HVAC CRM for HVAC companies Every estimate ends with a status, not a guess.
When an appointment ends, your rep gets a text with a 20‑second form. One tap logs the outcome, and the follow-ups, the pipeline and your summary text take care of themselves.
Talk to Trent and Jared. Custom CRM setup, built around how you sell.
Text to the rep · 3:00 PM
How did the Reyes estimate go? Log it (20 sec)
Pipeline: Estimate sent
Follow-ups set: Day 2Day 5Day 10
Owner: “Reyes: quoted, thinking. Follow-up set.”
Example data from a made-up business.
Every way in. One booking flow.
Calls, forms, ads, door hangers, trade shows and referral partners all end up in the same place, tagged with where they came from.
- Calls
- Web forms
- Google Ads
- Door hangers
- Trade shows
- Referral partners
Book a visit
One flow, one calendar, one place to see every request.
Fourteen calls, not two.
ExampleMost leads aren't lost, they're under-called. Every new lead gets up to 14 attempts and a final one, each logged with the time, until they book or say no.
New lead · furnace replacement
- 1Mon 9:04 AM
- 2Mon 1:30 PM
- 3Tue 10:15 AM
- 4Tue 4:40 PM
- 5Wed 11:20 AM
- 6Thu 9:02 AM · booked
+9 more queued, not needed
Hi Dana, I just tried to call about your furnace. Call or text back whenever works.
No answer sends a text and an email. Booked on the sixth try, and the AI assistant switched itself off.
Routed by shift
Leads go to whoever's on
- Weekdays 9 to noonMorning setter
- Everything elseAfternoon setter
Before the truck rolls
A 5-minute call first
When a customer books the short call, your rep gets the name, number and time, and the customer gets a confirmation by text and email.
More it does.
A door hanger that starts the follow-up.
Scan the code and fill out a short home assessment. It lands as a new lead tagged "door hanger," and the follow-up starts on its own.
CoolPeak Heating & Air
Free home comfort check Scan for a free check- What's going on?Too hot, too cold, noisy, high bills
- Your systemAge and type, if you know it
- Follow-up startsTagged by source and service, then worked like any lead
After the job, two asks go out.
Both run on their own once the job is marked complete, and both hand off to a person when it's worth a call.
A review ask, then a call
- 1 hour afterA thank-you text with your review link
- 2 days, no reviewA task to call and ask in person
A maintenance plan, tracked
- 2 days afterThe plan goes out by text and email
- They open itYour rep gets a heads-up to call
- They signIt moves to maintenance on its own
Every service gets its own first question. In buildExample
16 service bots, one per job type. Tap one to see how it opens the conversation.
Is the AC running but blowing warm, or not turning on at all?
Ask your dashboard a question. In buildExample
Summarize last week's no-shows
6 no-shows last week, 4 of them tune-ups on Monday mornings. 5 rebooked by text; 1 needs a call (W. Hart, furnace repair).
48live workflows running for one home services client, as of October 2026.
See every call, from ring to install
Click through a simplified version of the HVAC dashboards we build. Every number here is made up, not a real client.
HVAC Service Dashboard CoolPeak Heating & Air Example
Timestamped velocity
Call to install funnel
Where HVAC jobs leak
Common gaps we hear about from HVAC owners. Most of them happen after hours or after the estimate.
-
No-cool calls go to voicemail
The AC quits on a hot night, the homeowner calls, hears voicemail, and books whoever picks up next.
-
Replacement estimates go quiet
You quote a new system, nobody follows up for a week, and the homeowner signs with the company that called back.
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Maintenance plans lapse
Renewals live in a spreadsheet and tune-up reminders don't go out, so plan members drift to someone else.
-
No view from call to install
The office books it, the tech gets half the details, and nobody can say which calls turned into installs.
Saturday, 10 AM. You're at your kid's game. Your phone shows which ads booked jobs this week.
See which ads actually book jobs.
Every lead is tagged by source when it comes in, so each booked job and every dollar traces back to the ad that started it.
Example · last 30 days
- Google LSA 96
- Facebook Ads 104
- Google Business 52
- Tune-up landing page 38
- Customer referral 22
Facebook Ads brings in the most leads…
Example data from a made-up business.
HVAC CRM features that keep the schedule full
Each piece is built inside your Clutch City CRM and set up around how your office and techs already work.
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After-hours text back
Every missed call gets a friendly text in seconds, nights and weekends included, so the homeowner talks to you first.
"Hi, this is the HVAC office. Sorry we missed you! Is the system not cooling? We can get a tech out tomorrow morning."
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AI booking with real time slots
AI texting answers basic questions and offers open times from your schedule, then hands off to your office for anything urgent.
Open times tomorrow
- 8:00 AM
- 10:30 AM
- 1:00 PM
-
Dispatch handoff
When a job is booked, the tech gets the address, the equipment notes and the homeowner's words. No re-typing, no phone tag.
-
Tune-up reminders by season
Spring AC and fall furnace tune-up reminders go out on their own, with a link to pick a time.
- Spring AC
- Fall furnace
-
Maintenance-plan renewals
Members get a renewal reminder before their plan runs out, and your office sees who renewed and who still needs a call.
-
Replacement estimate follow-up
System replacement quotes get timed texts and emails that stop the moment the homeowner replies.
A sample HVAC automation
After-hours call to booked job.
This is the kind of workflow we build and maintain for you. These branches are a starting point; your rules are set on the first call.
- WhenAfter-hours call
- ThenText back · 0:30
- If / elseHomeowner replies?
- Yes ThenAI offers times
- ResultJob booked
- No ThenWait 2h · 2nd text
- Result8 AM call task
Three steps to an HVAC CRM that runs itself
About 10 days to live for most setups.
Talk to Trent and Jared
A free 30-min call to map how calls come in, how your office books and dispatches, and how you follow up on estimates.
We build it around you
Text back, AI booking, tune-up and renewal reminders, estimate follow-up and your dashboard, all set up and tested.
We run it with you
Training for your office and techs, then ongoing tweaks as the seasons and your team change.
What week one looks like.
Example- MondayThe free 30-min call with Trent and Jared. We map how calls come in, who books visits and what happens after an estimate goes out.
- TuesdayYour contacts come over. Open estimates are tagged so their follow-up starts at the right step instead of from scratch.
- WednesdayThe pipeline, call attempts and text-back are built, then tested with our own phones: missed call, no answer, booked visit.
- ThursdayTexting registration goes in, and the review and maintenance-agreement asks are written in your voice.
- FridayA short training for whoever answers the phones and books visits. The first real leads run through it while we watch.
An example first week. Your timeline is set on the call; most setups go live in about 10 days, and the second week is fixes and fine-tuning.
Stop losing no-cool calls to voicemail
See what your setup would look like on a free 30-min call with Trent and Jared.
HVAC CRM questions owners ask
Do we have to switch software to work with you?
Not always. We start by mapping how your office books and dispatches today. If our CRM is the right fit, we move your customers and jobs over for you; if parts of your setup should stay, we tell you what can connect and what can't.
What happens when someone calls after hours?
The missed call gets a text back in seconds. AI texting answers basic questions and offers open times. You decide what counts as urgent and who gets alerted, so a no-heat call in January doesn't wait until morning.
Can it send tune-up reminders and plan renewals?
Yes. Seasonal tune-up reminders and maintenance-plan renewals go out on the schedule you set, with a link to book. Your office sees who booked, who renewed and who still needs a call.
How do you follow up on replacement estimates?
Every system quote gets a timed series of texts and emails. It stops the moment the homeowner replies, and your comfort advisor gets a task when it's time to call.
Will my techs actually use it?
They get the job, the address and the notes on their phone, and they don't have to type anything twice. We train your office and techs during setup and adjust what doesn't fit.
How long does setup take?
Most setups go live in about 10 days, depending on how many phone lines, calendars and techs you have.
What is an HVAC maintenance agreement?
A plan where a customer pays ahead, yearly or monthly, for scheduled tune-ups, usually one in spring for cooling and one in fall for heating. What else it includes is up to you. How we set up maintenance plans
How does the CRM handle maintenance agreements?
It sends the agreement after the job, tells your rep when the customer opens it, moves it along when they sign, and keeps each agreement's renewal date so the renewal ask goes out before it lapses.
Why do maintenance agreements matter for an HVAC company?
They turn one-time jobs into steady visits on the calendar, which helps fill the slow weeks between seasons, and they keep you as the company the customer calls first.
Switching from ServiceTitan?
A lot of HVAC companies keep a field service tool for dispatch and want stronger follow-up around it. We set the CRM up around how your office works, and it can run alongside the job software your techs already use. How we compare to ServiceTitan