Best CRM for HVAC Companies: Memberships, Equipment and Follow-Ups

Ask a software salesperson what a CRM is and you’ll hear about pipelines, lead scores and email sequences. Ask an HVAC owner and the answer is simpler: “I want to know what’s in the customer’s attic before I get there, and I want them to call me, not the other guy, when it dies.” That second definition is the one this guide uses.

All features and prices below come from each vendor’s official website as of October 19, 2026.

What “CRM” means for an HVAC company

A useful HVAC customer record has four parts. If a platform is missing one, you’ll end up keeping it in a spreadsheet.

1. The equipment at each address

Make, model, serial number, install date, warranty and refrigerant type, attached to the location, not the customer. Customers move; furnaces don’t. When a technician opens the job, the equipment history should be right there, with photos of the data plate and notes from previous visits.

2. Maintenance agreements

Who is a member, which plan they’re on, which visits are due and when the agreement renews. The CRM should generate the spring and fall tune-up visits and remind the customer, so the office isn’t calling down a list.

3. Job and communication history

Every quote, job, invoice, call and text, in one timeline. When a customer calls about a “noise like last year,” whoever answers should see last year’s visit in seconds.

4. Follow-ups that turn into revenue

• Unsold quotes from the last 90 days (the replacement they “needed to think about”).
• Systems older than the age you’d recommend replacing.
• Agreements up for renewal next month.
• Customers who haven’t booked a tune-up this season.

General-purpose CRMs are great at the fourth part and know nothing about the first three. That’s why, for most HVAC shops, the best CRM is the one inside the field service software.

The options compared

FieldPulse: agreements and equipment, priced on request

FieldPulse’s pricing page lists maintenance agreements and asset management (its term for equipment tracking) together with a booking portal, scheduling and dispatch, dashboards and QuickBooks integration. That covers the four parts above.

Pricing is seat-based and quote-only: “Get a custom quote in one conversation,” says the pricing page. The pricebook, fleet tracking and FieldPulse Financing are listed as premium products, which suggests they may cost extra. Ask for those three to be itemized in the quote.

Housecall Pro: service plans at a published price

Housecall Pro is the only option in this guide where you can see the price of the HVAC CRM features before talking to sales. Recurring service plans are in Max: $329/month billed monthly or $299/month billed annually, with 8 users and $35/month per extra user.

Every Housecall Pro plan includes the price book and consumer financing, which matters for the replacement follow-ups in part 4: you can quote the new system with a monthly payment on the spot. Max also adds route optimization, useful when you schedule tune-up days.

Its pricing page doesn’t mention equipment tracking. During the 14-day trial (no card needed, with full access to Max), check how and where you’d store model and serial numbers, and whether you can filter customers by equipment age.

Workiz: everything in the Ultimate plan

Workiz lists service plans and equipment tracking explicitly, together with flat rate, inventory and sales proposals, but all of them in Ultimate, its top plan. Consumer financing, online booking, the price book and QuickBooks Online sync are in every plan.

Workiz doesn’t publish prices (“Request pricing”), but it offers a 7-day free trial without a card, so you can test the equipment records before you get a quote.

ServiceTitan: for large membership programs

ServiceTitan’s pricing page shows customizable memberships and advanced reporting in The Works, its top tier, with call booking and the pricebook in every tier. Pricing is per technician, on request, and there is no free trial.

If you have a membership program with thousands of members, a team selling renewals and technicians measured on membership conversion, ServiceTitan is designed for that. For a shop with a few hundred members, it’s a lot of system to pay for and to set up.

What about Jobber?

Jobber is popular with small HVAC owners and stores clients, properties, quotes and job history. Its Grow plan ($299/month for 5 users, or $229 billed annually) adds optional line items that help upsell. But as of October 19, 2026, its pricing page doesn’t list maintenance agreements or equipment tracking. As a CRM for HVAC, that leaves you managing the two most important parts outside the system.

And HubSpot or Salesforce?

A general CRM makes sense later, for marketing: email campaigns to past customers, lead tracking from ads, a sales pipeline for replacement and new-construction bids. It won’t help your technicians in the attic. If you add one, connect it to your field service software instead of replacing it.

Questions to ask in every demo or trial

Feature lists all look alike. These questions separate a CRM that will work for HVAC from one that only looks good in a demo:

1. “Show me where the equipment lives.” Is it attached to the address or to the customer? Can a technician add a unit from the phone, with a photo of the data plate, in under two minutes?
2. “Filter my customers by equipment age.” If the answer involves exporting to a spreadsheet, replacement follow-ups won’t happen.
3. “Create a two-visit maintenance agreement and show me the visits it generates.” Check how renewals are billed and what happens when a member cancels.
4. “What does the technician see when a member calls?” The member discount should apply automatically, not depend on someone remembering.
5. “How do I get my data out?” Ask for an export of customers, equipment, agreements and job history in a standard format such as CSV. If you switch platforms in three years, this is the difference between a weekend migration and starting over.
6. “What’s included in my price, and what’s an add-on?” Especially for financing, price books and GPS, which several vendors list as premium products.

Write the answers down for each platform you test. After two or three demos, the differences become obvious.

Set it up so it actually works

The best CRM is useless if the data never goes in. Three habits make the difference:

1. Make equipment a required step. No job closes without the data plate photo and model and serial number. It takes a technician two minutes and pays off for the next ten years.
2. Build agreements before the season. Load every member and their visit schedule in February and August, so the spring and fall tune-ups are generated before the phones get busy.
3. Review follow-ups every Monday. Unsold quotes, renewals due and old systems. Fifteen minutes a week is enough for a small shop.

Who this guide is for (and who it isn’t)

For: residential HVAC companies that want their customer records, equipment and agreements in one place, and use them to fill the calendar.

Not for: commercial HVAC contractors managing bids for construction projects, where a construction CRM or project management tool is a better fit.

The bottom line

For HVAC, judge a CRM by four things: equipment at each address, maintenance agreements, a complete job history and follow-ups you’ll actually act on. FieldPulse and Workiz Ultimate list both equipment and agreements; Housecall Pro Max gives you service plans and financing at a published price; ServiceTitan is for large membership operations. Whichever you test, load your own customers and equipment during the trial, and check the current prices on each vendor’s website: the details here were taken from official pages on October 19, 2026.