargeHVAC businesses with commercial clients
Free trial:	No
Starting price:	Available on request
Top features:	Ease of use, real-time technician and asset tracking, seamless online dashboard

Featuring call tracking, job booking, customer pages and membership management, follow-ups, marketing features, an online client portal, and effortless collaboration tools, ServiceTitan is so much more than simple air conditioning software. It’s a robust yet easy-to-use HVAC sales tool that’s all about helping field service companies with multiple locations or large teams.

While it lacks automated quotes, ServiceTitan more than makes up for it with its seamless integrations, industry support, and customer behavior tracking features. The software packs invoicing, dispatch, price book, and inventory in a single spot, making the connection and communication between office staff and field employees seamless.

HVAC mobile software is also a part of ServiceTitan’s offerings, providing numerous customer convenience features and offline functionality. With it, your team can quickly access customer profiles, equipping your technicians with job histories, photos, invoices, and notes.

Our methodology – how we chose the best software for HVAC companies

To ensure accurate and unbiased HVAC CRM software recommendations, the Cybernews research team and I put in a lot of work. Our selection process involved days of research, followed by an additional hands-on assessment of the tools.

Here’s a detailed look at the most important aspects we considered:

• Features (30%). Top-tier HVAC field software should offer more than just appointment scheduling and asset management features. Led by this idea, I examined each CRM’s essential and advanced elements, including automated reminders, contact management, integrations, customer communication tracking, and workflow automation, prioritizing tools with a wider range of useful features.
• Pricing (25%). HVAC software pricing is a crucial factor in deciding on a particular CRM system. With that in mind, I paid close attention to the CRM’s pricing plans, looking into both affordability and value for money. Of course, the platforms that offered transparent pricing tiers ranked higher.
• User feedback (20%). Regardless of how new a tool is, chances are someone’s already tried it. And that’s precisely what I focused on. By venturing onto well-known review platforms and forums, I collected hundreds of comments related to each CRM’s usability, customer support quality, and potential issues.
• Testing (25%). Besides scouring through dozens of HVAC service software reviews, the team and I also tested HVAC CRM apps in real-world scenarios. Here, we used the tools as they were meant to be used and tested every aspect, from scheduling appointments to workflow automation, invoicing features, and asset tracking.

What is a CRM system for HVAC companies?

A customer relationship management (CRM) system for heating, ventilation, and air conditioning (HVAC) companies is a specialized software tool designed to manage various aspects of dealing with customers. It’s a system that helps HVAC firms and contractors keep track of all their clients, jobs, employees, vehicles, equipment, and payments.

A CRM acts as a digital hub where HVAC organizations can store all their critical information. This includes customer details like contact info, service history, and communication records, as well as maintenance details like proposals, agreements, and follow-ups, and even billing info like invoices and payment details.

Yet, CRMs do more than just data storage – these are tools that streamline all business operations, service requests, and customer interactions. For example, a top-tier CRM makes scheduling appointments and jobs seamless with its drag-and-drop scheduler and team views. And by keeping track of technicians and company assets, scheduling becomes even easier.

HVAC contractors can also use a CRM to manage the sales funnel. After all, CRMs store inquiries and potential customer data, providing valuable insights into how much each person is interested in the service. This significantly helps HVAC firms turn potential customers into active ones.

Adopting a CRM is beneficial for any HVAC company, regardless of its size. On the one hand, startups can benefit from strong customer retention policies early on and grow faster. At the same time, already established HVAC enterprises can drastically improve their overall efficiency through better data organization and automation features.

Key features of CRM software for HVAC companies

While different HVAC businesses have different tool requirements, most top-tier HVAC CRM apps come with a standard set of crucial features. In the majority of cases, these are:

• Appointment scheduling. Modern CRMs come with straightforward drag-and-drop job schedules that also provide team views. This helps your office staff quickly schedule appointments, reduces manual errors, and prevents double bookings. It also allows technicians to access schedules in real time, ensuring timely service.
• Customer communication tracking. A CRM logs every customer interaction, from phone calls and emails to service requests and preferences. This allows HVAC firms to create a full customer profile and offer personalized service. It also lets businesses know how, when, and how often to reach out so as to avoid coming off as annoying.
• Workflow automation. CRM systems are all about boosting your business efficiency, and that’s best showcased in their automation features. By automating repetitive tasks like service reminders and work order assignments, CRMs significantly reduce your employee’s workload, allowing your office staff to focus on other vital aspects.
• Invoicing and payment integration. HVAC CRMs offer built-in invoicing features and seamlessly integrate with your company’s existing payment systems. This simplifies the entire process of billing your clients and managing payments, as customers get automated reminders, and all delays are minimized.
• Inventory and asset tracking. Managing technicians, vehicles, and equipment can be challenging, even for the best office employees. CRMs drastically simplify this process, helping users monitor stock levels, track asset usage, and alert teams if there’s a need to restock in order to prevent delays.

Key benefits for HVAC companies

HVAC CRM software isn’t just a spreadsheet alternative. It’s a robust tool that streamlines business processes, enhances communication and customer interactions, manages sales, automates workflows, and drives growth. By adopting such a system, HVAC businesses can enjoy a variety of benefits:

• Improved scheduling and time management. Often featuring seamless drag-and-drop job schedulers, HVAC office software helps businesses book appointments, track employee and asset availability, and reduce the chance of a double booking. These time management features make dispatching technicians a breeze, while delays are minimized and productivity gets a significant boost.
• Enhanced customer satisfaction. Implementing a CRM allows HVAC companies to create and maintain detailed customer interactions and service histories, including warranties, service requests, and even unique preferences. Thus, HVAC businesses can automate follow-ups and provide personalized service and maintenance appointments, which ensures higher satisfaction and creates a loyal customer base.
• Better lead conversion rates. A CRM can also track leads, helping HVAC contractors and firms stay on top of any potential customers. These systems can segment leads based on interest level and provide valuable insights, ensuring businesses engage prospects effectively. This significantly boosts the company’s chances of turning inquiries into paying customers.
• Comprehensive reporting and analytics. By providing insights into customer behavior, HVAC service performance, and current sales trends, CRMs help businesses identify their strengths and weaknesses. This allows them to quickly improve any areas of service that aren’t doing well, as well as allocate more resources to aspects that are bringing in the profits.

How to choose the right CRM software for HVAC companies

When picking software for HVAC companies, it’s not enough to go for the first app that pops up when you look for such software online. If you want a tool that fits your specific requirements and does everything you need it to do, you’ll need to consider the following factors carefully:

• Budget. Regardless of the tool’s features and ease of use, if an HVAC CRM app doesn’t fit your company’s dedicated budget, it won’t be the best choice for your business. That’s why you should start by allocating funds and looking at HVAC computer software that matches your budget.
• Business size. Even the best HVAC service software for a small business simply won’t do for an enterprise-level company. That’s why, besides budget, your firm’s size also plays a vital role in the selection process. You’ll need to look into business HVAC software with plans that can accommodate all your employees.
• Specific features. Some CRM tools, like ServiceTitan, are built specifically for service work but have limited project management functionality. Other CRMs provide scheduling but lack invoicing tools. To find the right HVAC service platform, you’ll need to consider all the unique features you need and look into apps that provide these.
• Ease of use. Top-tier software for an HVAC company should have a simple interface and easy-to-use features that don’t require extensive employee training. From adding new contact details to communicating with the client and billing them, using a CRM system should be as easy as sending an email.
• Customer support. A complete implementation and active use of CRM software within an HVAC organization rarely goes without any hiccups. In that sense, the software company’s customer support is pivotal for ensuring the successful adoption of a CRM system, providing training materials, and resolving any challenges.

CRM software implementation for HVAC companies: best strategies

Ensuring a seamless adoption of a CRM tool and maximizing your business’s operational efficiency is easier said than done. It requires a strategic approach and a successful implementation of the CRM software, which is dependent on the following:

Training the team

Transitioning onto a new platform is rarely easy, as it requires starting from scratch and learning about the new system. However, it’s certainly not impossible, and adoption will flow much easier if there’s proper employee training, which is vital for a successful CRM integration.

The best approach here is to develop role-specific training modules tailored for office staff, dispatchers, and technicians. This lets your employees focus on their specific CRM tasks, allowing them to see how the new system fits into their daily responsibilities.

Gradual rollout

A CRM system has a wide variety of features, and conquering all of them in a short time window can be challenging. It’s better to start slowly and introduce the new system’s core features first, which eases your employees into it and lets them maintain productivity from day one.

You can also gather feedback during the initial rollout phase and monitor relevant adoption metrics. This way, you’ll know when’s the perfect time to start the next phase and introduce advanced features of the new system.

Customizing the CRM to fit specific workflows

Different HVAC businesses have different needs, so adjusting your new CRM system to fit your specific business workflows is crucial. You can start by creating custom service request templates and automating repetitive workflows to improve your team’s overall efficiency.

Integrations are also an essential part of the customization process. Thus, you’ll also need to integrate your new CRM with your existing accounting systems, inventory management tools, and productivity apps, which your employees use every day.

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Other CRM tools you might be interested in:

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Final words on the best CRM software for HVAC companies

At the end of the day, it’s obvious that CRM software for HVAC companies can make all the difference in your business’s efficiency, customer retention and satisfaction, and management. These tools are, thus, indispensable for all modern HVAC businesses.

After weeks of in-depth evaluations and tests, our findings show that Salesforce is the best software HVAC companies can get in 2025. However, picking the right tool for your HVAC business’s specific needs takes more than just going for the top-rated CRM.

Obviously, HVAC software for small businesses won’t fit an enterprise, and vice versa. But, beyond the business’s size, other vital aspects must also be considered. These include special features, the tool’s ease of use and customer support, and your company’s budget.

Finding the right HVAC contractor software then becomes a matter of considering all these crucial aspects. And once you know what you’re after, picking from our recommended and vetted HVAC services software will be a breeze.

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