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HVAC CRM Software
HVAC work arrives in bursts. Two weeks of heat or one cold snap produces more calls than you can answer, and the jobs go to whoever picks up.
An HVAC CRM is what answers while your techs are on roofs and in crawl spaces. This page covers emergency calls, after-hours coverage, tune-up campaigns, maintenance renewals, how it fits with a dispatch tool, and what it costs. For the comparison across trades, start at CRM for contractors.
Emergency Calls Are Won on Speed
When the heat goes out in January or the AC dies in a heatwave, nobody shops around. They call three companies and book whoever answers, and the second and third calls often never happen.
So the whole game is response time. Your techs are in attics and crawl spaces with the phone in a truck, and the office line rings while everyone is busy, which is exactly when the volume is highest.
Phanz answers when you cannot. A missed call triggers a text within seconds asking what is happening, the customer replies, and you book them from the conversation. A form submitted at eleven at night gets an instant response and a link to your calendar instead of sitting until morning.
After-Hours and Overflow Calls
Most HVAC companies know their after-hours number is leaking, and they either pay an answering service or accept the loss. An answering service costs a few hundred a month and still hands you a message rather than a booked job.
An automatic text does the first part of that work for nothing extra. The caller gets a reply, tells you what is wrong in writing, and you decide in the morning whether it is an emergency call-out or a next-day slot. You also have the phone number, which a voicemail nobody left does not give you.
Call our demo line on +1 830-289-5489 and hang up if you want to see what the customer experiences. It texts you back the same way yours would.
Seasonal Tune-Up Reminders
Two months a year decide whether the rest of the year is comfortable. Spring AC checks and autumn furnace checks are the cheapest work you will ever sell, because the customer already knows you and their address is already in your system.
The reason it does not happen is that spring arrives while you are still finishing winter emergencies. Nobody sits down and calls four hundred past customers.
Build the campaign once in Phanz and schedule it. Every March and every September, your list gets a text and an email offering a tune-up with a booking link attached, and the ones who book land straight in your calendar. The work fills the slow weeks, and a tune-up visit is where most replacement quotes start.
Maintenance Agreements and Renewals
Selling the agreement
The best moment to sell a maintenance plan is right after a repair, while the customer remembers being without heat. Send the offer by text that evening with a link that takes payment, rather than handing over a leaflet that ends up in a drawer.
Keeping it
Plans lapse quietly. The card expires, the reminder never goes out, and a customer who was worth a few hundred a year for a decade disappears without a conversation.
Tag the renewal month against every plan holder and run a sequence 30 days out, 7 days out and on the day, with a confirm link. It takes an afternoon to build and it protects the most predictable revenue you have.
How Phanz Works With a Dispatch Tool
Phanz is the front end. It brings the work in, books it, follows up on quotes that have not been answered, asks for the review afterwards and takes the payment. It does not dispatch.
If you already run ServiceTitan, FieldEdge, Housecall Pro or Jobber, that stays where it is and keeps doing scheduling, routing and invoicing. Phanz sits in front of it so fewer calls reach voicemail and fewer quotes go quiet, and the jobs it books get scheduled in the tool your techs already use.
If you do not run anything yet and you are a one or two truck company, most owners start with Phanz for the lead side and add dispatch software later, when the number of trucks makes the board worth paying for.
What It Costs
The DIY plan is $98/mo, no setup fee and no contract. Website and landing pages, CRM, calendars, missed call text back, email and SMS automation, review requests and payments are all included on one platform.
Done-For-You is $547/mo, or $4,997 a year at about $416/mo. We build the site, write the tune-up and renewal campaigns, set up your number and hand it over running, live in about 3 business days.
At a $5,000 average job value, one recovered emergency call covers either plan for the year. Full detail on the pricing page, and there is a done-for-you overview on the HVAC page.
HVAC CRM: Common Questions
What is the best HVAC software for a small business?
For a one to five truck company, the deciding question is whether you need dispatch or whether you need the phone answered. ServiceTitan and FieldEdge are dispatch and service management platforms with the price and the onboarding to match. If your problem is calls going to voicemail in July and tune-up season passing without anyone calling the list, a CRM with follow-up built in does more for less. Phanz is $98 a month on the DIY plan.
Is Phanz HVAC dispatch software?
No. There is no dispatch board, no technician routing, no truck inventory and no job costing. Phanz handles the customer before and after the visit: the call, the booking, the follow-up, the review and the payment link. If you run Housecall Pro, Jobber or FieldEdge for dispatch, keep it.
Does it work with QuickBooks?
There is no direct QuickBooks sync. Phanz takes deposits and payments through its own checkout and invoicing, and most HVAC companies keep their accounting where it already is. If accounting integration is the thing you cannot live without, buy a field service platform for that part and use Phanz for the lead side.
What does HVAC CRM software cost?
The service management platforms price per user or per technician, and a small company usually lands between $200 and $600 a month once onboarding is included. Several have setup fees in the thousands. Phanz is $98 a month for DIY with no setup fee, or $547 a month done for you.
How do I stop losing after-hours calls?
Missed call text back. When nobody picks up, the caller gets a text within seconds asking what is wrong. Most people reply, and you have the job booked for the morning instead of finding a voicemail after a competitor already went out.
Can it handle maintenance agreement renewals?
Yes. Tag every customer with a plan and their renewal month, then run an automated text and email sequence before that date with a link to confirm. Renewals are the most predictable revenue an HVAC company has, and most of the ones that lapse do so because nobody got around to calling.
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Answer Every Service Call, Even the Ones You Miss
Missed call text back, instant replies to overnight forms, automated tune-up reminders and renewal campaigns on one platform. Grab the DIY plan and have it running before the next heatwave.
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