CRM strategy, setup & automation for HVAC
Every lead. Every job.
Every follow-up.
Under control.
HVACB does not just hand you software. We map how your office actually works, configure the CRM around HVAC jobs, connect automations, train your team, and leave you with a system that runs — so leads and follow-ups stop falling through the cracks.
Strategy + configuration
Automation that fits HVAC
Implementation & training
Good morning, Mike Tuesday · 4 jobs on the board · 3 leads need follow-up
How HVACB works with you
Not just software — strategy, setup and go-live.
We treat CRM as an operations project for your HVAC business, not a product license you are left to figure out alone.
1
Map the process
How leads arrive, who responds, where estimates and jobs get stuck today
2
Configure the CRM
Pipelines, fields, owners and stages that match residential and commercial HVAC work
3
Connect automations
Missed-call replies, estimate nudges, review requests, maintenance reminders
4
Train & launch
Office and field know the workflow so the system actually gets used
The full customer journey
From first enquiry to repeat business — without dropping the ball.
This is how a lead moves when the CRM and automations are working together. One system. Clear handoffs.
- 01Lead arrivesWebsite form, missed call, or referral
- 02Auto responseSMS + email within minutes
- 03QualifiedJob type, urgency, location
- 04Estimate sentProfessional quote on the phone or online
- 05Job bookedTech assigned, customer notified
- 06Work doneStatus updates from the field
- 07Follow-upReview request + maintenance reminder
During peak season, when the phone never stops, manual follow-up is the first thing that breaks. Automation keeps the sequence running — so open estimates still get a nudge and missed evening calls still get an immediate reply, even when the office is underwater.
Lead pipeline
See every opportunity. Move it forward.
A clear board for HVAC work — not generic CRM stages. Drag leads from new enquiry through estimate, booking and completion.
- Stages built for service businesses
- Job value and urgency on every card
- Never wonder “where did that lead go?”
Customer record
Every conversation in one place.
When a homeowner calls back, your team already knows the job, the last message, and the next step — without digging through texts and sticky notes.
- History of SMS, email and calls
- Estimates and appointments attached
- Clear owner so nothing sits unowned
Automation
Set the rules once. Let the system work.
Missed-call texts, estimate follow-ups, review requests, seasonal reminders — the everyday sequences that keep jobs from slipping away when the board is full.
- Visual workflow, not code
- Triggers for forms, calls and job status
- Follow-ups that feel personal, not spammy
Practical outcomes
Problems HVAC owners deal with every week.
After hours
Missed calls after hours
Auto SMS acknowledges the homeowner, creates a lead, and queues a morning call-back so the job does not go to the next company on Google.
Pipeline
Estimates that go quiet
Follow-up sequences nudge open quotes without your office chasing every line in a spreadsheet — especially when summer volume spikes.
Retention
No system for repeat work
Maintenance reminders and seasonal check-ins keep past customers on the calendar instead of hoping they remember you.
Pricing
Simple pricing.
No surprises.
🔒 Today’s rates lock in for you — they’ll rise as we take on more clients.
Maintain
$69/mo
$49/mo
29% off · save $20/mo
Setup fee $49
$828/yr
$499/yr
40% off · save $329/yr
Setup fee Waived
- Pipeline monitoring & upkeep
- Automation health checks
- Monthly summary
Best for: Light-touch monitoring on an existing CRM
★ Most popular
Optimize
$139/mo
$99/mo
29% off · save $40/mo
Setup fee $79
$1668/yr
$999/yr
40% off · save $669/yr
Setup fee Waived
- Everything in Maintain
- Minor workflow adjustments
- Priority response
Best for: Team that wants regular tweaks handled
Maximize
$279/mo
$199/mo
29% off · save $80/mo
Setup fee $129
$3348/yr
$1999/yr
40% off · save $1349/yr
Setup fee Waived
- Everything in Optimize
- New automation builds included
- Monthly strategy check-in
Best for: Businesses running frequent campaigns
Pipeline
$279/mo
$199/mo
29% off · save $80/mo
Setup fee $199
$3348/yr
$1999/yr
40% off · save $1349/yr
Setup fee Waived
- Full CRM setup & configuration
- Lead & contact management
- Website lead-form connection
- Basic follow-up automation
- Data import
Best for: Solo operator/small team, first real CRM
★ Most popular
Flow
$549/mo
$399/mo
27% off · save $150/mo
Setup fee $399
$6588/yr
$3999/yr
39% off · save $2589/yr
Setup fee Waived
- Complete 6-stage sales pipeline
- Missed-lead & estimate follow-up
- Appointment reminders
- Review-request automation
- Team training
Best for: Team of 3+ techs, tired of losing leads
Autopilot
$949/mo
$699/mo
26% off · save $250/mo
Setup fee $699
$11388/yr
$6999/yr
39% off · save $4389/yr
Setup fee Waived
- Advanced lead routing & nurturing
- Voice / missed-call text-back
- Seasonal & reactivation campaigns
- KPI dashboards
- 60-day support
Best for: Established company, multiple campaigns
View full feature comparison
| Feature | Pipeline | ★ Flow | Autopilot |
|---|---|---|---|
| Standard rate | $279/mo | $549/mo | $949/mo |
| Your price, monthly | $199/mo | $399/mo | $699/mo |
| Your price, annual | $1999/yr (40% off) | $3999/yr (39% off) | $6999/yr (39% off) |
| One-time setup fee, monthly plans | $199 | $399 | $699 |
| CRM setup & configuration | Yes | Yes | Yes |
| HVAC sales pipeline | Basic | Full stages | Multiple pipelines |
| Lead & contact management | Yes | Yes | Yes |
| Customer/company fields | Yes | Yes | Yes |
| Lead-source tracking | Yes | Yes | Yes |
| Website lead-form connection | Yes | Yes | Yes |
| Multiple website/form integrations | — | — | Yes |
| Third-party integrations | — | — | Yes |
| Basic follow-up automation | Yes | Yes | Yes |
| Missed-lead follow-up | — | Yes | Yes |
| Estimate / quote follow-up | — | Yes | Yes |
| Appointment reminders | — | Yes | Yes |
| Customer follow-up sequences | — | Yes | Yes |
| Review-request automation | — | Yes | Yes |
| Lead assignment / routing | Basic | Yes | Advanced |
| Multi-step lead nurturing | — | — | Yes |
| Customer reactivation campaigns | — | — | Yes |
| Maintenance-plan follow-up automation | — | — | Yes |
| Seasonal HVAC campaigns | — | — | Yes |
| Referral automation | — | — | Yes |
| Review/reputation workflows | — | — | Yes |
| Voice / missed-call text-back alert | — | — | Yes |
| Basic CRM dashboard | Yes | — | — |
| Custom CRM dashboard | — | Yes | Yes |
| KPI / advanced reporting dashboards | — | — | Yes |
| Existing data import / migration | Yes | Yes | Yes |
| Team training | — | Yes | Yes |
| CRM workflow testing | — | Yes | Yes |
| CRM cleanup & optimization | — | — | Yes |
| Post-launch support | 7 days | 30 days | 60 days |
| Best for | Solo operator/small team, first real CRM | Team of 3+ techs, tired of losing leads | Established company, multiple campaigns |
What HVAC businesses say
Trusted by contractors who needed follow-up that actually runs.
Verified customer stories from HVAC teams will appear here. If you have worked with us and want to share your experience, get in touch.
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Next step
Map your lead flow. Find the gaps.
On a short discovery call we walk through how leads reach you today, where follow-up breaks down, and where CRM configuration and automation can close those gaps — before you commit to a full build.