Fast dispatch and fewer callbacks
HVAC CRM software
HVAC CRM software that puts dispatch, maintenance agreements and invoicing in the same account. See whose stops are nearby before a no-cool call goes out, renew tune-ups on schedule, and take payment on site before the truck pulls away.
HVAC CRM and HVAC business software for heating and cooling contractors. Equipment records on the technician's phone, tune-up campaigns, refrigerant logs and replacement estimates with a deposit.
- From $19/month
- 14-day free trial
- Same-day US support
“We run every customer conversation through Smarfle. Texts, emails and reminders are in one place, our customers love paying with Apple Pay, and when we are busy or closed the text bot answers new leads for us.”
HVAC software for scheduling, booking and invoicing
You sell maintenance plans and answer no-cool calls. Smarfle runs both from one account, whether you have one van or twenty.
HVAC scheduling software
Homeowners book open windows online, and each one gets a reminder text the evening before and the morning of the visit.
HVAC dispatch software
See every technician's day on one board, drag the no-cool call to whoever is free, and reorder stops by drive time.
HVAC billing software
Maintenance plans charge the card on file on their schedule, so year-two revenue arrives without anyone running a renewal campaign.
HVAC invoicing software
The invoice fills from the job's parts, labor and refrigerant, and the homeowner pays by card or Zelle from a text.
HVAC estimating software
Changeout quotes go out with each option priced, and the homeowner signs and pays the deposit from their own phone.
HVAC call tracking
No-cool season decides the year. Each call is recorded and tied to the campaign behind it, and missed ones get a text back.
Reviews and GBP
A review request goes out while the house is cooling down, building the rating that decides who wins AC repair near me.
Website and lead follow-ups
Website requests land on the schedule, and replacement quotes get follow-ups at three and seven days while the homeowner compares.
HVAC CRM plans that grow with your business
All plans include a 14-day free trial. No credit card required.
Starter
Small teams adding tools and growth
$99/mo
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
Most Popular
Professional
Growing service businesses
$199/mo
- Up to 10 users
- Up to 5,000 clients
SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →
Estimate your monthly bill
Your team, clients and jobs, with texts, emails and calls at their real rates.
Your business
Move the sliders. Nothing is sent anywhere and no email is asked for.
Assumes each job sends 2 texts out, gets 1 reply back and 2 emails, and that a tracked call runs 3.5 minutes. Text more than that and you pay more; text less and you pay less. Nothing here is an allowance you lose.
Your estimate
Recommended plan
Starter$99/mo
Usage this month
- 120 texts out× $0.03 = $3.60
- 60 replies in× $0.03 = $1.80
- 120 emails× $0.01 = $1.20
About $1.76 per job
14 days free, no card needed
Best HVAC software compared
Four HVAC software options, compared for HVAC contractors with one to twenty trucks.
Smarfle14-day free trial
A two-truck shop gets dispatch, maintenance plans and invoicing without paying for an enterprise rollout.
From $19/mo
Platform
Best for
What it means for your hvac business
The enterprise standard for 20+ truck operations with dedicated admin staff and a long onboarding runway.
Sized for shops with a dispatch desk and office staff. Smarfle covers booking, dispatch and invoicing at a small-fleet price.
Polished consumer-style booking and payments for general home services.
Polished consumer booking and payments. Smarfle adds call tracking that shows which ad each no-cool call came from.
Clean scheduling and quoting for general field service, strong mobile app.
Friendly scheduling and quoting for general trades. Smarfle adds maintenance plans on auto-charge and a website from Starter up.
FieldEdge
Custom quote
HVAC-specific dispatch with deep accounting ties, sold through a demo process.
Pricing needs a sales call, and the accounting depth suits a shop with a bookkeeper. Smarfle publishes prices and starts today.
Published starting prices as of August 2026. Most vendors bill these rates annually and add per-user or per-route fees; always confirm on the vendor's own pricing page.
Three HVAC problems Smarfle fixes
Tune-up season without the phone bank
Each plan books its spring and fall visits as recurring jobs, and a reminder emails and texts the homeowner when one comes due. The office confirms instead of dialing the list.
- Recurring visits for every plan
- Due-date reminders by text and email
- Cancel a plan and its visits stop
Refrigerant and equipment logged per visit
The HVAC material form asks for refrigerant type, pounds charged, equipment model and serial on every job. The next technician reads the service history on the phone before ringing the doorbell.
- Refrigerant type and pounds per job
- Model and serial on the material form
- Readable on the phone before arrival
Diagnostic time that reaches the invoice
Technicians log minutes on the job and flag them billable or not, priced at each person's hourly rate. Completing the job adds an entry, so diagnostic labor stops being written off.
- Minutes logged on each job
- Hourly rate set per technician
- Billable time carried to the invoice
Four ways to answer HVAC calls
Choose how the business number behaves at each hour. Every call is logged to the customer, whether you answer, it texts back or the AI books it.
Plain forwarding
$0.04/min
Rings your phone, and every call is logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone; calls are recorded, transcribed and saved to the customer.
Busy message and text-back
~$0.05/call
Plays your message, then texts the caller. Replies land in your Inbox.
AI receptionist
$0.25/min
The AI answers, qualifies the caller and books the job, day or night.
Spam screening comes with every mode. Unknown callers press a key before the call connects, and screened calls cost nothing. How spam screening works
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How an HVAC job flows through Smarfle
Five steps on one job record, with the next tune-up booked at the end.
- 1
No-cool call logged
The call is recorded and becomes a job on the homeowner, with the system and the symptom noted.
- 2
Window confirmed by text
Drop it on a free technician's day, and the homeowner gets the arrival window by text.
- 3
Truck rolling
One tap on On my way texts the homeowner, and the route opens on the technician's phone.
- 4
System serviced
Checklist steps, refrigerant, parts and photos go on the job, and anything added on site joins the list.
- 5
Paid, tune-up booked
The invoice builds from the job, the homeowner pays by link, and a review request follows.
Watch a job go from booking to invoice
The full work order flow, then short tours of routes, recurring plans and reports.
Routes · 1:13
Recurring plans · 1:31
Reports · 1:34
The videos are filmed with our demo pest control company. Every trade runs on the same screens.
Residential and commercial HVAC companies Smarfle suits
HVAC shops that sell maintenance plans and run service calls, from one van to twenty.
A good fit if
- Maintenance plan renewals slip because nobody tracks the dates.
- No-cool calls wait while the office hunts for a free truck.
- You want diagnostic time and parts billed, not written off.
Probably not a fit if
- You only install and never sell service or plans.
- You need stock counted truck by truck.
- You run a dispatch desk for thirty trucks or more.
Everything Smarfle does for an HVAC business
No-login page for every customer
Each homeowner gets one link with past visits and photos, invoices, receipts, estimates and their plan, with nothing to sign up for.
A saved card for the next visit
Text the homeowner a link to save a card, then charge it from the invoice when the work is done, with no card read over the phone.
Referral links that credit the homeowner
Every homeowner gets a personal referral link, and a neighbor who books through it is credited to them with your reward.
Checklists on every tune-up
HVAC CRM features beyond dispatch
The schedule gets the attention, but margin is decided around it. These four cover the checklist, the parts shelf, the landlord's paperwork and the slow season.
Tune-up steps saved on the service
Save the tune-up or changeout steps on the service once, and every job opened under it carries the list to tick off on site.
Stock counts with a reorder point
Capacitors, contactors and filters carry a cost and a live count that drops as jobs use them, with a low-stock list for ordering.
Copies for landlords and managers
Add a landlord or property manager to the account, and they get email copies of invoices and visit updates without a login of their own.
Win-back texts before the season
Pick past customers by tag, status or area, review the list, and send one text that invites them to book before the rush.
Get more customers for your HVAC business
HVAC lead generation
Two weeks in July decide the year. Smarfle puts you in front of the homeowners searching during them, with the system type and whether it is a repair or a replacement already on the request. A replacement pays for more leads than you will take all summer.
Flat pricing per accepted lead
HVAC leads run about $40 each. You see the job and ZIP first, then accept or pass free, with no lead budget or bidding.
When leads start
Google needs time to rank the pages we add around you, so plan for up to two months. You pay per lead, never for waiting.
Requests arrive pre-qualified
Each request comes with the customer's answers to “What is going on?” and “How old is the system?”, so your callback quotes the job instead of interviewing.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed for a wallet refund.
What owners ask before choosing a CRM for HVAC
Is there a record per furnace with the warranty on it?
Does it push to QuickBooks?
Twenty trucks and rising. Do we outgrow it?
Can the technician take payment at the house?
What is the price based on?
Can I see the stock on each truck?
Does it work in an attic with no signal?
Who in my office should see the money side?
HVAC by the numbers
HVAC Technician Salary by State
Free U.S. Census data: business counts, pay, and growth by state.
See the dataHVAC pricing
HVAC cost
Typical prices, what drives the cost, and what to charge.
See pricingFree tool
Service Business Break-Even Calculator
Find the monthly revenue you need to cover all costs, plus what it takes to pay yourself a real wage.
Open the calculatorRelated industries
Other home service businesses with a similar workflow. See CRM for home services
Plumbing CRM
Mechanical home trade with emergency calls and service plans.
Electrical CRM
Licensed trade with the same estimate, permit and dispatch flow.
Appliance repair CRM
Home repair calls with parts, diagnostics and return visits.
Switching to Smarfle from another HVAC CRM?
Send your customer list and we import it for you with your services and past jobs. Closed invoices stay in the old system, so keep it read-only for a while.
- Comes across
- Customers, services with prices, past jobs with their dates and prices, and products in stock.
- Set up fresh
- Recurring plans and saved cards, since card numbers never move between systems.
- Stays in your old system
- Past invoices, so export them as a file before you cancel.
Why businesses stay
Who you are buying from
Ihor Lavrenenko, founder of Smarfle and author of Rank, Ring, Repeat, a local SEO guide for business owners, puts his name on this product after helping hundreds of local businesses grow. Ask for a feature or a change and it is often built by the next day.
- Rathly LLC, Orlando, Florida
- Patent pending
- Same-day support answers
Try Smarfle free for 14 days
No credit card. Import your customers and book the next tune-up today.
14 days free · No credit card · Cancel anytime