CRM for HVAC companies that sells the replacement and renews the plan
Your dispatch software runs the van. Nothing runs the replacement estimate that went quiet, the tune-up nobody booked or the plan that lapsed in March. An HVAC CRM that answers the first heat wave, follows up every options estimate and renews maintenance plans before they expire.
For HVAC companies with 10 to 250 staff- Autumn tune-up booked from a textSeptember
- Technician note: heat exchanger worn, replacement discussedOctober
- Options estimate sent: three systems, finance shownOctober
- Follow-up: any questions about the three options?Two days later
- Technician-flagged systems
- No-heat and no-cool calls
- Maintenance plan members
- Website forms
- Google Business Profile
- Local service ads
- Manufacturer referrals
- Unsold estimates
- Past customers
- Home warranty calls
Peak weeks you cannot answer, shoulder weeks you cannot fill
HVAC demand follows the weather. The first hot spell and the first cold snap bring more calls than the office can pick up, and a caller who reaches voicemail rings the next company. Then the shoulder season comes, technicians are under-booked and the owner wonders where the work went.
Most of the money is in two places a dispatch tool was not built to chase. The first is the replacement: a technician flags a worn system, a comfort advisor presents options, and the estimate sits unsigned because the follow-up depends on someone having a quiet afternoon. The second is the maintenance plan: members who never get their autumn tune-up booked, renewals that pass without a word, and a plan list that shrinks a little every year. A dispatch tool runs the van and the ticket. The marketing and follow-up around it are extra tools, and someone still has to drive them.
Peak calls go to voicemail
On the first hot day the lines are full, and a no-cool call that is not answered is booked by a competitor within the hour.
Options estimates go quiet
The homeowner wants to think about the three systems and talk to their partner. Nobody calls back while the season is busy.
Tech leads die in a notebook
A technician spots a failing system on a repair, mentions it, and it never becomes an assessment.
Plans lapse without a word
Tune-ups slip, renewals pass, and members who paid for priority feel nothing happened.
Every peak call answered.
Every options estimate followed up.
Every plan renewed on time.
Plans renewed, estimates followed up, lapsed customers brought back
The platform keeps talking to the households you already serve, at the moments that matter for a heating and cooling business, and hands the warm ones to a person.
Long-term nurture and reactivation
- Trigger
Starts when
A household has an open replacement estimate, a maintenance plan, or no visit in the last year
Sorted by system and plan
Plan members, open replacement estimates and lapsed customers each get their own sequence, based on what the technician recorded.
InstantTune-up reminders for your climate
Cooling reminders before your first hot spell and heating reminders before the first cold snap, timed for your region rather than a template calendar.
Before each seasonReplies and clicks recorded
Opens, clicks on the finance page and replies are logged, so the office sees who is warming up.
Ongoing- EngagedOpened, clicked or replied
Comfort advisor told
When someone with an open estimate replies or clicks again, the comfort advisor gets a task to call that day.
Same dayCall-back booked
On the owner's calendar
- Done
- Quiet for 90 daysNo engagement
Lapsed plans contacted
Customers whose plan expired, or whose system is near the end of its life, get a direct, personal check-in before the season turns.
Each shoulder seasonReplies routed to the owner
With the history attached
- End
- EngagedOpened, clicked or replied
- Technician note: furnace heat exchanger worn, customer interestednew
- Deal opened: replacement assessment, source: service visit
- Assessment booking link sent by textsent
- Homeowner books Thursday 16:00 so both partners are homebooked
- Options estimate sent: three systems with monthly finance shown
- Follow-up text: happy to answer questions on the optionssent
- Homeowner chooses the middle option and signsdone
Illustration of a typical replacement sale that starts on a repair call.
Where HVAC replacement leads leak before a signed estimate
Put in your own figures from the last season. The result is your arithmetic, not a promise.
Based on the figures you entered
This is your own arithmetic on the figures you entered, not a result levelpartner.ai has produced for anyone.
How this is calculated
value of a booked meeting = your close rate × first-year value
low estimate: enquiries with no reply × your conversation rate × your booking rate × value of a meeting
high estimate: the low estimate + enquiries replied to without a conversation × your booking rate × value of a meeting
The low figure counts only enquiries nobody replied to. The high figure adds enquiries that got a reply but never became a conversation. Not every one of them was winnable.
Worked example. 100 enquiries, 80% replied to, 60% of those reach a conversation, 40% of conversations book, 25% of meetings close at 5,000: 20 enquiries get no reply and 32 never reach a conversation, roughly 6,000 to 22,000 of first-year revenue at stake each month.
What a CRM for HVAC companies needs to do
Keep your field-service software for dispatch, job tickets and technician timesheets. The platform handles the conversations that sell replacements and keep plan members, and it sits in front of the dispatch tool.
A replacement pipeline separate from service
Stages for tech-flagged, assessment booked, options presented, finance applied, signed and installed, each with a value and an owner. Repairs stay in your dispatch tool. A deal that sits too long at options presented raises a task for the comfort advisor.
Unsold estimate follow-up that runs itself
Two days after an options estimate, a text that names the systems you quoted and asks one easy question. A few days later an email with the finance page and the warranty details. Then a call task. It stops the moment the homeowner signs, says no or opts out.
Maintenance plan renewals with a timetable
Renewal reminders start well before expiry, by email first, then text, then a call task for anyone who has not renewed. Tune-up reminders are set for your climate: a southern market starts cooling reminders earlier than a northern one.
Overflow calls and missed-call text back
Missed-call text back on every line, an AI agent on web chat and text, and an AI voice agent for overflow. Start the AI in suggestion mode, where it drafts replies for the office to approve, before you let it answer alone.
Finance and incentives, worded carefully
Show monthly figures and link the lender's application from the estimate follow-up. Rebate, incentive and consumer-credit rules differ by country and region and change often, so check what you may say before a campaign goes out.
Which source produced installs
Each lead keeps its source, so you can see whether local service ads, Google, technician flags or plan members produced the installs, not just the calls.
- When a maintenance plan is six weeks from expiry
- Then email the member with what their visits found
- If not renewed after two weeks
- Then text a renewal link, then give the office a call task
- Stop when renewed or opted out
What an HVAC company sets up in the first month
Each part works on the same household record, so the call, the tech note, the estimate, the plan and the review sit together.
An AI voice agent for the first heat wave
When every line is busy or the office is closed, the AI voice agent answers, asks whether the system has stopped entirely or is just struggling, takes the address and books the visit. Calls you define as urgent, such as no heat with a vulnerable person at home, are passed to the on-call phone straight away.
Plan billing on a card
Sell the maintenance plan with a payment link and bill it monthly or yearly on a card on file, so renewal is the default.
Tune-up booking by text
Members pick a tune-up slot from a booking link instead of a phone call, with reminders the day before.
Reviews after the install
When an install is complete, the homeowner gets a thank-you and one short request for a Google review.
Shoulder-season campaigns
Email and text campaigns to lapsed members and older systems, sent before the season turns rather than after.
From add-ons on the dispatch tool to one HVAC CRM
A typical HVAC company runs sales and retention across the dispatch tool's marketing add-ons, an answering service, a separate review tool, a texting app and a spreadsheet of unsold estimates. Each holds part of the household's story.
The usual HVAC stack
- Overflow calls to an answering service that takes messages
- Unsold estimates in a report nobody works
- Plan renewals left to the member to remember
- Marketing, texting and reviews as separate subscriptions
One platform
- Overflow calls answered and booked
- Every options estimate followed up until signed or lost
- Renewals and tune-ups on a timetable for your climate
- Campaigns, texting, reviews and reporting on one record
One licence with unlimited users, so comfort advisors, CSRs and technicians all have access without a seat fee. Dispatch, job costing and timesheets stay in the field-service tool.
One licence, no tiers
Every feature is available on one licence, with no tiers to climb and no per-seat fees. Usage is billed as used, including WhatsApp, premium workflow steps, local listings sync and AI; implementation and custom work are priced separately and agreed before any work starts.
levelpartner.ai
€7,512
a year, the platform licence
- Every feature is available on one licence, with no tiers
- Unlimited users and unlimited contacts, no per-seat fee
- 30 hours of onboarding included, plus a 30-day check-in after launch
- Implementation beyond the included hours at €85 an hour, scoped and approved first
- Custom builds quoted to scope
- Usage billed as used: email, SMS, calls, WhatsApp, AI, premium workflow steps and local listings sync, at published rates
Guides worth reading first
Sales follow up: how it works and how to set it up
The personal half of sales follow up: a dated task for every touch and a library of tested snippets each salesperson adapts so it never reads like a template.
Email nurture campaign: how it works and how to set it up
Run an email nurture campaign for leads who are interested but not ready, choose who enters, space the emails sensibly and stop the moment they respond.
AI phone receptionist: how it works and how to set it up
An AI phone receptionist screens and routes callers on your main line. Write the routing rules that matter, decide what it should not handle, and review weekly.
The same platform, written for other trades that sell big-ticket work to homeowners: roofing contractors, solar installers and kitchen and bathroom remodelers. Or see every industry.
Questions buyers ask
What is the best CRM for HVAC companies?
For dispatch, use the field-service tool built for it. For selling replacements and keeping plan members, you need follow-up that runs without a person remembering: replies to every call and form, options estimates chased, renewals and tune-ups on a timetable, and source tracked to installs. Many HVAC companies run both side by side.
Do I need a CRM if I already have field-service software?
Only if leads and estimates are leaking. Field-service software is strong on the van and the ticket. The usual gaps are unanswered peak calls, estimates nobody chases and lapsed plans. The platform covers those and passes contact and job data to your dispatch tool through webhooks or the API, scoped during onboarding.
How do HVAC companies follow up on unsold estimates?
Start within two days, mention the actual systems quoted, and ask one easy question such as whether timing or finance is the issue. Mix texts and email, add a call from the comfort advisor, and stop the moment the homeowner decides. Record why each estimate was lost so you can see the pattern.
How do you get customers to renew HVAC maintenance agreements?
Make the visits happen and make them visible. Book every tune-up by text before the season, send a short note of what the technician found, bill the plan on a card on file and start renewal reminders weeks before expiry rather than on the day.
Can AI answer HVAC calls during a heat wave?
Yes. The AI voice agent answers overflow and after-hours calls, books the visit and sends the office a summary. Define what counts as urgent and where those calls go, and test the agent on your own phone before it answers customers.
What does it cost for an HVAC company?
The licence is €7,512 a year with unlimited users and contacts. It includes 30 hours of onboarding; implementation beyond that is €85 an hour, agreed before any hours are billed. Email, SMS and call usage is billed as used at the published rates.
Find where your replacements and renewals leak
Bring last season's unsold estimates and your plan list. On the call we trace where they stalled and tell you plainly which fix pays first.
Book a strategy call
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Sell the replacement and keep the plan member
One HVAC CRM beside your dispatch tool, for peak calls, options estimates, renewals and reviews, with unlimited users.