HVAC CRM Software Built for Fast Dispatch and Fewer Callbacks
No-cool season decides your year. Smarfle books the tune-ups, dispatches the emergencies, invoices flat-rate on site, runs your maintenance agreements, and tracks every call your ads produce. From $19/month.
9
137
$18,450
11
Hartmann Residence
AC Refrigerant Recharge
Westfield Medical Center
Annual HVAC Maintenance Agreement
Torres Family Home
Furnace Repair
Everything a HVAC business runs on
Smarfle connects everything a successful local business runs on: website, Google Business Profile, call tracking, lead follow-up, CRM, review requests, payments, and recurring orders. One platform. Start with the HVAC workflows below.
HVAC Scheduling Software
HVAC scheduling has to handle maintenance season's 2x call volume, after-hours emergency no-cool calls, and 8-hour install crew blocks. All on one calendar. Smarfle's per-service durations + recurring tune-up auto-generation + AI Receptionist for after-hours bookings keep the schedule full without overpromising. Springtime stops being chaos season.
Learn moreHVAC Dispatch Software
HVAC dispatch handles three different daily rhythms in one board: service techs running 30-min tune-ups, install crews on 2-day jobs, and emergency no-cool calls dropping in mid-day. Smarfle's drag-to-reassign Kanban + live map + per-truck refrigerant tagging keep the right tech on the right call without the radio chatter. Especially during maintenance season when call volume doubles overnight.
Learn moreHVAC Billing Software
HVAC billing is annual maintenance plans + recurring service contracts + install deposits. All needing different flows. Smarfle's recurring auto-charge for plans + saved-card balance for installs + ACH for big deposits keep cashflow tight. Year-2 maintenance renewals stop slipping through the cracks.
Learn moreHVAC Invoicing Software
HVAC invoicing has to handle the full price spectrum: a $145 service-call diagnostic, an $8,000 install down payment, a $35/month annual maintenance plan. All from the same CRM. Smarfle generates invoices from completed work orders in 30 seconds, auto-charges saved cards for maintenance plans, and routes big install deposits to ACH for low fees. Cashflow stops being your weekly stress.
Learn moreThe growth side, built in
HVAC Call Tracking
No-cool season decides your year. Call tracking ties every call to the campaign that produced it, records the conversation, and rescues missed calls with an instant text.
Reviews & Google Business Profile
Review requests go out while the house is cooling down, and your Google profile stays current, which is what 'AC repair near me' actually ranks on.
Website & Lead Follow-Ups
System-replacement leads from your website get an automatic follow-up sequence, because a $12,000 install decision takes more than one conversation.
Plans that grow with your HVAC business
All plans include a 7-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 100 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Activity log, tags, custom fields
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 200 clients
- 1 GB storage
- Everything in Solo
- Voice AI receptionist (usage-based)
- GMB rank tracking
- Search Console integration
- API access + webhooks
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 500 clients
- 3 branch locations
- 5 GB storage
- Everything in Starter
- AI email & SMS drafts
- AI work order summaries
- GBP Posts + Dashboard
- Workflows automation
- Website builder + AI content
Business
Multi-location operations
- Up to 30 users
- Up to 1,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Priority support
- Higher AI credit limits
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
Where HVAC businesses lose time and money
The day-to-day friction every HVAC owner recognizes.
Emergency Calls Disrupt Planned Routes
A broken AC in August or a failed furnace in January demands immediate response. Without real-time visibility into where your technicians are, re-dispatching turns into a ten-minute phone scramble that delays everyone.
Maintenance Agreement Renewals Get Missed
Annual tune-up agreements are high-margin, low-effort revenue. But when renewal dates live in a spreadsheet or someone's memory, they slip. Clients let agreements lapse and call a competitor next season.
Equipment History Is Scattered Across Paper Files
When a technician arrives at a property, they have no record of past repairs, the system model, refrigerant used, or warranty status. They spend time asking the homeowner instead of diagnosing the problem.
Built for HVAC businesses
Not a generic CRM. Every feature is tailored to how HVAC companies actually work.
Live Technician Dispatch Map
See all active technicians on a real-time map. Assign emergency calls to the closest available tech in seconds and send them a navigation link directly from the dispatch view.
Maintenance Agreement Tracking and Renewals
Attach service agreements to client records with renewal dates. Smarfle sends automatic reminders before agreements expire and generates renewal work orders on schedule.
Equipment Records per Property
Log make, model, serial number, refrigerant type, installation date, and warranty info on each unit. Technicians pull this up on their phone before they walk in the door.
On-Site Invoicing and Card Payments
Techs generate invoices from completed work orders in the field. Clients pay on the spot via Stripe, and the payment syncs to the office automatically.
Seasonal Campaign Scheduling
Pre-schedule your spring AC tune-up and fall heating check blitzes. Generate hundreds of work orders at once, assign them by territory, and track completion rates on the dashboard.
Job Cost and Margin Tracking
Equipment, refrigerant, and labor costs per job against the invoice, so replacements and repairs each show their real margin.
Every HVAC call, handled your way
Your business number routes however you decide, and you can mix modes by schedule: forward to your phone during the day, switch to text-back or the AI after hours.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How an HVAC job flows through Smarfle
From the first AC-out call to the next maintenance visit — one system from dispatch to paid.
- 1
Service call lands in your inbox
Web form, AI receptionist for the 95° emergency calls, or staff entering a callback request. Each lead becomes a client record with the property address.
- 2
Office dispatches the right tech
Pick service type, date, and technician on the calendar. Smarfle creates a work order with the equipment notes, system age, and any custom fields you track.
- 3
Tech rolls with the route
Route optimization batches nearby calls; the tech gets multi-stop navigation, customer notes, and equipment history on their phone before they arrive.
- 4
Diagnostic + repair logged on-site
Tech logs diagnosis, parts pulled from inventory, time tracking against billable hours, and before/after photos. Job checklists make sure no step is skipped on installs or tune-ups.
- 5
Invoice + maintenance reminder fire automatically
Completed work order generates the invoice, sends a Stripe payment link, queues a review request, and the maintenance reminders feature schedules the next tune-up so the customer doesn't drift to a competitor.
Same flow for every HVAC business, only the terminology and details change.
Is Smarfle the right fit for your HVAC business?
We built this for a specific type of business owner. Tap each one that sounds like you.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Full Unit History Accessible Before Every Call
Every piece of equipment at a client property is logged with model details, service records, and technician notes. Your techs arrive prepared, diagnose faster, and avoid asking the homeowner to dig out old paperwork.
The full HVAC toolkit, in detail
Three ways Smarfle transforms how you operate, get paid, and grow.
Emergency Dispatch Map
See all active technicians on a live map. Assign urgent calls to the closest available tech and send them a navigation link in seconds.
Maintenance Agreement Tracking
Attach service agreements to client records with renewal dates. Get alerts before agreements expire and auto-generate renewal work orders.
Equipment Records per Property
Store make, model, serial number, refrigerant type, and warranty info on each unit. Technicians review this on their phone before every call.
Built as an HVAC CRM, Not a Generic Sales CRM
When HVAC owners shop for a CRM for HVAC companies, they usually end up evaluating generic sales tools like Salesforce or HubSpot. Those work for B2B sales pipelines, but an HVAC business runs on different mechanics: equipment service history per furnace and AC unit, refrigerant tracking by job, recurring maintenance contracts tied to install dates, and dispatchers who need to see truck inventory at 7am. Smarfle was built from day one as HVAC CRM software, so every screen, from the work order to the wallet, assumes you run service calls not sales meetings.
An HVAC CRM that respects how the trade actually works (equipment-centric, contract-driven, EPA-compliant) beats a generic sales CRM in the field, every single day.
Equipment history per system, not per customer
Generic CRMs store one contact record per home. Smarfle stores one record per furnace, AC unit, mini-split, and water heater you've ever serviced. Techs pull up the install date, model number, last refrigerant top-off, and warranty status in two taps from the truck.
Recurring tune-up contracts that don't slip
Spring AC checks and fall furnace tune-ups are the backbone of HVAC recurring revenue. Smarfle auto-generates work orders from your maintenance contracts and reminds you 30 days before each renewal. No more spreadsheet rolls or forgotten gold-tier customers.
Refrigerant logged at the source
EPA Section 608 requires per-job refrigerant logs. Smarfle's mobile work order captures R-410A or R-454B quantity at the point of recovery or recharge, no end-of-week paper triage and no missing entries when the auditor calls.
Dispatch that reads your truck inventory
Your CRM for HVAC should know that Truck 3 is out of capacitors before you dispatch it to the no-cool call across town. Smarfle ties tech availability to parts on hand so the right truck rolls to the right job.
HVAC CRM questions
Related industries
Other trades using Smarfle to run their book of business.
Plumbing CRM
Both are mechanical home trades that live on dispatch, service agreements, and emergency calls.
ExploreElectrical CRM
Trade contractors with the same estimate, dispatch, and permit workflow. Many shops run both.
ExploreAppliance Repair CRM
Home mechanical repair with parts tracking, diagnostics, and same-day scheduling.
ExploreSwitching to HVAC CRM from another tool?
Most HVAC businesses arrive at Smarfle from one of the tools below. See a side-by-side comparison.
Why businesses stay
A Florida company that treats you like a partner
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your HVAC business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
7 days free · No credit card · Cancel anytime