CRM for HVAC

HVAC Service Software Built for Fast Dispatch and Fewer Callbacks

From emergency calls to seasonal tune-ups, Smarfle keeps your HVAC business running without the paperwork pile-up. Dispatch faster, invoice on-site, and retain more maintenance clients.

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Smarfle CRM - HVAC Dashboard

Open Service Calls

Maintenance Agreements

137

Revenue This Month

$18,450

Agreements Expiring Soon

Recent Jobs

Hartmann Residence

AC Refrigerant Recharge

In Progress

Westfield Medical Center

Annual HVAC Maintenance Agreement

Scheduled

Torres Family Home

Furnace Repair

Completed

Sound familiar?

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.

Is Smarfle the right fit for your hvac business?

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Top feature for hvac

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.

Equipment ProfilesService HistoryRefrigerant LogsWarranty Tracking

Everything your hvac business needs

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.

Plans that grow with your hvac business

All plans include a 7-day free trial. No credit card required.

Starter

Solo operators & small teams

$99/mo

Up to 3 users (1 owner + 2 techs)
Up to 100 clients
1 GB storage
Unlimited work orders & invoices
Client portal
Scheduling calendar
Reports & analytics
Review requests
Voice AI receptionist (usage-based)

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Professional

Growing service businesses

$199/mo

Up to 10 users
Up to 500 clients
3 branch locations
5 GB storage
Everything in Starter
AI email & SMS drafts
GMB rank tracking
Voice AI receptionist (usage-based)

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Business

Multi-location operations

$349/mo

Up to 30 users
Up to 1,000 clients
10 branch locations
20 GB storage
Everything in Professional
Priority support
Voice AI receptionist (usage-based)

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SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →

HVAC CRM questions

Yes. Every unit logged in the system is tied to the client address. When a tech opens their work order, they see make, model, serial number, refrigerant type, and all prior service notes before arriving on-site.

You attach an agreement to each client record with the renewal date and included services. Smarfle tracks expiration dates and can trigger reminder notifications before they lapse. Renewal work orders can be generated automatically.

The dispatch dashboard shows all active jobs on a map. You can reassign jobs, see which technicians are between stops, and send new assignments directly from the dispatch view.

When a tech completes a work order on their phone, they add parts and labor line items, and an invoice is generated on the spot. The client gets an email with a Stripe payment link and can pay immediately.

Yes. The client record works for any property type. You can add multiple units per address, note commercial vs. residential, and manage service agreements for both.

You can pre-build work order templates for spring AC checks or fall heating inspections and generate them in bulk for all active maintenance clients at once. Assign them by technician or territory, then track completion on the dashboard.

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.

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