The best CRM for an HVAC company depends on which part of the business is breaking. Some shops need better dispatch and job costing. Others run service calls well but lose replacement leads or let estimates go cold.
Those are different problems. A field-service management system is built around jobs and technicians. A sales and marketing CRM is built around leads, conversations, pipelines, and follow-up. Some products cover both, but each one still has a center of gravity.
That distinction matters when calls are the lifeblood of the business. A 411 Locals study found that 62% of calls to small businesses went unanswered. During an AC failure or a cold-weather no-heat call, the homeowner is unlikely to wait patiently for a callback.
We checked each vendor’s official product and pricing pages on July 16, 2026. Published prices can change, and several HVAC platforms only quote after a sales call, so confirm the full first-year cost in writing before signing.
The short list
| Product | Best fit | Current pricing approach | Main trade-off |
|---|---|---|---|
| SMBcrm | HVAC shops focused on lead response, replacement follow-up, reviews, and marketing | $97 or $297 per month; Enterprise is custom | Not a deep fleet, inventory, or technician-operations platform |
| ServiceTitan | Established contractors with complex dispatch, payroll, reporting, and pricebook needs | Quote-only, per technician | Structured implementation and no public dollar pricing |
| Housecall Pro | Solo operators and small home-service teams that want field operations in a friendly package | $59 to $299 per month on annual billing | User limits and some growth tools require higher plans or add-ons |
| Jobber | Small and midsize teams that want approachable scheduling, quoting, and invoicing | $29 to $399 per month on annual billing | Pipeline, marketing, and AI receptionist depth sits at the top end |
| FieldEdge | QuickBooks-centered HVAC businesses that need service history and operational control | Custom quote across three packages | No public dollar pricing or self-serve trial |
| Service Fusion | Growing shops that want field-service tools with unlimited users | $208 to $533 per month on annual billing | Inventory, job costing, API access, and other depth require higher tiers or add-ons |
How to choose an HVAC CRM
Use your operating bottleneck as the first filter, then compare these areas:
- Lead response and sales follow-up. Look for missed-call recovery, two-way texting, a replacement-sales pipeline, and automatic estimate follow-up. Leads contacted within five minutes are 21 times more likely to qualify than those contacted after 30 minutes, according to the MIT/InsideSales Lead Response Study summarized by Harvard Business Review.
- Dispatch and technician work. Decide whether you need appointment assignment or a full dispatch board with routing, GPS, work orders, forms, and time tracking.
- Replacement sales and recurring service. Compare pricebooks, proposals, financing support, quote status, maintenance agreements, and seasonal reminders.
- Accounting and data. Confirm the supported QuickBooks version, what can be imported, who performs migration, and how records can be exported later.
- Real cost to go live. Add the subscription, users, usage charges, payments, add-ons, migration, training, and contract term.
1. SMBcrm: best for lead capture and customer follow-up
SMBcrm for HVAC contractors is the strongest fit when the team can handle the work but needs a better system for turning inquiries into booked jobs. It can text back missed callers, keep conversations together, automate seasonal campaigns, track replacement opportunities, send estimates and invoices, and request reviews.
Startup is $97 per month for two users. Professional is $297 with unlimited users and contacts. Usage-based services such as phone, text, email, and AI can cost extra beyond included credits; see the current SMBcrm pricing.
Data migration is included. Every plan has unlimited group training and 24/7 support, while Professional adds four one-on-one sessions. The onboarding breakdown explains the details.
This is a good fit for owner-led and growing shops that want faster response, quote follow-up, reminders, campaigns, and review generation. It does not replace a specialized dispatch and fleet system. For route optimization, truck inventory, technician payroll, or detailed job costing, choose a field-service platform or plan a reliable integration.
2. ServiceTitan: best for operationally complex HVAC companies
ServiceTitan has the deepest HVAC operating model here. Its current packages cover dispatching, scheduling, call booking, invoicing, and pricebooks; higher packages add mobile estimates, payroll, advanced reporting, commission tracking, and memberships.
Starter, Essentials, and The Works use quote-only, per-technician pricing. The official getting-started guide describes pre-implementation, implementation with data and configuration work, then go-live. That structure suits a business with operational owners, but it is not a self-serve setup.
ServiceTitan makes the most sense for established companies with dispatchers, multiple crews, complex pricebooks, payroll requirements, and managers who will use the reporting. The trade-off is price transparency. Ask for the subscription, modules, onboarding, data work, payment fees, and renewal terms in one proposal. Use our SMBcrm vs ServiceTitan comparison and ServiceTitan alternatives guide to frame that conversation.
3. Housecall Pro: best field-service starter for small teams
Housecall Pro combines scheduling, dispatch, estimates, invoices, payments, a pricebook, job costing, and reviews. Its official pricing page lists Basic at $59 per month billed annually ($79 monthly) for one user, Essentials at $149 annually ($189 monthly) for five, and Max at $299 annually ($329 monthly) for eight. Extra Max users cost $35 per month.
Essentials adds routes, GPS, checklists, flat-rate pricing, commissions, and QuickBooks Online sync. Max adds proposals, recurring plans, route optimization, API access, and dedicated onboarding. Ask whether pipeline, CSR AI, voice, websites, and campaigns are included or separate.
A solo operator or small crew moving from a paper calendar or disconnected invoicing app should find Housecall Pro approachable. Costs rise with plan and user count, though, and a complete growth stack may require add-ons. Compare SMBcrm vs Housecall Pro and Housecall Pro alternatives.
4. Jobber: best balance of ease and field-service depth
Jobber is a practical middle choice for scheduling, online booking, quotes, invoices, customer notifications, and mobile work. Its current plans start at $29 for Core, $99 for Connect, $149 for Grow, and $399 for Plus when billed annually.
Connect includes five users, QuickBooks Online sync, reminders, and quote follow-up. Grow includes ten users and adds job costing, two-way SMS, and custom automation. Plus includes 15 users and adds Pipeline, Marketing Suite, AI Receptionist, dedicated onboarding, and premium support. Extra users are $29 per month.
Jobber fits small and midsize teams that want a clean request-to-payment workflow. Pipeline, marketing, and receptionist tools are concentrated in Plus or listed as add-ons, so review SMBcrm vs Jobber and Jobber alternatives before comparing bundles.
5. FieldEdge: best for QuickBooks-centered HVAC operations
FieldEdge emphasizes HVAC workflows. Its three packages include customer history, scheduling, work orders, invoicing, a pricebook, payments, texting, service agreements, and QuickBooks Online and Desktop support. Premier and Elite add deeper dispatch, proposals, and reporting. Elite offers warehouse inventory with a specific QuickBooks Desktop Enterprise setup.
Prices vary by team, license mix, and add-ons such as Proposal Pro and MarketingEdge. There is no free trial; its onboarding team transfers business data and provides training.
This is a natural candidate for established contractors whose accounting process lives in QuickBooks. The package table is public, but the investment is not. Confirm licenses, onboarding, contract term, add-ons, and the QuickBooks sync scope.
6. Service Fusion: best published flat pricing for unlimited users
Service Fusion stands out because every plan includes unlimited users. Its official pricing lists annual-billing rates of $208 per month for Starter, $325 for Plus, and $533 for Pro. Month-to-month rates are higher at $245, $382, and $627.
Starter covers customer management, estimates, scheduling, dispatch, payments, QuickBooks, invoicing, reporting, and text alerts. Plus adds job photos, inventory, job costing, and integrated voice and text. Pro adds API access, custom documents, e-signatures, a customer portal, and recurring billing. GPS tracking and ServiceCall.ai are add-ons. Every plan includes personalized onboarding and unlimited support without a contract requirement.
Service Fusion suits growing shops that need field-service operations and predictable team access. Inventory and job costing require Plus, API access requires Pro, and fleet tracking and AI call handling are separate.
Which HVAC CRM should you choose?
Choose the platform that owns your biggest problem, then run the same workflow in every demo: capture a missed call, schedule a technician, build a replacement proposal, follow up on the unsold estimate, renew a maintenance agreement, collect payment, and export the customer record. A polished dashboard matters less than whether the team can complete that sequence without spreadsheets or duplicate entry.
FAQs about HVAC CRM software
Does an HVAC company need both CRM and field-service software?
Sometimes. A field-service platform manages jobs, technicians, dispatch, pricebooks, and service history. A CRM manages leads, sales follow-up, campaigns, and long-term communication. A smaller shop may choose one platform that covers enough of both. A larger company may use two systems, but only if there is a reliable integration and a clear source of truth for customer data.
What is the best CRM for a small HVAC company?
For a small company focused on dispatch, estimates, and invoices, Housecall Pro or Jobber is usually the more direct starting point. If the bigger leak is missed calls, replacement follow-up, reviews, and seasonal marketing, SMBcrm is the better fit. Service Fusion also deserves a look when several team members need field-service access and unlimited users matter.
How much does HVAC CRM software cost?
The products in this guide range from $29 per month for an entry-level annual Jobber plan to more than $500 per month for a higher Service Fusion tier. ServiceTitan and FieldEdge require custom quotes. The useful number is first-year cost, including users, add-ons, messaging and phone usage, payments, migration, onboarding, and contract terms.
Can SMBcrm replace ServiceTitan or FieldEdge?
Not for every shop. SMBcrm can replace the lead, sales, communication, campaign, and review tools around the customer journey. It is not a substitute for advanced fleet dispatch, warehouse inventory, technician payroll, or detailed field-service job costing. If those functions run the business, keep a purpose-built operations platform in the evaluation.
Recover more HVAC leads without adding another follow-up checklist
SMBcrm brings missed-call text back, replacement pipelines, service reminders, campaigns, and review requests into one system. Every plan includes onboarding and is backed by a 60-day money-back guarantee.
See plans & pricing or schedule a demo to map the workflow around your HVAC business.
