HVAC CRM software
HVAC CRM software that puts dispatch, maintenance agreements and invoicing in one place. Send the nearest technician to a no-cool call, renew tune-ups on schedule, and take payment on site before the truck pulls away.
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137
$18,450
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Hartmann Residence
AC Refrigerant Recharge
Westfield Medical Center
Annual HVAC Maintenance Agreement
Torres Family Home
Furnace Repair
Software an HVAC business runs on
Half your year is emergencies. The other half is agreements you sold last spring and have to honour now. Smarfle runs both on one van or twenty. Tune-ups renew without anyone remembering them and the closest technician takes the no-cool call. Every furnace carries its own service history, so nobody diagnoses from scratch.
HVAC scheduling software
Every spring your maintenance book comes due in about six weeks and the office turns into a phone bank. Smarfle brings the agreements forward early and lets homeowners take the windows that are genuinely open, so the season arrives spread out instead of all at once.
Learn moreHVAC dispatch software
Your whole team is already committed when the ninety-five degree call comes in. Smarfle puts every live job on a map with its current state, so you can see at a glance who could reroute without wrecking the rest of their afternoon.
Learn moreHVAC billing software
You sell a maintenance plan at the install and win or lose the revenue in year two. Smarfle holds the agreement with its own anniversary and charges the card on file when it comes round, so the second year happens on its own rather than becoming a campaign.
Learn moreHVAC invoicing software
You price a diagnostic call, an install and a tune-up completely differently, and all three have to be invoiced by the same office. Smarfle builds each one from the completed work order with the labor, parts and refrigerant already on it, so you send from the driveway instead of typing tickets at nine at night.
Learn moreHVAC estimating software
You quote eleven thousand dollars for a system and then wait, and the homeowner is getting two more numbers this week. Smarfle sends the quote with the options priced separately and takes the signature and the deposit in the same click, so the decision happens while you are still the one they are talking to.
Learn moreHVAC accounting software
You replaced a system for eleven thousand dollars and the margin depends on equipment cost, three days of labor and a crane you hired. Smarfle keeps all of it against that one job, so when you ask why last quarter was thin the answer is in the record rather than in somebody's memory.
Learn moreHVAC work order software
A technician arrives at a house you last visited eighteen months ago and has no idea what was done or what was declined. Smarfle keeps every visit on the property with its photographs, readings and notes, so the second call starts from the first one instead of from scratch.
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 and 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 and 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.
CRM 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 →
Best HVAC software compared
Most HVAC software conversations come down to the same four names. Here is where each one actually fits, and what it costs to find out.
| Platform | Starting price | Built for | What that means for a hvac business |
|---|---|---|---|
| Smarfle7-day free trial | From $19/mo | Built for 1 to 30 trucks, with dispatch, flat-rate estimates, and invoicing in the same system as the maintenance agreements. Missed calls get texted back automatically, so the 7 PM no-cooling call does not go to the next company on the list. A two-truck shop is not subsidizing enterprise features. | |
| ServiceTitanFull comparison | Custom quote | The enterprise standard for 20+ truck operations with dedicated admin staff and a long onboarding runway. | A two-to-ten-truck HVAC company pays enterprise money for depth it never opens. Smarfle covers the daily loop, book, dispatch, invoice, get reviewed, at a price a small fleet can justify. |
| Housecall ProFull comparison | $59+ /mo | Polished consumer-style booking and payments for general home services. | Phone answering still depends on a human picking up. Smarfle texts back the calls you miss and call tracking shows which ad produced them, so the ones worth money are not lost while your techs are on roofs. |
| JobberFull comparison | $35+ /mo | Clean scheduling and quoting for general field service, strong mobile app. | Equipment history lives in notes. Smarfle keeps every unit's model, refrigerant, and service record on the client so the tech knows the system before ringing the doorbell. |
| FieldEdge | Custom quote | HVAC-specific dispatch with deep accounting ties, sold through a demo process. | You cannot see the price or try it without a sales call, and its accounting depth suits a shop with a bookkeeper on staff. Smarfle publishes pricing, exports clean CSV for your accountant, and gives you a 7-day trial the same afternoon. |
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.
What an inefficient HVAC business looks like
July decides your year, and July is when all three of these land in the same week. Ten minutes lost to a re-dispatch is a call somebody else takes.
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.
Improve your HVAC operations
Estimates homeowners sign on the spot
The repair-versus-replace conversation is won at the kitchen table, not two days later by email. Smarfle estimates present clean line items from your own price book, take an e-signature on the phone screen, and can collect a deposit before the truck leaves the driveway. An accepted estimate becomes the job and the invoice with nothing retyped.
- E-signature acceptance from any phone, no app for the customer
- Deposit collection on acceptance through Stripe
- Your services catalog doubles as the flat-rate price book
Every unit's history on the client record
The second visit to a system should never start from zero. Custom fields hold model, serial, tonnage, and refrigerant per client, and the full job history sits underneath, so the tech knows it is the same capacitor that failed last July before ringing the doorbell. That is the difference between a CRM for HVAC companies and a generic sales pipeline.
- Equipment details in custom fields you define once
- Every past visit, invoice, and photo on one client page
- Techs see the history in the field, not back at the office
Maintenance agreements that renew themselves
Spring AC and fall furnace visits auto-create when the season window opens, the office gets a reminder to confirm, and the card on file is charged on the anniversary with notice to the customer beforehand. The agreement book stops depending on whoever remembers to call.
- Seasonal visits generated automatically from the plan
- Anniversary auto-charge with advance customer notification
- Lapsed-agreement visibility before customers quietly churn
Every HVAC call, handled your way
Missed calls stop being invisible. Every call is logged to the customer record whether it was answered, texted back, or taken by the AI, and you choose which of those happens at each hour of the day.
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.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How an HVAC job flows through Smarfle
Every HVAC job follows the same path through Smarfle, from the call arriving to the invoice being paid and the next maintenance visit already on the calendar.
- 1
Service call lands in your inbox
The call reaches your business number and is logged with a recording and a transcript, or the web form arrives directly. Either way it becomes a client record with the property address attached.
- 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.
Who Smarfle is built for in HVAC
The dividing line is whether you sell maintenance agreements. If you do, this fits, from a single van to a full dispatch board.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for an HVAC business
Beyond the actual HVAC work you have three jobs. Dispatch the day, get paid for it, and keep the agreement book full. Everything here does one of those.
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 details per property
Store make, model, serial number, and refrigerant type against the customer. Technicians review this on their phone before every call.
HVAC CRM features that decide your margin
Most CRMs are built to track a sale, so they stop caring the moment the job is booked. The work you actually get paid for happens after that. Smarfle keeps the checklist, the labor hours, the material cost, and the paperwork on the work order itself, so the number you look at when the job closes is what it earned and not what it quoted.
The jobs that quietly lose money look exactly like the ones that make it until somebody writes the numbers down.
Tune-up sequence saved on the service
A maintenance visit follows a fixed order and so does a changeout, so you set those steps down against the service once. Every job opened under it arrives holding that list, and the capacitor reading, condensate line and static pressure get ticked off as the work happens.
See which service lines actually pay
Equipment, refrigerant and sub labor land on the work order as the technician buys them, each with its own rate and quantity. Set that total against the amount invoiced and a changeout separates itself from a maintenance call you have been quietly funding.
Diagnostic hours you stop writing off
Put minutes on the work order with a flag for whether the customer pays for them, and let the rate saved against each technician price the result. Diagnostic labor and return trips reach the invoice instead of quietly turning into your own cost.
Permits and registrations under the customer
Load calculations, equipment registration confirmations and permit copies belong with the household rather than in a shared drive nobody searches. Upload them onto the customer record, keep them closed to the outside, and release a single one when proof is asked for years later.
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 the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what is going on and how old is the system, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
What HVAC owners ask before they switch
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 Smarfle from another HVAC CRM?
Maintenance agreements and the equipment history sitting under them are what makes switching feel risky, so a person here does the move rather than sending you documentation. Customer records and your service list come in as a file we build and import, technicians are invited to the account one at a time, and every one of us doing it is based in the US.
Why businesses stay
Who you are buying from
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.
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