HVAC CRM That Fills the Slow Season and Books the Busy One
Follow up every estimate, track service agreements through renewal, and plan campaigns around your seasons.
14-day free trial of Professional, no credit card required.
What Is a CRM for HVAC?
A CRM for HVAC companies keeps every customer, estimate and service agreement in one place. Each estimate becomes a tracked deal with a next step, and each agreement carries a renewal date, so follow-up stops depending on memory.
Dispatch, technician scheduling and work orders stay in your field service software. KudosCRM covers the sales and customer side.
Why Do HVAC Estimates Go Quiet After the Visit?
Busy crews skip follow-up and seasons swing revenue. Each gap has a fix inside the CRM.
Challenge
Demand swings hard between seasons
How KudosCRM Helps
Campaigns and email sequences reach past customers before each season, and agreement renewals keep the slow months busy.
Challenge
Estimates go out and never get a follow-up call
How KudosCRM Helps
Every estimate is a tracked deal. A follow-up task and an email sequence run until it closes or is marked lost.
Challenge
The office and the field work from different notes
How KudosCRM Helps
Job notes, equipment details and customer history sit on one record, so the office sees what the crew learned.
Plan Your Year Around the Busy and Slow Seasons
Send each campaign a few weeks before the season turns, so the shoulder months still book.
Segments
Build a segment of leads by stage, score, source or tag, with a live match count.
Explore SegmentsEmail campaigns
Send one seasonal offer to a saved segment, with a test send first.
Explore Email CampaignsCustom fields
Record system type, install date and agreement renewal date on each customer.
Explore Custom Fields
A Quote Sent Monday Gets a Reply by Friday
Put every estimate in a pipeline stage and enroll the lead in an email sequence that follows up for you.
Stages that match your jobs
Build your own, such as Visit Booked, Estimate Sent, Won and Lost.
Steps and delays you set
Write each email once and choose the delay between them.
Replies and meetings tracked
Every sequence shows enrolled, opens, replies and meetings.
Spot Maintenance Customers Before They Go Quiet
Keep the agreement term and renewal date on each customer record. Stale badges flag accounts whose open deals have gone quiet for 30 days or more.
Renewal date as a field
Add it once under custom fields; it shows in the right rail of the record.
Stale badges on accounts
The companies table flags accounts with quiet open deals.
A task per renewal call
Assign the call to whoever owns the account.
Hartley Dental
Commercial rooftop, 2 units
Greene Residence
Annual tune-up
Lakeview Apartments
12-unit maintenance
Ortiz Bakery
Walk-in cooler service
Let Homeowners Pick Their Own Estimate Slot
Put one booking link on your site and in your emails. The visit lands on your team's Meetings calendar.
Book a Free Estimate
45 minutes · at your home · Illustrative
Mon
Tue
Wed
Thu
Re-Quote the Job as the Customer Changes Their Mind
Build each quote from your catalog. When the scope changes, issue a new version and keep the history of what you offered.
Version 1 · Repair
$285
Version 2 · Standard Replacement
$6,400
Version 3 · High-Efficiency Replacement
$9,150
Illustrative prices
Start With a Ready-Made HVAC Setup
Pre-built pipeline stages, custom fields, automations and reports. Ready in one click.
Three Ways to Stop Work From Slipping
Route new leads, automate the handoff on a win, and watch for stale deals.
A new lead comes in from a form
Lead routing assigns it by source, stage or title. No morning triage.
A deal is marked Won
An automation creates the install scheduling task and can alert the team in Slack.
A deal sits too long in a stage
Rot flags mark the aging card on the pipeline board, so it comes up in your stand-up.
Pricing
What Does KudosCRM Cost for an HVAC Company?
Per seat, published, with a 14-day Professional trial and no card. Small shops start on Free or Basic. Teams running several estimate pipelines choose Professional.
Free
Small shops
$0 forever
Up to 3 seats, no card
- 3 seats and 1,000 contacts
- 1 pipeline, 10 custom fields
- 50 Kudos AI messages a month
- Community support
Basic
Small sales teams
$9 /seat/mo
Billed yearly · $12 monthly
- Up to 25 seats, 25,000 records
- 3 pipelines, 50 custom fields
- 1,000 automation runs a month
- Email support in 24–48 hours
Professional
Growing contractors
$24 /seat/mo
Billed yearly · $29 monthly
- Unlimited seats and pipelines
- 250,000 records, unlimited custom fields
- 25,000 automation runs, 2,000 AI messages per seat
- Priority support within 8 hours
Enterprise
Multi-office groups
$49 /seat/mo
Billed yearly · $59 monthly
- Unlimited records
- 250,000+ automation runs
- Highest AI allowance, bring your own key
- Dedicated success manager and SLA
Per seat per month. Kudos AI Boost adds $10 per seat. Calling and VoIP adds $15 per seat.
CRM for Every Kind of HVAC Business
Residential and commercial teams both win on fast follow-up and steady renewals.
Integrations
Works with the Tools You Already Use
Connect Gmail or Outlook so customer email lands on the right record, Zoom for calls, and Slack for alerts. Chatra brings website chat into the same CRM.
See All Integrations
FAQ
Frequently Asked Questions
Start free today
Keep Every Estimate and Agreement in One CRM
Follow up the estimate, win the job and keep the customer for the next season.