For most HVAC companies with a few trucks, the best CRM is a field-service tool built for trades, like Housecall Pro or Jobber, with maintenance memberships on the plan. Larger shops with dispatchers and call centers look at ServiceTitan or FieldEdge, which price by quote. A custom CRM fits when your process or seat costs outgrow them.
The prices below come from each vendor's own pricing page, as listed on October 21, 2026. Vendors change them often, so check before you buy.
What does an HVAC company need from a CRM?
An HVAC company runs two businesses in one: fast service calls and slower replacement sales, plus a list of maintenance members. A good HVAC CRM keeps all three on one screen, on a phone, in a truck.
- Every call and form in one list, with where it came from.
- Two tracks. Service calls (new, scheduled, done, paid) and replacements (estimate booked, estimate sent, following up, signed).
- A dispatch board that shows who is where today.
- Maintenance memberships: visits due, renewals coming up, lapsed members.
- Equipment history by address: the unit, the install year, what the last tech found.
- Estimates with options, like repair, replace or upgrade.
- Texts from your business number, saved on the customer's record.
- Invoices and card payments before the truck leaves.
What do HVAC CRMs cost in 2026?
Prices run from about $59 a month for one user to several hundred dollars a month for a crew, and several of the bigger names only quote after a demo.
| Tool | What it lists | Worth knowing |
|---|---|---|
| Housecall Pro Basic | $79 a month, or $59 billed yearly, 1 user | No recurring service plans on this plan |
| Housecall Pro Essentials | $189 a month, or $149 billed yearly, 5 users | No recurring service plans on this plan |
| Housecall Pro Max | $329 a month, or $299 billed yearly, 8 users | Recurring service plans; extra users are $35 a month |
| Jobber Connect | $139 a month for 1 user, $199 for 5, paid monthly | Automated quote and invoice follow-ups |
| Jobber Grow | $199 a month for 1 user, $299 for 5, paid monthly | Adds two-way texting; extra users are $29 a month |
| Service Fusion | Starter $245 a month, Plus $382, Pro $627, paid monthly | Unlimited users on every plan; 15% less if billed yearly |
| Workiz | No prices, "Request pricing" | Service plans on the Ultimate plan; texting and call tracking need its phone add-on |
| FieldEdge | No prices, "Request Pricing" | Service agreements on every plan, advanced ones on Premier and Elite |
| ServiceTitan | No prices, "Request Pricing" | Priced per technician, built for larger shops |
Jobber also lists lower prices if you pay for a year up front.
Which plans include maintenance memberships?
This is where HVAC differs from most trades. Memberships are often the steadiest money an HVAC company has, and many entry plans leave them out. On the pages above, Housecall Pro lists recurring service plans on Max only, Workiz lists service plans on Ultimate only, and FieldEdge lists service agreements on every plan. Service Fusion's and Jobber's pricing pages do not mention maintenance agreements at all, so ask.
The rule of thumb: if memberships matter to you, price the plan that has them, not the entry plan. Then read HVAC maintenance agreement reminders for how to book every tune-up once you have it.
What does a five-tech HVAC shop pay?
Here is list-price math for five techs plus one office person, six logins in all. It is arithmetic on the prices above, paid monthly, not a quote.
| Plan | A month | What you get |
|---|---|---|
| Housecall Pro Max, 8 users | $329 | Recurring service plans included |
| Jobber Grow, 5 users plus 1 extra user | $328 | $299 plus $29; ask how it handles memberships |
| Service Fusion Starter, unlimited users | $245 | Ask about maintenance agreements |
| Housecall Pro Essentials, 5 users | $189 | Only 5 users and no service plans, so it does not fit this shop |
Then add what the list price leaves out: card processing, phone add-ons and any onboarding fee. Ask each vendor to name them.
Which CRM fits your HVAC company?
Pick by crew size and by how much of your work is memberships, not by the longest feature list. Then run a two-week trial with real jobs and let your techs vote with their thumbs.
- Owner plus one or two techs. Housecall Pro Basic or Jobber. Track members in a spreadsheet until the list grows.
- Three to ten techs selling memberships. Housecall Pro Max, Service Fusion or FieldEdge. Compare how each one books the visits and handles renewals.
- Ten or more techs, a dispatcher, a call team. Get ServiceTitan and FieldEdge quotes side by side.
- Already have one that works? Keep it. Fix what sits in front of it first.
If a rented tool covers how you work, use it. We say that on free calls all the time.
When does a custom CRM make sense for HVAC?
When leads leak before they ever reach your CRM, when your membership rules do not fit the tool, or when you want one owner view across several tools. A custom build rarely makes sense for a two-truck shop.
- Heat-wave calls go to voicemail. No CRM helps with a call nobody typed in. Read HVAC missed call text back, or see how an AI receptionist catches those calls.
- Membership rules the tool cannot model, like multi-unit homes or commercial maintenance contracts.
- Numbers spread across tools. The phone system, the CRM, the books and the ads each hold a piece. See HVAC KPIs on one screen.
- Seat costs for office staff, techs and seasonal help.
Elevate, a Houston AI, software and marketing studio led by Justin Davis, often keeps the field tool you already use and builds around it. See custom CRM development for what a full build includes.
Custom vs rented vs doing it yourself
| Rented HVAC CRM | Built for you | Doing it yourself | |
|---|---|---|---|
| Cost to start | A trial or a demo and a quote | A build, priced on a free call | Your time |
| Monthly cost | By plan, often by user | A flat monthly plan, no per-seat fee | A spreadsheet is free |
| Memberships | On the right plan | Built around your plan rules | A spreadsheet column |
| Your data | Export it; the account is theirs | You own the code, the data and the accounts | Yours |
| Biggest risk | Paying for the top plan to get one feature | Hiring the wrong builder | Renewals nobody tracks |
What should you ask on the demo?
- What is the monthly total for my techs and office, with memberships included?
- How are maintenance visits booked and renewals reminded?
- Which plan has two-way texting from my business number?
- Can it flag a no-cooling call from an older customer for a person?
- Can I export every customer, unit and job if I leave?
- How long is the contract, and what is the onboarding fee?
Where to go from here
Book a free call. In 15 to 30 minutes we look at how calls, jobs and memberships move through your week. Every build is priced on that call, with one flat price in writing before any work starts, and you own what we build. See what we would build first on our page for Houston HVAC companies.