5 Best HVAC CRM Software to Stay Efficient and Organized

Originally published in November 2024. Last updated on October 28, 2025.

HVAC CRM software helps you manage customer details, track jobs, schedule technicians, and streamline communication—all in one place. Whether you’re a one-person operation or managing multiple crews, the right CRM keeps your business organized and your customers satisfied.

If your current system doesn’t improve your workflow—or you’re still relying on spreadsheets—it’s time to upgrade. Keep reading to discover the 5 best HVAC CRM software options to help you save time, boost productivity, and grow your business.

What is a CRM for HVAC companies?

A CRM is a customer relationship management system designed to help businesses manage leads, customers, jobs, and communication. 

A CRM is important for HVAC companies because it helps you deliver quality customer service. The best HVAC CRM software includes features such as managing quotes and invoices to quickly get them to customers, and storing customer service histories. 

By centralizing all this information in one platform, an HVAC CRM helps you and your team stay organized, ensure customer satisfaction, and operate more efficiently from the first call to the final invoice.

Best HVAC CRM software comparison chart

How we chose the best HVAC CRM software

We researched several popular field service CRMs, focusing on the features that help your HVAC team improve customer satisfaction, save time, and stay organized. Those features include:

• Online booking: Make scheduling easier by having customers book times that work best for them
• Customer communication: Streamline communication with customers with automation
• Lead management: Keep your leads separate from your paying customers
• Custom forms: Create forms that are personalized to your business
• Automated reminders: Avoid no-shows by reminding customers of scheduled jobs

We also watched app tutorials to understand how the products work and read customer reviews for firsthand strengths and weaknesses.

Whether you run a small HVAC business or are working your way up to an enterprise, you’ll find the perfect tool in our list below.

Jobber’s HVAC service CRM helps you manage and organize your client details, service history, and communication. 

With Jobber as your HVAC service software, your field technicians have access to all the customer information they need in their back pockets—without the back-and-forth calls to the office.

But Jobber handles more than just customer and job records. You can use it to quickly create professional HVAC estimates and service agreements, dispatch service calls, track job progress, and collect payment online.

All the job details you include on your quotes or proposals will flow through to your invoice—which you can generate in one click, and your customers can view in their online portal. This CRM feature lets you help customers faster without having to scramble through emails or spreadsheets.

Here are other ways Jobber helps improve your HVAC customer relationships:

• Create interactive good-better-best proposals to give potential customers flexible options for maintenance contracts.
• Collect work requests through an online booking form that customers can fill out on your website.
• View your entire customer communication history, including booking confirmations, automated notifications, and two-way text messages with customers.
• Automatically track labor time from the moment a technician arrives at the jobsite (no manual clock-in or clock-out required).
• Customize your client profiles to save the details that matter most to your HVAC company—like HVAC unit details or warranty information.
• Tag potential customers as leads to manage them separately from clients.
• Integrate your accounting software, such as QuickBooks Online, to link your customer management and accounting workflows.

Pro Tip: Use Jobber AI to get impactful suggestions that help you improve and grow your HVAC customer relationships.

If you manage customer relationships for a medium- to large-sized commercial HVAC business, look into ServiceTrade.

With ServiceTrade, you can create and manage contacts for entire companies as well as the individual locations of a company. You can also create two different types of HVAC service contracts:

• Default contracts for single-location companies
• Company contracts that let you create unique price lists, rules, expected margins, and more for a specific customer or location

ServiceTrade uses AI tools to help you make quick scheduling decisions for large crews. Using its SmartSchedule tool, the CRM collects job and technician details you’ve saved to suggest which techs are most qualified to handle each work order.

Other ServiceTrade features include:

• An online portal to keep clients informed
• Dispatching for emergency HVAC services
• Pre-built and customizable pricing models for proposals

As noted by one user, there’s no way to send back-and-forth messages to customers from within ServiceTrade, so you won’t be able to manage all customer communication in one place.

Housecall Pro is another popular CRM solution for HVAC businesses. This software lets HVAC service managers:

• Add custom tags to organize different types of contacts (e.g., leads, customers, prospects, etc.)
• Chat with customers from their mobile app
• Save service agreements, work orders, and invoices to client profiles
• Send confirmation texts and emails when jobs are booked

The calling features in Housecall Pro make it useful for companies with sizable HVAC sales teams. Sales teams can make and receive calls directly from the software, put calls on a queue, and route calls to specific reps.

Additionally, HVAC technicians can clock in and out from the Housecall Pro mobile app. But unlike Jobber, Housecall Pro can’t automatically start work timers based on a technician’s GPS location.

One user generally enjoyed HouseCall Pro’s ease of use, but ultimately chose Jobber for its streamlined process from work request to final invoice. 

READ MORE: Jobber vs. HouseCall Pro

Kickserv is a simple CRM that newer, software-inexperienced HVAC teams can use and adapt to quickly. It offers a Starter plan—for up to five users—that includes limited but user-friendly customer management, estimating, and invoicing tools.

Kickserv lets you:

• Collect HVAC service requests online
• Send automated reminders for upcoming service visits
• Create custom fields to manage and report on special customer data

Kickserv also lets you customize tags to help you organize, categorize and segment your data. You can easily identify upcoming jobs by the date or filter your customers by the type of service they got done.

However, there are some gaps in Kickserv’s customer management features, with one user mentioning that they can’t access relevant files and photos from the main customer profile page.

READ MORE: Top 7 HVAC scheduling apps for small businesses

Synchroteam is a good option for HVAC companies that want to connect their inventory management with their CRM workflows. 

The software has a searchable customer database to maintain up-to-date customer details, including information on sites and serviceable equipment. 

From there, you can launch tasks such as creating jobs, adding sites or equipment, or opening job lists. By integrating equipment into your customer database, you can keep better track of your inventory.

They also provide software customizations to ensure that the platform meets your needs.

Synchroteam’s other features include:

• Import customers from spreadsheets, including their addresses
• Customer portal to review reports and job history 
• Custom tags to organize your clients

One drawback of Synchroteam is that it doesn’t have an online booking system, as highlighted by one user review.