Field Service CRM Software for HVAC Contractors
Run your HVAC business with confidence using the best HVAC CRM software. From peak-summer no-cool emergencies to spring tune-up campaigns, our AI-powered HVAC field service management software helps you dispatch faster, sell replacements smarter, and turn every maintenance agreement into recurring revenue.
“No other software company runs four trade businesses on their own product. We do. That's the difference.”
Every missed no-cool call becomes a new install for your competitor
If you're running an HVAC business without the right CRM, this is what peak season looks like — whether you notice it or not.
Peak-season phone chaos
First 90-degree day of the year and the phone won't stop ringing. Voicemail fills up by 10am, half your callers hang up, and the homeowners who do leave a message buy a new system from the contractor who picked up on ring two.
Maintenance plans booked by hand
Spring tune-ups scheduled on a wall calendar. Renewals tracked in a spreadsheet your CSR maintains on Tuesdays. 1 in 5 plan members never get their visit — and quietly drop the agreement at the end of the year.
Replacement quotes lost in the inbox
Tech estimates a system replacement on Tuesday. Office types it up Wednesday. Customer gets the PDF Thursday — same day their neighbor's contractor leaves a signed contract on the kitchen table. Speed wins installs.
Equipment history on a clipboard
You installed that furnace in 2011, but the install date lives in a banker's box in the basement. You can't see which customers are due for replacement, due for warranty calls, or sitting on R-22 condensers worth quoting tomorrow.
You
02:34 AM
John M. — furnace down, no heat
Voicemail full · 0:00
Missed call
−$840
Your competitor
02:36 AM
John M. — furnace down, no heat
Picked up on ring 2
Job booked · Tech dispatched
Ticket won
+$840
Purpose-Built Solutions
Every feature designed specifically for businesses like yours.
Never miss another no-heat call
The AI-powered HVAC software that picks up every inbound call within 2 rings — 24/7, including the first cold snap and the hottest weekend of the year. Whether it's a furnace down at midnight or a Sunday AC failure, the AI qualifies the lead, books the job, and texts your on-call tech automatically.
Quote replacements before you leave the driveway
Built-in HVAC estimating software lets your technicians generate Good-Better-Best system options on the spot — pre-loaded with Carrier, Trane, Lennox, Goodman, and Mitsubishi equipment, SEER ratings, financing options, and labor rates. Customers sign and pay before the truck leaves the driveway.
Maintenance agreements that run themselves
HVAC scheduling software that batches spring and fall tune-ups by neighborhood, auto-books renewal visits, and texts customers their appointment window — without a single phone call from your office. Your maintenance plans renew, your trucks stay full in shoulder seasons, and your CSR gets her afternoons back.
See your dispatch board fill itself
60-day free trial. You're live in 30 minutes.
Every system, every customer, one screen
Stop chasing install dates on paper service tickets. Our HVAC management software keeps customer history, equipment models, serial numbers, warranty expiration, refrigerant added, and photos in one searchable place — accessible from any device, instantly. Know exactly when a 14-year-old condenser is ripe for a replacement conversation.
Dispatch through peak season without the panic
When a heat dome hits and 30 no-cool calls come in by 9am, HVAC dispatch software gives you a live command board with drag-and-drop scheduling, GPS-based routing, and automatic ETA texts. Every gap visible, every emergency reroutable, every truck running at full capacity — even when the whole city is sweating.
Get paid the moment the system fires up
On-site card payments, ACH, and consumer financing built right into the invoice — no third-party apps, no chasing checks on a $9,400 install. Our HVAC accounting software logs every transaction automatically, tracks job-level margin on service vs install, and exports clean books for your CPA.
One platform. One price.
Unlimited users · No seat fees · Cancel anytime
Answer & Book
Convert every lead- AI Dispatcher — 24/7 inbound
- Smart Scheduler — self-serve booking
- Two-Way SMS — automated sequences
- Reputation & Reviews — auto-request
- Speed-to-Lead — every source
Fill Boards & Win Back
Grow recurring revenue- Reactivation Campaigns — SMS
- Memberships & Service Plans
- Customer Financing — point of sale
- Automated appointment reminders
- Estimate follow-up sequences
CRM & Field Ops
Run the operation- Command dispatch board
- Full customer CRM & history
- iOS & Android field app
- Option presenting — Good-Better-Best
- On-site payments — card, ACH, finance
- Pricebook & timesheets
Intelligence & Coaching
Know what works- AI call scoring — every CSR call
- Revenue intelligence — by channel & tech
- Job costing — real-time margin
- Tech leaderboards
- GPS tracking & ETAs
All plans include
- Unlimited users
- No seat fees
- No setup fee
- Month-to-month
- 60-day free trial
- Financing included
- Auto review requests
- Canadian-native (HST, TSSA)
- Live in 30 minutes
- Free onboarding & support
Cancel anytime
Replace All Your Tools With One Platform
$1,847/mo of separate tools — or $299/mo for everything
Most contractors stitch together 6–8 different tools to run their business. Here's what each one costs separately versus what's included in WorkflowPros.
| Tool | Avg. monthly cost | In WorkflowPros |
|---|---|---|
| AI receptionist & call answering | $399 / mo | |
| Field service CRM & dispatch | $398 / mo | |
| Estimating & quoting software | $129 / mo | |
| SMS & customer communication | $289 / mo | |
| Review management | $119 / mo | |
| Payment processing & invoicing | $89 / mo | |
| Customer financing platform | $149 / mo | |
| Membership & service plan tool | $179 / mo | |
| GPS tracking & routing | $96 / mo | |
| Total cost of separate tools | $1,847 / mo | |
| WorkflowPros — all features, one platformUnlimited users · No setup fee · Cancel anytime | $299per month, flat |
Your monthly savings: $1,548 ($18,576 per year)
Trusted by Service Professionals
"Workflow Pros transformed how we run our business. Dispatching is faster, invoicing is easier, and our customers love the communication."
Mike R.
Owner, Premier Service Co.
"The AI features are a game-changer. It's like having an extra office manager who never sleeps."
Sarah T.
Operations Manager, All-Pro Services
"We've doubled our daily job capacity without adding staff. The route optimization alone paid for the software."
James L.
Fleet Manager, Citywide Solutions
Get Started Today — We Handle the Setup
Tell us about your business and we'll do the rest. AI training and dispatch board configuration — all done for you in under 48 hours.
Common Questions
Explore Other Industries
See how Workflow Pros helps service businesses across industries