The Best HVAC CRM for Busy Contractors — Scheduling, Dispatching, Invoicing, and Automations in One Place
HVAC CRM Pro is your all‑in‑one sales and service hub powered by GoHighLevel. Book more service calls, decrease no‑shows, follow up automatically, and turn 5‑star reviews into steady installs. If you can fix a compressor in August heat, you can run this platform.
No credit card required • Cancel anytime • Works on Web, iOS & Android
Today’s wins: 12 new leads • 7 bookings • 3 installs scheduled • 16 reviews requested
+37%
Install Close‑Rate
‑28%
No‑Shows
2.4×
Review Velocity
$128k
New Annual Revenue*
*Illustrative example for a 7‑tech shop adding 4 installs/month at $2,700 avg margin.
Why HVAC Companies Need a True CRM (Not Just a Spreadsheet)
The Real Problems
- Leads scattered across Facebook, Google, web forms, and voicemail
- Unreturned calls and forgotten follow‑ups during peak season
- Price‑shopping customers needing multiple touchpoints
- Techs arriving late due to manual scheduling
- Too few reviews to outrank local competitors
What It Costs You
- Lost installs from slow follow‑up
- Empty shoulder‑season calendars
- Repeat jobs slipping through the cracks
- Bad reviews from missed expectations
- High CAC due to wasted ad spend
How HVAC CRM Pro Solves It
- All leads in one inbox with smart routing
- Automated SMS & email follow‑ups that actually convert
- Drag‑and‑drop pipeline for installs & service
- 1‑click review requests after every job
- AI caller that books appointments 24/7
Everything a Modern HVAC CRM Should Do (and More)
Built on GoHighLevel, HVAC CRM Pro combines CRM, marketing automation, scheduling, invoicing, and reputation management in one place—so owners, CSRs, and techs stay on the same page and customers get a 5‑star experience.
Unified Lead Inbox
Capture leads from phone, web chat, Facebook, Google, and landing pages into a single conversation thread. Assign to CSRs, trigger automations, and never lose a hot lead again.
- Two‑way SMS, email, and call tracking
- Webchat widget with instant text‑back
- Auto‑assign by zip code, campaign, or pipeline stage
Scheduling & Dispatch
Drag‑and‑drop calendars for service and installs. Send arrival windows, handle reschedules, and keep techs synced with mobile alerts.
- Calendar links for self‑booking
- No‑show prevention with multi‑channel reminders
- Route notes & job checklists
Estimates, Invoices & Payments
Send branded estimates from mobile, collect deposits, and convert to invoices. Save cards on file and get paid faster.
- Stripe & QuickBooks compatible exports
- Good‑Better‑Best proposal templates
- Financing CTAs on big‑ticket installs
Automations That Sell
Nurture new leads, chase open estimates, bring back tune‑ups, and request reviews automatically. When the thermometer spikes, your pipeline will too.
- Missed‑call text‑back with AI agent
- Estimate follow‑up sequences
- Membership & maintenance plan reminders
Reputation & Referrals
Auto‑request reviews on Google and Facebook after every job. Capture unhappy customers privately and turn 5‑stars into referrals.
- Review filtering & reply templates
- Referral links with tracking
- Leaderboard for tech reviews
AI Caller & Chatbot (Optional)
Let an AI receptionist answer FAQs, qualify leads, and book appointments 24/7. Weekend leads won’t wait until Monday.
- After‑hours call coverage
- Instant self‑booking links
- Conversation summaries saved to contact
Built‑In Integrations
QuickBooks, Stripe, Google, Facebook, Zapier, web forms, spreadsheets, and more. Import your old customer list in minutes and keep your existing number.
How HVAC CRM Pro Works (3 Simple Steps)
Start Your Trial
Create your account with our GoHighLevel link and choose the HVAC template pack. We’ll preload pipelines, calendars, automations, and review flows.
Import & Connect
Import contacts and jobs, connect your phone & email, and add your booking link to Google Business Profile and website chat.
Automate & Grow
Turn on estimate follow‑ups, review requests, and maintenance plan reminders. Watch installs and repeat service rise week by week.
What You’ll See in the Demo
- Lead flows from web chat, ads, and Google calls
- CSR workflow for qualifying & booking
- Install vs Service pipelines with automations
- Estimate follow‑up sequences that actually close
- Review booster & referral loop
Simple Plans, Big ROI
Choose a plan that fits your shop. All plans include CRM, automations, calendars, and review engine. Add AI caller anytime.
Starter
$97/mo
- 1 location
- Lead capture & 2‑way messaging
- 1 calendar + booking links
- Review requests & templates
Growth
$297/mo
- Everything in Starter
- Multiple calendars & pipelines
- Automations for estimates, memberships
- Advanced reporting & forecast
Pro + AI
$497/mo
- Everything in Growth
- AI caller & chatbot add‑on
- After‑hours booking coverage
- Priority templates & support
Estimate Your ROI
See how much extra profit automation can unlock.
Included Templates
- Install & Service pipelines for HVAC
- Missed‑call text‑back + AI receptionist
- Estimate follow‑up (3‑step + long‑tail)
- Maintenance plan upsell & renewal
- Review booster (Google & Facebook)
HVAC CRM Comparison
Here’s how HVAC CRM Pro (GoHighLevel) stacks up against common field‑service tools. Summary intended to help research; verify features and pricing with each vendor.
| Feature | HVAC CRM Pro (GoHighLevel) |
ServiceTitan | Housecall Pro | Jobber |
|---|---|---|---|---|
| All‑in‑one CRM + Marketing | ✓ | Partial | Partial | Partial |
| Automations & Pipelines | ✓ Advanced | ✓ | Basic | Basic |
| AI Caller / Chatbot | ✓ (add‑on) | — | — | — |
| Review Engine | ✓ Built‑in | Add‑on | Add‑on | Add‑on |
| Price | $$ | $$$$ | $$ | $$ |
| Marketing Attribution | ✓ Deep | Partial | Limited | Limited |
| Customization | ✓ High | Medium | Medium | Medium |
Case Study: From Chaos to Consistent Installs
Company: North Ridge Heating & Air (7 techs)
Challenge: Leads were piling up during heatwaves, CSRs were buried, and follow‑ups were inconsistent. Reviews lagged competitors by 100+.
Solution: Implemented HVAC CRM Pro with unified inbox, install & service pipelines, estimate automations, and review booster. Added AI caller for after‑hours.
Results (90 days):
- Close‑rate +8.2% on installs
- No‑shows down 31%
- Google reviews +142 (4.9★)
- Average response time cut from 2h → 8m
“We finally know where every lead is and what happens next. It’s like going from sticky notes to a mission control center.”
What Owners Love
- See every conversation, estimate, and invoice in one place
- Know which ads, keywords, and calls turn into installs
- Automations do the busywork so CSRs can be human again
What Techs Love
- Clear job notes and checklists on mobile
- Fewer last‑minute changes & tighter routes
- Review requests that boost their personal stats
HVAC CRM: The Complete Guide for Growing HVAC Companies
What Is an HVAC CRM?
An HVAC CRM (customer relationship management) system is purpose‑built software that helps heating and cooling companies manage leads, quotes, jobs, payments, and customer relationships from one platform. A true HVAC CRM goes beyond a contact list: it ties together conversations, scheduling, estimates, invoices, and reviews so your team never loses momentum between steps.
With HVAC CRM Pro (powered by GoHighLevel), the CRM is also a marketing engine. You get automations for estimate follow‑up, maintenance plan renewals, and review generation—things that owners want consistently but teams rarely have time to do manually, especially when the thermostat swings.
Benefits of HVAC CRM Software
- Faster response times: All new leads feed a unified inbox with SMS, email, and call tracking.
- Higher conversion rates: Automated sequences keep you top‑of‑mind until customers are ready.
- Happier customers: Fewer missed appointments, clearer ETAs, and proactive updates.
- More reviews: Automatic review asks after every job accelerate local SEO.
- Better forecasting: Pipelines show installs and service revenue by stage.
Key Features to Look For
- Unified conversations: One thread for calls, texts, emails, and chat—so anyone can help instantly.
- Scheduling & dispatching: Drag‑and‑drop calendars, arrival windows, reminders, and reschedule links.
- Estimates & invoices: Good‑Better‑Best options, financing CTAs, deposits, and card‑on‑file.
- Automations: Sequences for new leads, open estimates, maintenance plans, and reviews.
- Reporting: Source tracking, call attribution, pipeline value, and win‑rate by tech or CSR.
- Mobile app: Techs see jobs, notes, and checklists; take payment on site.
- Integrations: QuickBooks, Stripe, Google, Facebook, Zapier, spreadsheets, forms.
CRM for HVAC Companies: Selection Checklist
- Does it centralize all conversations and bookings?
- Can you automate estimate follow‑ups and review asks?
- Do pipelines make it obvious what’s stuck and why?
- Are mobile workflows simple enough for techs in the field?
- Can owners see marketing ROI and forecast installs?
- Is pricing flexible as you add techs and calendars?
Implementation Roadmap (Week 1–4)
Week 1: Trial, template pack, import contacts, connect phone & email, create calendars.
Week 2: Build pipelines (Service, Install), define stages, add automation triggers.
Week 3: Launch review booster, set estimate sequences, add missed‑call text‑back.
Week 4: Train CSRs & techs, go live, measure response times and close‑rates.
Local SEO Tips for HVAC
- Use the same booking link on your website, Google profile, and ads.
- Attach photos to reviews (before/after, installs, ductwork).
- Publish service pages for AC repair, furnace repair, heat pumps, and maintenance plans.
- Embed your Google map and add service area ZIPs.
- Post monthly tune‑up promos during shoulder seasons.
Frequently Asked Questions
Is HVAC CRM Pro a separate platform?
HVAC CRM Pro is a curated GoHighLevel configuration and template pack tailored for HVAC companies. You get GoHighLevel’s proven platform with HVAC‑specific pipelines, automations, and review flows.
Can I keep my phone number?
Yes. Port your existing number or forward it while you transition. All calls and texts are logged to the contact record.
Does it integrate with QuickBooks?
Yes. You can export invoices and payments, and use Stripe for card processing.
What about after‑hours leads?
Use missed‑call text‑back and optional AI caller to capture and book leads 24/7. Weekends included.
Is there training for my team?
Yes. We include onboarding videos and checklists so CSRs and techs can start in under an hour.