Best CRM for HVAC (2026): 5 Options Ranked by Company Size

What HVAC companies actually need from a CRM

Before picking a tool, get clear on what you're solving. The CRM needs of a 4-person residential crew are different from a 25-tech operation running both residential and commercial. But a few requirements show up across the board.

Lead capture that pulls in web form submissions, phone calls, and online booking requests without someone manually entering them. If a homeowner fills out a form at 10 PM, that lead should land in your system before your office opens.

Customer records tied to job history. When Mrs. Johnson calls about her AC again, whoever answers the phone should see that you replaced her compressor 14 months ago, installed a new thermostat last spring, and quoted ductwork she never approved. That context changes the conversation.

Automated follow-up. After you send an estimate, the system should nudge the customer if they haven't responded in 3 days. After a completed job, it should trigger a review request. These sequences are where most HVAC companies leak revenue, because they rely on someone remembering to follow up.

QuickBooks integration. Invoices need to sync without double entry. This is non-negotiable for most operators.

Mobile access for the field. Techs need to pull up customer history, add job notes, and collect payments from the truck. If the CRM doesn't work well on a phone, it won't get used.

Maintenance agreement tracking. HVAC is one of the few trades where recurring revenue is available to almost every operator, and it is the one thing most CRMs handle only halfway. The system should know which customers are on a plan, when their spring and fall visits are due, and when the agreement expires. If that lives in a spreadsheet, renewals get missed and the recurring revenue quietly leaks out.

A seat model that matches how you staff. This is the requirement buyers miss until the invoice arrives. The two platforms bundle seats very differently, so the question is not "what does it cost" but "what does it cost at the crew size I will be at in twelve months." Jobber includes a single user on Core, Connect, and Grow and five on Plus, then charges a flat $29 per month for every additional login on any plan, which is predictable but grows steadily with headcount. Housecall Pro bundles instead: 1 user on Basic, 5 on Essentials, and 8 on MAX, with extra seats at $100 per month on Essentials and $75 on MAX. The result is that Jobber is cheaper for one or two people and Housecall Pro is cheaper once you are staffing a real crew, so price it at your twelve-month headcount rather than at the sticker.

Two more things matter for HVAC specifically. Seasonality means your July call volume and your October call volume are not the same business, so dispatch has to flex without you rebuilding the schedule by hand. And equipment history matters more than in most trades: model number, serial, install date, warranty status, and refrigerant type all belong on the customer record, because a tech who has them in the truck sells the right part on the first visit instead of the second.

The 5 tools worth evaluating

These are the five platforms that consistently make sense for HVAC operations. Three are field service platforms with built-in CRM. Two are dedicated CRM/marketing platforms that pair well with field service software.

Jobber and Housecall Pro figures are published monthly billing rates, verified August 2026 at getjobber.com/pricing and housecallpro.com. ServiceTitan does not publish pricing; the figure above is the widely reported starting point and a demo is required for a real quote. Annual billing lowers the effective rate on both Jobber and Housecall Pro. Confirm current pricing with the vendor before you buy.

Jobber

ServiceTitan

Housecall Pro

HubSpot CRM

GoHighLevel

How to choose by fleet size

Feature lists are the wrong starting point. Crew size and revenue predict the right answer better than anything else, because they determine which problems you actually have. Here is the split we see most often in HVAC.

Solo operator, one truck

Your problem is not analytics. It is that you are on a roof when the phone rings and quoting from the driveway at 7pm. What you need is scheduling, invoicing, payment collection, and a customer record with equipment history. That is Jobber Core at $49/mo, or Housecall Pro Basic at $79/mo if you sell replacements and want Wisetack financing available from day one. Both are single-user plans. On Jobber a second login is a flat $29/mo on top; on Housecall Pro, extra seats start at the Essentials tier, so a second user there means stepping up the plan. Both are running within a day or two, and neither requires a sales call.

Do not buy a separate CRM at this size. You will not populate it. The one thing worth adding is an automated response to inbound leads, because at one truck you are guaranteed to be unavailable when most of them come in.

2 to 5 trucks

This is where seat costs start to bite and where the real decision happens. You now have an office person, which means someone is answering calls, sending invoices, and chasing estimates all day. Jobber Connect is $139/mo and adds the pieces that matter at this stage: QuickBooks sync, 2-way texting, online booking, and automated reminders. It includes one user though, so five logins means four extra seats at $29, bringing it to $255/mo. Housecall Pro Essentials at $189/mo includes five users outright and leans harder into marketing and financing.

Pick between them on trade fit, but do the seat math first, because at five people Housecall Pro is about $66/mo cheaper on monthly billing rather than the two being neck and neck. If replacements and flat-rate pricing drive your revenue, Housecall Pro. If you do varied work, need flexible quoting and custom job forms, or expect to integrate with other systems later, Jobber. Either way, this is the size where the gap between what the software automates and what your office person still does by hand becomes the actual constraint on growth.

10+ trucks

At this size you are no longer buying scheduling. You are buying visibility: which marketing channel produced booked revenue, what percentage of inbound calls converted, which technician has the highest average ticket, and where the flat-rate book is being ignored. ServiceTitan is the answer to that question, and the reported starting point around $398/mo plus implementation is priced accordingly. Plan for weeks of onboarding and assign someone to own it.

Two caveats before you migrate. First, plan the move proactively at around 10 technicians rather than waiting until your current platform is clearly broken, because migrating customer and job history mid-season is miserable. Second, budget for the integration work. ServiceTitan's API is more restricted than Jobber's, so connecting it to a sales CRM, a custom dashboard, or an automation layer takes real effort, and that effort is not in the monthly price.

What it costs over a year, not a month

Monthly sticker price is the smallest part of the decision, but it is the only part most buyers compare. Run the twelve-month math instead. A five-truck shop pays $139/mo for Jobber Connect plus four extra seats at $29, which is $255/mo, or $189/mo for Housecall Pro Essentials with five users included. Annual billing lowers both, to roughly $186 and $149 a month respectively. So Housecall Pro is about $66/mo cheaper at that headcount on monthly billing, or a little under $800 a year. That is real money, but set against a payroll of five technicians plus an office person it should be the tiebreaker, not the deciding factor.

What is not a rounding error is everything the sticker price excludes. Payment processing comes out of every invoice you collect in-platform. Data migration is your time or a paid service. Training is real hours off the schedule, measured in days for Jobber and Housecall Pro and in weeks for ServiceTitan. Integration work to connect QuickBooks, your phone system, or a separate CRM is separate again. And the largest hidden cost is the one nobody itemizes: the office hours still spent every week doing the work the platform does not do.

That last line is the one worth pricing. If your office person spends an hour a day chasing invoices and following up on estimates, that is five hours a week the software is not covering, every week, forever. Compare that against the cost of closing the gap once.

Choosing who builds it, not just what you run it on? Best AI Automation for HVAC Contractors (2026) compares the five provider types on three-year cost and ownership.

What every HVAC CRM still leaves you doing manually

Every platform on this list automates what happens inside its own walls. Appointment reminders, a review request after a job it knows about, a follow-up on a quote it generated. That is real, and it is not nothing. But the work that costs HVAC companies the most money happens between systems, at hours when nobody is at a desk, and none of these tools covers it. Four gaps show up in almost every shop we look at.

After-hours lead follow-up

A homeowner with no heat fills out your form at 9pm, or calls while your tech is in a crawlspace and gets voicemail. Your CRM records the lead. It does not answer it. By the time someone calls back at 8am, that homeowner has already called two more companies, and the first one to respond is usually the one that gets the job. None of these platforms sends an instant text, offers a booking link, and then runs a real sequence at two hours, twenty four hours, and seventy two hours until the person responds or goes cold. That sequence is a meaningful share of closed jobs, and it is entirely manual by default.

Review requests that fire at the wrong time

Jobber, Housecall Pro, and ServiceTitan can all send a review request after a job closes. What none of them do is decide whether they should. Blasting every customer is a blunt instrument: the one who had a callback, a billing dispute, or a two-day parts delay is exactly the person you just invited to write about it publicly. Smart timing means checking for callbacks, flagging problem jobs, waiting for the payment to clear, and only then asking. That logic lives outside the platform.

Invoice chasing

The invoice goes out automatically. The chasing does not. Somebody in your office is running an aging report, deciding who to call, sending a "just checking in" email, and then doing it again next week. Multiply that by the number of open invoices in a busy season and it is most of a day. A CRM knows the invoice is unpaid; it does not run an escalating reminder sequence across text and email, notify the owner at the threshold where it stops being a reminder and starts being a collections problem, and stop the moment payment lands in QuickBooks.

Maintenance agreement renewals

This is the expensive one, because it is recurring revenue you already earned. Agreements come up for renewal, spring and fall visits come due, and in most shops the tracking lives in a spreadsheet or in somebody's head. Nothing automatically flags the agreements expiring in 30 days, sends the renewal offer, books the seasonal visit, and escalates to a call when the email goes unanswered. Every missed renewal is a customer who quietly becomes a competitor's customer next time their system fails.

The layer that closes those gaps

This is what Aplos AI builds for HVAC companies. We do not replace Jobber, Housecall Pro, or ServiceTitan, and we do not ask you to switch platforms. We build the automation layer on top of whichever one you already run: instant lead response and a real follow-up sequence, review requests timed around clean job closes, invoice reminders that escalate and then stop themselves when payment clears, and renewal workflows that catch maintenance agreements before they lapse.

Pricing is fixed and quoted in writing before we start. A single automation, which is where most HVAC companies begin, runs $2,000 to $5,000 one time and is live in 1 to 2 weeks. Connecting several tools into one workflow runs $8,000 to $25,000 and takes 2 to 3 weeks. A full platform build runs $40,000 to $100,000 and up. There is no hourly billing and no retainer.

You own what we build. It runs in your accounts, on your tools, and you pay Aplos nothing monthly after delivery. The only ongoing cost is the vendor tools themselves, typically $20 to $150 a month depending on what the workflow touches, paid by you directly. Every build includes a 30-day window where we fix anything that is not working, at no charge.

The first step is a free 30-minute call. We map your current workflow, tell you which gaps are worth closing and which are not, and give you a number. If nothing is worth automating yet, we will say so.

Questions to ask before you sign

Whether you are on a demo call or clicking through a trial, these are the questions that surface the problems you would otherwise find in month three.

• What happens when I cross the user cap? Get the exact price of the next tier, not a range. This is the most common surprise bill in field service software.
• What is the total first-year cost including implementation, migration, and training? Ask for it in writing. On quote-based platforms the monthly figure is rarely the whole number.
• How does customer and job history get in? Import from a spreadsheet is fine. Manual re-entry of two years of equipment records is not, and it is a real reason migrations stall.
• What does the API actually allow? If you ever want a custom dashboard, a sales CRM sync, or an automation layer, ask now whether the API is open, partner-gated, or an extra module.
• Can I export my own data, and in what format? The answer tells you how hard leaving would be. Ask before you are in a position to need it.
• What automation is actually included? Get specific. "Automated follow-up" can mean one reminder email, or it can mean a configurable sequence. Those are different products.
• How does it handle maintenance agreements? Ask to see the renewal view in the demo, not the marketing page. This is where the gap between the pitch and the product is widest.

Connecting your CRM to the rest of your stack

If you run a field service platform and a separate CRM, those two systems need to talk to each other. When a job closes in Jobber, the customer record in HubSpot should update. When a new lead comes into GoHighLevel, it should create a customer in your field service tool.

The three main tools for connecting systems are n8n, Make, and Zapier. All three support Jobber, HubSpot, and GoHighLevel integrations. ServiceTitan's API access is more restricted, so integrations there typically require more custom work.

Common automations we build for HVAC companies:

• Lead routing: New form submission hits your CRM, triggers an SMS within 5 minutes, and creates a follow-up task if no response in 24 hours.
• Job-to-CRM sync: Completed job in Jobber updates the customer record in HubSpot with job details, revenue, and equipment installed.
• Review sequences: Job marked complete triggers a review request via SMS, followed by an email 2 days later if no review was left.
• Maintenance reminders: Customer gets tagged after an install. Six months later, an automated sequence offers a maintenance check.