10 Best HVAC CRM Software in 2026

Many HVAC contractors still rely on a mix of paper files, spreadsheets, and disconnected apps to manage sales and customer interactions. It can work for a while — but as your business grows, those systems start to break down.

• Too much manual effort is needed to keep information updated

• Too many leads slip through the cracks

• Too many customers experience delays or miscommunication

The right customer relationship management (CRM) software can change that. A purpose-built HVAC CRM helps you streamline operations, follow up on every lead, and deliver exceptional service — all while improving profitability.

In this post, we’ll explain what to look for in HVAC CRM software and review ten of the best options for 2026 — starting with an in-depth look at our own platform, ServiceTitan.

Table of Contents

• The pain of NOT using a CRM in your HVAC business

• General-purpose CRMs vs. trade-specific solutions

• Features to look for in a good HVAC CRM

• 10 best HVAC CRM software

  • ServiceTitan

  • Commusoft

  • FieldEdge

  • Housecall Pro

  • Jobber

  • Kickserv

  • Service Fusion

  • ServiceMax

  • ServiceTrade

  • Successware®

To learn more about how ServiceTitan can help your HVAC business become more efficient and grow revenue through improved customer relationships, schedule a call today.

The Pain of Not Using a CRM in Your HVAC Business

Whether you’re handling high-volume residential repairs, or selling and managing complex, commercial service agreements, staying on top of customer relationships and sales opportunities is essential for hitting your revenue growth targets. 

Without a dedicated CRM, HVAC businesses often rely on memory, spreadsheets, or disjointed tools—and that leads to real operational pain:

• Residential Chaos: Customer information is scribbled on paper, typed into Excel, or scattered across multiple systems. Follow-ups are manual. Scheduling is error-prone. Techs and CSRs are constantly playing catch-up—and opportunities to upsell or cross-sell often go unnoticed.

• Commercial Disorganization: Large service or install opportunities are tracked in spreadsheets or siloed tools. Sales managers rely on gut feel or fragmented reports to gauge pipeline health. Without a unified system, it’s hard to see who’s working what, where deals are stuck, or whether leads are actually converting.

The consequences?

• Missed or delayed follow-ups

• Poor coordination among sales, office staff, field techs, and service managers

• Inconsistent customer communication

• Lack of visibility into sales rep performance

• Revenue left on the table due to lost or mishandled opportunities

Whether you’re a residential or commercial HVAC company, it all boils down to the same thing: a broken customer and sales experience that costs your business time and limits profitability.

General-Purpose CRMs vs. Trade-Specific CRMs and Field Service Management Solutions

Within the broad category of CRM software, there are two main options for HVAC businesses:

• General-purpose CRMs like Salesforce, HubSpot, and Pipedrive are built for a wide range of industries.

• Trade-specific platforms that combine CRM capabilities with field service management (FSM) into one integrated solution designed for contractors.

General-purpose CRMs are great for tracking leads and managing marketing campaigns, but they fall short when it comes to field operations — things like job scheduling, dispatching, inventory management, or creating estimates and invoices. These systems often require costly customization, third-party integrations, and ongoing IT maintenance to fit HVAC workflows.

Trade-specific solutions, on the other hand, combine CRM, FSM, and business management tools in one system. This allows contractors to:

• Track leads and manage the sales process

• Schedule and dispatch technicians efficiently

• Create and send estimates and invoices 

• Manage service agreements, inventory, and job costs in real time

• Access a unified view of every customer interaction

By consolidating these capabilities, HVAC companies eliminate the need for multiple disconnected apps and gain complete visibility from the office to the field.

Features to Look For in a Good HVAC CRM 

When evaluating HVAC CRM software, prioritize platforms that offer:

• User-Friendly Design: A CRM is only valuable if your team uses it. Look for intuitive interfaces, accessible training, and responsive support.

• Mobile Accessibility: Ensure sales reps, service managers, and technicians can access real-time customer and job data anywhere.

• Service & Maintenance Agreement Management: Your CRM should let you build and manage maintenance agreements directly within the platform — from proposals to scheduling and billing.

• Field Service Integration & Automation: Choose a solution that integrates seamlessly with your FSM system and automates tasks like appointment reminders, follow-ups, invoicing, and reporting.

• Reporting & Insights: Track performance metrics such as sales pipeline health, CSR and tech performance, recurring service stats, and overall business KPIs to drive continuous improvement.

Below, we’ll highlight ten trade-specific CRMs worth considering — starting with our platform: ServiceTitan. 

10 Best HVAC CRM Software (with Mobile Apps)

1. ServiceTitan

How ServiceTitan Optimizes Customer Relationship Management

ServiceTitan offers an all-in-one CRM and field service management platform with distinct features and workflows for both residential and commercial trades. It combines everything contractors need to manage customer relationships, scheduling, dispatching, payments, and reporting — all in one system.

Key capabilities include:

• Commercial sales pipeline management to track and close more deals

• Commercial maintenance agreements and service contract management

• Call booking tools for efficient customer interactions 

• Scheduling and dispatching features that prioritize customers and profit

• Customer experience tools that build trust and satisfaction.

• A mobile app that connects field, office, and customer communication

• Integrated payments that speed up cash flow

• In-depth reports and dashboards that track KPIs across the business

Commercial Sales Pipeline Management to Track and Close More Deals

ServiceTitan’s commercial CRM functionality brings order to the chaos by letting you manage every sales opportunity in the same system you use to run your jobs.

Key CRM capabilities include:

• Opportunity Tracking: From site surveys to proposal follow-ups, track and manage your pipeline in one place, fully integrated with the rest of your operations.

• Sales Meeting-Ready Reports: Out-of-the-box reports let sales managers see performance by rep, review pipeline health, and track closed vs. lost deals.

• Task Assignment by Sales Stage: Assign next steps automatically as opportunities move from New to Proposal Sent to Won—keeping your sales team organized and accountable.

For HVAC companies looking to reduce manual data entry, streamline sales tracking, and gain full pipeline visibility, ServiceTitan provides the tools to close more deals with less friction.

Commercial Maintenance and Service Contract Management

ServiceTitan makes it easy to create and manage recurring service agreements that generate predictable revenue and strengthen customer relationships.

From one dashboard, you can:

• Build customized agreements with flexible pricing and automated billing

• Schedule recurring maintenance visits

• Monitor agreement profitability with real-time “budget vs. actuals” data

• Track materials, equipment, and labor costs to identify margin opportunities

With everything centralized, your team can manage contracts efficiently and deliver consistent, high-quality service for every customer.

Call Booking For Smooth, Successful Phone Interactions

With ServiceTitan’s call booking feature, your team can see who’s calling before picking up the phone. The system identifies whether it’s a new or returning customer, and guided templates help CSRs capture every key detail consistently.

For existing customers, CSRs and dispatchers can instantly access:

• Contact and billing information

• Service location

• Scheduled appointments and job history

• Estimates, open work orders, and invoices

• Maintenance agreement status

• And more

This ensures calls are quick, personal, and accurate — without customers being put on hold.

For new customers, drop-down menus and custom prompts guide the CSR through data collection. You can also customize triage workflows to prioritize emergencies or specific HVAC services.

Note: With ServiceTitan’s CRM, you can also add a Web Scheduler or Chat to Text widget to your website and give customers an easy way to schedule a job or start a text conversation. 

Scheduling & Dispatching That Prioritize Customers and Profit

ServiceTitan’s scheduling and dispatching tools are designed to save time and simplify operations. While speaking with a customer, CSRs can view job history, location, technician availability, and even skill levels — all on one screen — making it easy to assign the right tech and group nearby jobs efficiently.

Color-coded dispatch boards help teams schedule work days, weeks, or months in advance. Adjustments — like rescheduling or reassigning a technician — take just a few clicks.

When an emergency call comes in, dispatchers can quickly slot it into the schedule without disrupting other appointments. That saves time, prevents scheduling errors, and ensures a smoother customer experience.

ServiceTitan’s route optimization uses GPS tracking to monitor technicians in real time and account for traffic conditions. Dispatchers can see every truck, group nearby jobs, and ensure techs complete more work in less time.

Note: For advanced automation, ServiceTitan’s add-on Dispatch Pro uses machine learning to analyze thousands of scenarios and assign the best technician for every job — saving time, improving customer satisfaction, and boosting profit.

Customer Experience Tools That Build Trust and Satisfaction

ServiceTitan helps HVAC businesses deliver a seamless, transparent customer experience.

The platform automates communication, eliminating manual confirmation calls and status updates. Customers receive:

• Automated text reminders the day before and day of each appointment

• Real-time GPS tracking so they know exactly when the technician will arrive

• Technician bios and photos for a personal, trustworthy touch

These tools build trust, reduce customer uncertainty, and improve satisfaction — all while saving your team valuable time.

User-Friendly Field Mobile App

Available on iOS and Android, ServiceTitan Mobile gives technicians full access to customer profiles, service histories, invoices, and call recordings from the field. Techs can add notes, update job details, generate estimates, create invoices, and take payments — all without calling the office.

This keeps information accurate, workflows fast, and customer interactions professional from start to finish.

Flexible Payment Options Help You Get Paid Faster

ServiceTitan makes it easy for customers to pay by allowing secure transactions via mobile device or text-to-pay links. Payments are processed instantly, eliminating delays and improving cash flow.

The platform integrates with accounting software such as QuickBooks, so there’s no need to re-enter data between systems.

In-Depth Reports and Dashboards That Track KPIs Across Your Entire Business

ServiceTitan’s reporting tools give HVAC owners and managers complete visibility into performance.

• CSR scorecards track calls answered, booked, and missed — with recordings for quality review.

• Dashboards provide insights into technician productivity, conversion rates, and recurring service revenue.

• Real-time data helps identify training opportunities, streamline operations, and drive profitability.

Get a Personalized Demo of ServiceTitan’s Purpose-Built CRM 

ServiceTitan gives HVAC contractors a powerful advantage: one platform to manage every customer interaction, automate key processes, and turn service excellence into steady growth. 

Want to see the features described above in action? Book a personalized demo today.

Here’s our lineup of nine alternative CRM software solutions you might consider:

2. Commusoft

Commusoft is an all-in-one field service management software. Popular with small businesses, the software helps with job management, work orders, quotes, scheduling, inventory management, invoicing, and customer communications. It also integrates with accounting and payment solutions.

Technicians can access customer information via their mobile device, and all data is synced in real-time so staff are up to speed on work orders at all times. Commusoft also provides users with performance reports and charts. 

See pricing information here.

3. FieldEdge

FieldEdge is a field service management software and mobile app for service businesses. It offers a wide range of features like ServiceTitan, including functionality for quotes and invoicing, scheduling and dispatching, service agreements, and more. 

However, ServiceTitan offers more for residential service businesses (such as integration with Google Local Services Ads) and a built-in customer customer portal with base subscription for commercial service businesses.

See pricing information here.

4. HouseCall Pro

Housecall Pro is a mobile field service management software for home service businesses. Similar to ServiceTitan, it offers a wide range of features for the entire workflow, including invoicing, scheduling and dispatching, estimates, QuickBooks integration, and more. 

When compared to Housecall Pro, ServiceTitan offers deeper native pricebook functionality and the ability to drill down further into reporting metrics.

Housecall Pro is typically used by businesses with one to 30 employees. See pricing information here.

5. Jobber

Jobber is a field service scheduling software that also offers a wide range of other features for running a field service business. Like ServiceTitan, it offers functionality for estimating, quotes, scheduling, invoicing, and more, although ServiceTitan offers more flexibility and customizability for membership plans and recurring services, and deeper reporting capabilities, among other advantages.

Jobber is customizable to fit your process, so you can schedule jobs, optimize routes, send quotes and invoices by text, and get paid on-site via the software’s mobile app. Jobber is popular with small businesses that want a simple, easy-to-use solution. 

See pricing information here.

6. Kickserv

Kickserv is another field service management software offering a variety of tools for large and small businesses. Like other FSM software, Kickserv provides a mobile app as well as desktop features for job management, scheduling, managing your workforce, and more. 

When compared to Kickserv, ServiceTitan also offers two-way SMS texting for customer inquiries and pre-appointment GPS tracking for accurate arrival times.

See pricing information here.

7. Service Fusion

Service Fusion describes itself as an “All-In-One Field Service Management Software.” Like ServiceTitan, it offers a wide range of features, including estimates, invoices, customer management, scheduling and dispatching, and more. 

However, ServiceTitan offers several features (such as scheduled report automations and property data to spot sales opportunities) as a part of our base product, while Service Fusion charges extra for many of these features.

See pricing information here.

8. ServiceMax

ServiceMax, like other field service solutions, is designed to provide better visibility into your field service operations. They offer a number of products, such as Asset 360 for Salesforce, ServiceMax core, ServiceMax FieldFX (their mobile app), and ServiceMax Engage (for customer engagement). 

However, when compared to ServiceMax, ServiceTitan offers the ability to toggle smoothly from one feature to another without the hassle of opening multiple windows, programs, or add-ons, and advanced customer communication features are included in our base subscription (ServiceMax requires an add-on fee).

Contact PTC ServiceMax for pricing information.

9. ServiceTrade

ServiceTrade is a field service software specializing in supporting commercial service businesses. Like other FSM software, ServiceTrade offers tools for scheduling and dispatching, a mobile app for field technicians, analytics for business management, and a variety of other tools for running operations. 

When compared to ServiceTrade, ServiceTitan offers greater capabilities to drill down into reporting data and a more streamlined call booking process with additional features such as access to property data.

See pricing information here.

10. Successware®

Successware® is a business management solution for the trade industry, serving HVAC, electrical, plumbing, and other trade businesses. Its platform offers call booking and CRM, dispatching and scheduling, a mobile app, and other tools for running a service business. 

Compared to Successware®, ServiceTitan offers more robust customer experience features (such as GPS tracking, technician bios, and SMS text updates), and a customer support team focused on building businesses—not just answering software questions.

Contact Successware for pricing information. 

See ServiceTitan’s HVAC CRM In Action

ServiceTitan’s CRM offers all the key features described throughout this post. It’s ideal for HVAC business owners needing field service management software to enhance their internal processes. It empowers sales teams, streamlines CSR workflows, equips techs to better manage customer communications, and allows management to analyze day-to-day performance and find ways to improve business.