CRM for HVAC companies: memberships, equipment history and peak-season dispatch

Who this page is for

• You run a residential or light commercial HVAC company with 1 to 50 techs.
• You sell maintenance agreements, or want to, and track them in a spreadsheet or on paper.
• Equipment details (model, serial number, install date) live in photos on techs’ phones.
• The first heat wave and the first cold snap overwhelm your phones and your board.
• Your EPA Section 608 records are on paper forms in the trucks.

The problem, in an HVAC owner’s words

It’s the first hot week of June. Every line is ringing, and an agreement customer who paid for priority service waits behind three new callers because the board doesn’t flag members.

The tech who finally gets there doesn’t know the condenser’s age, the last service date or that the compressor is still under warranty.

In October nobody can say which members still owe their fall heating visit. HVAC software has to fix three things plumbing software barely touches: agreements, equipment history and peak-season dispatch.

What HVAC work asks of your software

Maintenance agreements and memberships

A maintenance agreement is a promise with a schedule and a bill attached. The software should hold both on the customer record.

What to set up for each plan:

• Visits per year and which season each visit belongs to (spring cooling, fall heating)
• Member pricing or a member discount on repairs
• Billing: monthly, annual or prepaid, charged to a card on file
• Renewal date and whether the plan renews automatically
• A priority flag dispatchers can see on the board

How the main tools describe this on their own pages:

• ServiceTitan’s HVAC page says accepted proposals can convert into agreements and that recurring service payments and scheduling are automated. Its pricing page lists customizable memberships.
• Housecall Pro’s HVAC page describes membership plans sold on the estimate or job and billed on schedule with cards on file. Its pricing page puts recurring service plans on the Max plan.
• FieldEdge lists advanced service agreements on its Premier plan.
• Workiz lists service plans on its Ultimate plan.
• Jobber’s HVAC page says recurring maintenance jobs are scheduled and invoiced automatically and saved cards can be charged. It doesn’t describe a dedicated membership feature.
• Thryv’s HVAC page describes an automated follow-up after each service call that explains the value of a maintenance plan. It doesn’t describe agreement billing or visit tracking.

Equipment history

Equipment records are what make an HVAC customer file useful. Fields to capture on every system:

• Make, model and serial number
• Install date and who installed it
• Refrigerant type
• Filter size
• Warranty registration and expiration date
• A photo of the data plate

Housecall Pro says its Essentials plan includes equipment tracking with a service and equipment history on each property, but its page doesn’t list the fields [VERIFICAR]. Workiz lists equipment tracking on Ultimate. The ServiceTitan and Jobber HVAC pages I reviewed don’t mention equipment records, so ask for a demo of this screen [VERIFICAR].

Seasonal tune-up campaigns

Tune-up campaigns fill the shoulder seasons so techs aren’t idle in April and October. A good campaign targets customers by equipment type and last visit date, and skips members whose visit is already booked.

• Housecall Pro describes campaigns that send tune-up reminders and follow-ups to past customers.
• Thryv’s HVAC page describes seasonal promotions such as spring tune-up reminders.
• FieldEdge lists MarketingEdge with two-way texting on its Elite plan.
• Jobber lists its Marketing Suite at $99 per month as an add-on, included in Plus.

Refrigerant recordkeeping (EPA Section 608)

Section 608 is EPA’s refrigerant management program, and EPA cites its recordkeeping rules in 40 CFR Part 82, Subpart F. These are the basics for service technicians, from EPA’s recordkeeping page and EPA’s technician Q&A:

• Technicians who dispose of appliances holding 5 to 50 pounds of refrigerant must keep disposal records. EPA notes these are typically field-installed units, such as residential split systems.
• Those records include where and when refrigerant was recovered, the refrigerant type, the monthly total recovered by type, and how much was sent for reclamation or destruction, to whom and when.
• EPA says this requirement covers ozone-depleting refrigerants and substitutes, including HFCs.
• EPA’s Q&A says these records must be kept for three years.
• When servicing appliances with 50 or more pounds of refrigerant, technicians must give the owner an invoice or other document showing how much refrigerant was added.
• Technicians must keep a copy of their Section 608 certification at their place of business.

Software doesn’t make you compliant. It can hold the record so it isn’t lost in a truck. I didn’t find a dedicated refrigerant log described on the HVAC pages I reviewed, so plan custom job fields for refrigerant type, pounds recovered, pounds added and the reclaimer, plus a monthly report. EPA and your own compliance advisor confirm what applies to your work.

Dispatch in peak season

On a 100-call day, the board decides who gets cooled down first. Look for:

• A drag-and-drop board that shows each tech’s location and skills
• A visible member or priority flag on the job
• Automatic “on my way” texts
• Call booking, so whoever answers can book straight onto the board

ServiceTitan describes automated dispatching that matches techs to jobs, with a drag-and-drop board for last-minute changes. Housecall Pro puts route optimization on Max. Jobber sells a Receptionist add-on at $29 per month for answering calls and texts.

Financing and replacement proposals

A system replacement is the biggest ticket most HVAC companies sell. The proposal should show two or three systems side by side, each with a monthly payment.

• Housecall Pro describes good, better, best options on replacements and change-outs. Its pricing page lists the sales proposal tool on Max.
• ServiceTitan describes branded, multi-option proposals built in the field or the office.
• FieldEdge lists multi-option quotes on Premier and Proposal Pro on Elite.
• Jobber describes good, better, best options in estimates, with financing through a Wisetack integration.

Housecall Pro’s financing page says Wisetack covers jobs from $500 to $65,000, subject to credit approval, and charges the business a flat 3.9% of the financed amount.

HVAC software compared

Prices are from each provider’s pricing page, as of October 2026. Thryv is a provider I work with. I don’t work with ServiceTitan, Housecall Pro, FieldEdge, Workiz or Jobber.

Option	Agreements and memberships	Equipment history	Replacement proposals	Published pricing
ServiceTitan	Customizable memberships; proposals convert to agreements	Not on its HVAC page	Multi-option proposals	Not published; per technician
Housecall Pro	Recurring service plans on Max	Equipment tracking on Essentials	Sales proposal tool on Max	Basic $59, Essentials $149, Max $299 per month billed annually
FieldEdge	Advanced service agreements on Premier	Not on its pricing page	Multi-option quotes on Premier; Proposal Pro on Elite	Not published; annual memberships
Workiz	Service plans on Ultimate	Equipment tracking on Ultimate	Sales proposals on Ultimate	Not published; 7-day trial
Jobber	Recurring maintenance jobs, auto-charged	Not on its HVAC page	Good, better, best estimates	Core $29 to Plus $399+ per month billed annually
Thryv	Follow-up to sell plans	Not described	Estimates with e-signature and deposits	Starter $99, Signature $399 per month

What it costs an HVAC company

For HVAC the price that matters is the tier where agreements live, because that’s the plan you’ll pay for every month.

• Housecall Pro Max: $299 per month billed annually or $329 month to month, with 8 users included and $35 per month for each extra user. This is the published tier with recurring service plans and the proposal tool.
• Workiz Ultimate, FieldEdge Premier and ServiceTitan: the tiers with agreements, but prices only after a demo.
• Jobber Grow: recurring jobs plus job costing and two-way texting, from $229 per month billed annually for 5 users.

Then add card and financing fees, compared in the contractor CRM guide.

My recommendation by company size

1 to 3 techs, fewer than 100 agreements

Your agreements fit in recurring jobs. Jobber (recurring visits, auto-charged cards) or Housecall Pro Essentials (equipment tracking) covers this at published prices. Move to a membership tier when renewals start slipping.

4 to 10 techs

Agreements are now real revenue. Compare Housecall Pro Max and Workiz Ultimate, which both bundle service plans and proposals, and ask FieldEdge for a Premier quote.

10 to 50 techs with dispatchers and call takers

ServiceTitan and FieldEdge are built for this. Get written quotes that list every add-on, the onboarding cost and the contract length, and use Housecall Pro Max as a published-price benchmark.

Where Thryv fits

Thryv fits an HVAC company that needs more calls, more reviews and steady follow-up, more than a membership engine. Its HVAC page mentions integrations with Google Ads, Meta and ServiceTitan [VERIFICAR]. Read my Thryv review before deciding.

How implementation works for HVAC

1. Pick a shoulder season. Go live in early spring or mid fall, never in the first heat wave.
2. Migrate agreements first. Import each agreement with its plan, billing method, renewal date and the visits already used this year.
3. Load equipment for members. Start with agreement customers, then add equipment as techs visit other homes.
4. Make equipment fields required. If model and serial are optional, techs will skip them on busy days.
5. Add refrigerant fields. Set up the Section 608 fields and a monthly report before the first recovery job.
6. Build the campaigns. Create the spring and fall tune-up campaigns before the season starts.

Plan for four to eight weeks if you have a few hundred agreements to move, most of it spent checking visit history.

Questions to ask any HVAC software vendor:

• How do I import existing agreements with visits already used this year?
• Can a tech scan or photograph a data plate and fill model and serial automatically?
• How does the board flag members and agreement visits in peak season?
• Where would I log refrigerant recovered and added, and can I run a monthly total by refrigerant type?
• Can a proposal show three systems with financing payments on each?

Common mistakes HVAC companies make with software

• Migrating agreements without visit history. Members get double-booked or skipped, and renewals suffer.
• Going live in July. The busiest weeks become training weeks.
• Leaving equipment fields optional. Six months later, half the systems have no model or serial on file.
• Keeping refrigerant records on paper. Paper logs are hard to total by month and easy to lose.
• Selling memberships without auto-billing. Manual renewals turn into a collections job every month.
• Quoting one system on replacements. One option turns the decision into yes or no, and financing goes unmentioned.

HVAC has more moving parts than plumbing software or landscaping software, so compare at least two. To get a shortlist built around your agreement count and tech count, send me your HVAC setup.