Scheduling Software for HVAC

HVAC Scheduling Software

Maintenance season, no-heat calls in January, install crews across town — HVAC scheduling has more moving parts than most. One calendar that ties them together.

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Smarfle CRM - HVAC Dashboard
Open Service Calls

9

Maintenance Agreements

137

Revenue This Month

$18,450

Agreements Expiring Soon

11

Recent Jobs

Hartmann Residence

AC Refrigerant Recharge

In Progress

Westfield Medical Center

Annual HVAC Maintenance Agreement

Scheduled

Torres Family Home

Furnace Repair

Completed

Where hvac scheduling breaks down

The day-to-day friction every hvac owner recognizes.

✕

Maintenance season buries the schedule

Spring AC tune-ups + fall furnace inspections double your call volume in a 6-week window. Recurring contracts auto-schedule, but you need slot capacity visibility.

✕

Emergency no-heat call at 6pm in January

After-hours emergencies need an answer right now — AI Receptionist or auto-confirm scheduling routes to the on-call tech without you picking up the phone.

✕

Install crews need 8-hour blocks, service techs need 1-hour

Scheduling them in the same paper calendar means double-bookings. Smarfle's per-service duration + crew assignment models both correctly.

How Smarfle handles hvac scheduling

Book the right job, with the right tech, at the right time — without three apps and a phone call to confirm.

Shared team calendar

Month, week, and day views with technician color-coding. Drag jobs to reassign or reschedule. Office and field see the exact same calendar in real time.

Recurring service auto-generation

Set up a recurring schedule once (weekly, biweekly, monthly, quarterly) and Smarfle auto-creates each occurrence's work order so contracts never get missed.

Public booking link

Share a /book/your-business URL on Google, your website, or in SMS. Customers pick a slot, you approve, the job lands on the calendar — no back-and-forth.

Automatic reminders

Send appointment confirmations, day-before reminders, and on-the-way SMS automatically — cuts no-shows by 30-50% on average.

Conflict + buffer detection

Smarfle checks technician availability + travel time before letting you book. No double-bookings, no impossible-to-make slots.

Learn more: Shared team calendar · Recurring service auto-generation · Public booking link
Top feature for hvac

Book the right job, with the right tech, at the right time — without three apps and a phone call to confirm.

Maintenance season, no-heat calls in January, install crews across town — HVAC scheduling has more moving parts than most. One calendar that ties them together.

Equipment ProfilesService HistoryRefrigerant LogsWarranty Tracking

Other tools hvac owners need

Smarfle is one CRM that ships scheduling software alongside everything else you run.

HVAC CRM

The full CRM with everything else.

See it all

HVAC Dispatch Software

Built into the same hvac CRM.

Explore

HVAC Billing Software

Built into the same hvac CRM.

Explore

HVAC Invoicing Software

Built into the same hvac CRM.

Explore

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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Most Popular

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 Scheduling Software CRM questions

Smarfle is your shared team calendar. Adding a Google Calendar two-way sync is on the roadmap. For now you can subscribe to your Smarfle calendar via .ics from settings, or send calendar invites with the .ics attachment when scheduling jobs.
Yes. The technician role automatically filters the calendar to their assigned jobs. They see their day on the mobile-optimized dashboard plus the full month view scoped to themselves.
Set up a recurring template once with the cadence (weekly, biweekly, monthly, quarterly), price, default technician, and notes. Smarfle auto-generates each occurrence as a work order on the calendar so you never have to remember to schedule the next visit.
Set up recurring service templates for spring AC + fall furnace tune-ups with twice-yearly cadence. Smarfle auto-generates the next visit + sends customer a reminder + can auto-invoice on completion.
Yes. Create the install as a multi-day WO. Both crew members' calendars get blocked for the duration — service dispatcher can't accidentally book either tech into a same-day service call.
Pair the AI Receptionist with after-hours routing. AI takes the call, confirms it's an emergency, books the slot to the on-call tech, sends them an SMS — all without you picking up.

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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