Best CRM for HVAC Services in 2025: Top Solutions Compared
Running a successful HVAC business requires more than technical expertise—it also demands efficient management of customer relationships, service scheduling, and sales pipelines. The right CRM (Customer Relationship Management) software can transform how you handle leads, schedule technicians, manage invoices, and maintain customer relationships. In this comprehensive guide, we’ll compare the best CRM solutions for HVAC services in 2025, helping you make an informed decision that will streamline your operations and boost your bottom line.
Whether you’re a small local HVAC contractor or managing a growing team of technicians, finding a CRM that addresses your specific needs is crucial for staying competitive in today’s market. We’ve analyzed the top contenders—ClearCRM, Jobber, Housecall Pro, ServiceTitan, and HubSpot—to help you identify which solution offers the best combination of features, usability, and value for your HVAC business.
Why HVAC Businesses Need Specialized CRM Software
HVAC businesses face unique challenges that generic CRM solutions often fail to address. From seasonal demand fluctuations to complex service scheduling and field technician management, the right CRM can make all the difference in your operational efficiency.
Today’s HVAC businesses rely on specialized CRM software to manage customer relationships and service operations
Key Benefits of Using a CRM for Your HVAC Business
- Centralized customer information and service history
- Streamlined scheduling and dispatch for technicians
- Automated follow-ups and maintenance reminders
- Improved lead tracking and conversion rates
- Enhanced quote and invoice management
- Better team communication and coordination
- Detailed reporting on business performance
- Mobile access for technicians in the field
- Integration with accounting and other business tools
- Increased customer satisfaction and retention
With the right HVAC CRM software, you can eliminate paperwork, reduce administrative overhead, and focus more on growing your business and serving your customers. Let’s examine the top solutions available in 2025 to help you make the best choice for your specific needs.
HVAC CRM Comparison: Features That Matter Most
When selecting a CRM for your HVAC business, certain features are particularly important for managing service operations effectively. We’ve compared the top CRM solutions across these critical areas to help you identify which platform best meets your needs.
| Features | ClearCRM | Jobber | Housecall Pro | ServiceTitan | HubSpot |
| Lead Tracking | ✅ Unlimited leads with advanced tracking | ✅ Basic lead management | ✅ Lead tracking with limited automation | ✅ Comprehensive lead management | ✅ Advanced lead tracking |
| Quotes & Invoicing | ✅ Custom quotes and invoices | ✅ Comprehensive invoicing | ✅ Digital quotes and invoices | ✅ Advanced pricing tools | ⚠️ Limited (requires add-ons) |
| Scheduling & Dispatching | ✅ Appointment scheduling and automation | ✅ Advanced scheduling | ✅ Drag-and-drop scheduling | ✅ AI-powered dispatching | ⚠️ Basic scheduling only |
| Mobile Team Coordination | ✅ Team chat and collaboration tools | ✅ Mobile app for field teams | ✅ Field service mobile app | ✅ Comprehensive mobile solution | ⚠️ Limited field service features |
| Automated Follow-ups | ✅ Email sequences and triggers | ✅ Basic follow-up automation | ✅ Customer follow-ups | ✅ Marketing automation | ✅ Advanced automation (higher tiers) |
| Custom Pipelines | ✅ Unlimited sales pipelines | ⚠️ Limited pipeline customization | ⚠️ Basic pipeline management | ✅ Custom sales processes | ✅ Multiple pipelines (paid plans) |
| Ease of Use | ✅ Intuitive interface | ✅ User-friendly design | ✅ Simple interface | ⚠️ Steeper learning curve | ⚠️ Complex for small teams |
| Starting Price | $19/month per user | $69/month (core plan) | $59/month (basic) | $$$$ (Custom pricing) | Free (limited) to $800+/month |
| Free Trial | ✅ Free forever plan available | ✅ 14-day trial | ✅ 14-day trial | ⚠️ Demo only | ✅ Free plan (limited) |
Ready to streamline your HVAC business operations?
ClearCRM offers unlimited pipelines, powerful automation, and affordable pricing specifically designed for HVAC businesses.
ClearCRM: The Best CRM for HVAC Services in 2025
ClearCRM stands out as the top choice for HVAC businesses seeking a powerful yet affordable customer relationship management solution. With its intuitive interface, comprehensive feature set, and flexible pricing options, ClearCRM addresses the specific needs of HVAC service providers better than any other solution on the market.
ClearCRM’s intuitive dashboard provides a complete view of your HVAC business operations
Key Features for HVAC Businesses
Lead Management Excellence
ClearCRM allows HVAC businesses to track unlimited leads with advanced routing and assignment capabilities. The platform’s lead capture forms integrate seamlessly with your website, ensuring no potential customer falls through the cracks. With unlimited custom fields, you can track HVAC-specific information like system types, service history, and equipment details.
Unlimited Sales Pipelines
Unlike competitors that restrict pipeline customization, ClearCRM offers unlimited sales pipelines that can be tailored to different service types—maintenance contracts, emergency repairs, system installations, and more. This flexibility allows you to track each service line with the appropriate workflow.
Powerful Automation
ClearCRM’s automation capabilities streamline your HVAC business operations with triggers and automated emails. Set up maintenance reminders, follow-up sequences, and appointment confirmations that run automatically. The Growth Plan includes marketing automation and email sequences that help nurture leads and maintain customer relationships.
Team Collaboration Tools
Keep your office staff and field technicians connected with ClearCRM’s built-in team chat and collaboration features. Share customer information, service notes, and job details in real-time, ensuring everyone has the information they need to provide excellent service.
Pros
- Unlimited deals, contacts, and leads
- Unlimited sales pipelines for different service types
- Affordable pricing starting at $19/month
- Intuitive interface with minimal learning curve
- Powerful automation capabilities
- Free forever plan available for small operations
- Time tracking, invoicing, and estimates included
- Team chat and collaboration tools built-in
Cons
- Newer to the market than some competitors
- Third-party integrations still expanding
- Advanced features require higher-tier plans
Pricing
ClearCRM offers transparent, affordable pricing that scales with your HVAC business:
| Plan | Monthly Price | Annual Price | Key Features |
| Free | $0 | $0 | Basic lead management, project tracking, invoicing (limited to 200 records) |
| Starter | $19/user | $9/user | Unlimited records, custom pipelines, lead routing, automation triggers |
| Growth | $39/user | $19/user | Marketing automation, email sequences, landing page builder, AI tools |
| Scale | $79/user | $39/user | Document management, eSignature, advanced reporting, appointment scheduling |
“ClearCRM has transformed how we manage our HVAC service business. The unlimited pipelines let us track different service types separately, and the automation features have saved us hours of manual follow-up work. The price point is perfect for our small team.”
Experience the ClearCRM difference for your HVAC business
Start with the free plan or try any paid plan with no risk. No credit card required.
Jobber: Comprehensive Field Service Management
Jobber is a well-established field service management software that offers robust features for HVAC businesses. While not exclusively a CRM, Jobber combines customer management with operational tools designed specifically for service businesses.
Jobber’s drag-and-drop interface simplifies technician scheduling for HVAC teams
Key Features for HVAC Businesses
Scheduling and Dispatching
Jobber excels in scheduling and dispatching capabilities, with a drag-and-drop calendar that makes it easy to assign jobs to technicians. The platform includes route optimization to minimize travel time between service calls, a valuable feature for HVAC businesses with multiple technicians in the field.
Client Management
The client hub provides a centralized location for customer information, including service history, property details, and communication logs. This helps HVAC businesses deliver personalized service and quickly access relevant information during customer interactions.
Invoicing and Payments
Jobber offers comprehensive invoicing features, allowing HVAC businesses to create professional invoices, send them to customers electronically, and accept online payments. The platform also supports recurring billing for maintenance contracts and service agreements.
Mobile App
Jobber’s mobile app gives field technicians access to their schedules, customer information, and job details while on the go. Technicians can update job statuses, capture photos, collect signatures, and process payments directly from their mobile devices.
Pros
- Excellent scheduling and dispatching tools
- Comprehensive mobile app for field technicians
- Strong invoicing and payment processing
- Client portal for customer self-service
- GPS tracking and route optimization
- Solid reporting capabilities
Cons
- Higher starting price than ClearCRM
- Limited pipeline customization
- Less robust lead management features
- Basic marketing automation capabilities
- Can be expensive for growing teams
Pricing
Jobber’s pricing structure is based on the number of users and features needed:
| Plan | Monthly Price | Key Features |
| Core | $69/month | Basic scheduling, client management, invoicing |
| Connect | $169/month | Online booking, quotes, client portal, expense tracking |
| Grow | $349/month | Advanced reporting, two-way text messaging, chemical tracking |
While Jobber offers robust field service management capabilities, HVAC businesses looking for more advanced CRM features and unlimited pipeline customization at a lower price point may find ClearCRM to be a more suitable option.
Housecall Pro: User-Friendly Field Service Software
Housecall Pro is a popular field service software designed for home service businesses, including HVAC contractors. The platform focuses on simplifying daily operations with an easy-to-use interface and mobile-friendly design.
Housecall Pro’s mobile app enables HVAC technicians to manage service tickets in the field
Key Features for HVAC Businesses
Job Scheduling
Housecall Pro offers a straightforward scheduling system with drag-and-drop functionality. HVAC businesses can easily assign jobs to technicians, view availability, and manage their service calendar. The platform also includes job status tracking to monitor progress in real-time.
Digital Estimates and Invoices
Create professional estimates and invoices with customizable templates. HVAC businesses can add line items, apply discounts, and include photos or notes. Customers can approve estimates and pay invoices online, streamlining the payment process.
Customer Management
Housecall Pro maintains customer records with contact information, service history, and equipment details. The platform allows HVAC businesses to send automated appointment reminders, follow-up messages, and thank-you emails to enhance customer communication.
Mobile App
The Housecall Pro mobile app enables technicians to access job information, capture photos, collect signatures, and process payments in the field. The app works offline, ensuring technicians can continue working even without internet connectivity.
Pros
- User-friendly interface with minimal learning curve
- Strong mobile app for field operations
- Good customer communication tools
- Online booking capabilities
- Integrated payment processing
- Postcard marketing feature
Cons
- Limited lead management capabilities
- Basic pipeline customization
- Less robust automation compared to ClearCRM
- Higher price point for small teams
- Limited reporting options in lower tiers
Pricing
Housecall Pro offers tiered pricing based on features and company size:
| Plan | Monthly Price (Annual Billing) | Key Features |
| Basic | $59/month | Scheduling, dispatching, invoicing, payment processing |
| Essentials | $149/month | Custom forms, email marketing, text messaging |
| Max | Custom pricing | Advanced reporting, phone support, dedicated account manager |
While Housecall Pro offers a solid solution for field service management, HVAC businesses seeking more comprehensive CRM capabilities with unlimited pipelines and advanced automation at a lower price point will find ClearCRM to be a more cost-effective option.
ServiceTitan: Enterprise-Level HVAC Management
ServiceTitan is a comprehensive, enterprise-grade solution designed specifically for HVAC, plumbing, electrical, and other home service businesses. It offers a wide range of features to manage every aspect of service operations, from marketing to scheduling to reporting.
ServiceTitan provides comprehensive analytics and reporting for HVAC business performance
Key Features for HVAC Businesses
All-in-One Platform
ServiceTitan offers a comprehensive solution that includes CRM, scheduling, dispatching, invoicing, inventory management, marketing, and reporting. This integrated approach eliminates the need for multiple software systems, providing a single source of truth for all business operations.
Advanced Scheduling and Dispatching
The platform includes sophisticated scheduling tools with drag-and-drop functionality, technician matching based on skills and availability, and real-time GPS tracking. HVAC businesses can optimize routes, reduce travel time, and improve technician productivity.
Mobile App
ServiceTitan’s mobile app gives technicians access to customer information, job details, equipment history, and pricing tools in the field. Technicians can create estimates, process payments, and capture signatures directly from their mobile devices.
Reporting and Analytics
The platform offers robust reporting capabilities with customizable dashboards and KPI tracking. HVAC businesses can monitor performance metrics, analyze trends, and make data-driven decisions to improve operations and profitability.
Pros
- Comprehensive all-in-one solution
- Powerful HVAC-specific features
- Advanced reporting and analytics
- Robust mobile app for field technicians
- Strong integration capabilities
- Marketing automation tools
Cons
- Significantly higher price point
- Steep learning curve
- May be too complex for small operations
- Requires substantial implementation time
- No transparent pricing (custom quotes only)
Pricing
ServiceTitan does not publish pricing information on their website. The platform requires a custom quote based on business size and needs. However, it is generally considered one of the more expensive options in the market, with reports suggesting pricing starts in the thousands per month, making it primarily suitable for larger HVAC operations.
While ServiceTitan offers comprehensive features for HVAC businesses, its high cost and complexity make it less accessible for small to medium-sized operations. ClearCRM provides a more affordable alternative with many of the essential CRM features needed by HVAC businesses, without the enterprise-level price tag.
HubSpot: Marketing-Focused CRM Solution
HubSpot is a well-known CRM platform with strong marketing capabilities. While not specifically designed for HVAC businesses, it offers a range of features that can be adapted to service-based operations.
HubSpot’s marketing automation tools can help HVAC businesses nurture leads and maintain customer relationships
Key Features for HVAC Businesses
Contact Management
HubSpot provides comprehensive contact management capabilities, allowing HVAC businesses to store customer information, track interactions, and maintain detailed records. The platform automatically logs emails, calls, and meetings, creating a complete history of customer engagement.
Marketing Automation
HubSpot excels in marketing automation, with tools for email marketing, social media management, and lead nurturing. HVAC businesses can create automated workflows to follow up with leads, send maintenance reminders, and promote seasonal services.
Sales Pipeline Management
The platform includes visual pipeline management with customizable stages to track deals from initial contact to close. HVAC businesses can monitor sales progress, forecast revenue, and identify bottlenecks in their sales process.
Reporting and Analytics
HubSpot offers robust reporting capabilities with customizable dashboards and performance metrics. HVAC businesses can track marketing ROI, sales activities, and customer engagement to optimize their strategies and improve results.
Pros
- Strong marketing automation capabilities
- Comprehensive contact management
- Free starter plan available
- Robust reporting and analytics
- Extensive integration options
- Excellent educational resources
Cons
- Limited field service management features
- Not specifically designed for HVAC businesses
- Higher learning curve for full utilization
- Advanced features require expensive upgrades
- Limited scheduling capabilities
Pricing
HubSpot offers a tiered pricing structure with both free and paid options:
| Plan | Monthly Price | Key Features |
| Free | $0 | Basic CRM, contact management, forms, email marketing (limited) |
| Starter | $45/month | Email marketing, ad management, landing pages, live chat |
| Professional | $800/month | Marketing automation, ABM tools, custom reporting, multiple pipelines |
| Enterprise | $3,600/month | Advanced permissions, predictive lead scoring, custom objects, advanced reporting |
While HubSpot offers strong marketing capabilities, its lack of HVAC-specific features and limited field service management tools make it less suitable for HVAC businesses compared to specialized solutions like ClearCRM. Additionally, accessing HubSpot’s more advanced features requires significant investment in higher-tier plans.
How to Choose the Right CRM for Your HVAC Business
Selecting the best CRM for your HVAC business requires careful consideration of your specific needs, budget, and growth plans. Here are key factors to evaluate when making your decision:
Carefully evaluating CRM options based on your specific HVAC business needs is crucial for making the right choice
Assess Your Business Requirements
Start by identifying your most pressing challenges and the specific features that would address them:
- Do you need better lead tracking and conversion?
- Is scheduling and dispatching a priority?
- Are you looking to improve customer communication?
- Do you need robust reporting and analytics?
- Is mobile access essential for your field technicians?
Consider Your Budget
CRM pricing varies significantly, from free options to enterprise solutions costing thousands per month:
- Evaluate the total cost of ownership, including implementation and training
- Consider the scalability of pricing as your team grows
- Look for transparent pricing without hidden fees
- Assess the return on investment based on expected efficiency gains
Evaluate Ease of Use
The best CRM is one that your team will actually use:
- Look for intuitive interfaces that require minimal training
- Consider the learning curve for field technicians
- Assess mobile functionality for on-the-go access
- Check if the CRM aligns with your existing workflows
Check Integration Capabilities
Your CRM should work seamlessly with your other business tools:
- Accounting software integration (QuickBooks, Xero)
- Email and calendar synchronization
- Payment processing compatibility
- Marketing tool integrations
Take Advantage of Free Trials
Most CRM providers offer free trials or demos that allow you to test their platforms before committing:
- Sign up for trials of your top contenders
- Involve key team members in the evaluation process
- Test the features that are most important to your business
- Assess customer support responsiveness during the trial period
Pro Tip: When evaluating CRM options, consider not just your current needs but where your HVAC business will be in 2-3 years. Choose a solution that can scale with your growth and adapt to changing requirements.
Conclusion: ClearCRM Leads the Pack for HVAC Businesses in 2025
After thoroughly comparing the top CRM solutions for HVAC services in 2025, ClearCRM emerges as the clear winner for small to medium-sized HVAC businesses seeking a powerful yet affordable customer relationship management solution.
With its unlimited pipelines, robust automation capabilities, and user-friendly interface, ClearCRM addresses the specific needs of HVAC businesses better than its competitors. The platform’s affordable pricing structure—starting at just $19 per month per user—makes it accessible to businesses of all sizes, while its scalable features ensure it can grow alongside your operation.
While Jobber and Housecall Pro offer strong field service management capabilities, they come at a higher price point with more limited CRM functionality. ServiceTitan provides comprehensive features but at an enterprise-level cost that’s prohibitive for many smaller operations. HubSpot offers excellent marketing tools but lacks the HVAC-specific features needed for service management.
ClearCRM strikes the perfect balance between functionality, usability, and affordability, making it the best CRM choice for HVAC services in 2025. With its free forever plan and no-risk trial options for paid tiers, there’s no reason not to give ClearCRM a try and experience the difference it can make for your HVAC business.
Ready to transform your HVAC business with the right CRM?
Start with ClearCRM’s free plan or try any paid plan with no risk. No credit card required.
Frequently Asked Questions About HVAC CRM Software
What makes a CRM specifically suitable for HVAC businesses?
A CRM designed for HVAC businesses should include features like service scheduling and dispatching, technician management, equipment tracking, maintenance contract management, and mobile access for field technicians. The ability to store detailed customer information, including service history and equipment details, is also essential for providing personalized service.
How much should I expect to pay for a good HVAC CRM?
CRM pricing varies widely based on features and company size. Basic solutions like ClearCRM start around $19 per user per month, mid-range options like Jobber and Housecall Pro range from $59-$169 per month, while enterprise solutions like ServiceTitan can cost thousands per month. Many providers offer tiered pricing, allowing you to start with essential features and upgrade as needed.
Can I try a CRM before committing to a purchase?
Yes, most CRM providers offer free trials or demos. ClearCRM offers a free forever plan with basic features, as well as free trials of their paid plans with no credit card required. Jobber and Housecall Pro typically offer 14-day free trials, while ServiceTitan provides demos upon request. Taking advantage of these trials is the best way to ensure a CRM meets your specific needs before investing.
How long does it take to implement a new CRM for an HVAC business?
Implementation time varies based on the complexity of the CRM and your business requirements. User-friendly solutions like ClearCRM can be set up in a few days to a week, especially for small teams. More comprehensive platforms like ServiceTitan may require several weeks or months for full implementation, including data migration, customization, and team training. Most providers offer onboarding assistance to streamline the process.