Best HVAC CRM Software 2026: Top Platforms Compared

HVAC businesses need CRM software that understands properties, equipment, and field service workflows. General CRMs like Salesforce and HubSpot were built for sales teams — not contractors dispatching trucks.

This guide compares the best CRM options specifically for HVAC, plumbing, and electrical contractors. We evaluate property tracking, equipment management, field mobile access, and pricing.

What Makes HVAC CRM Different

Before comparing platforms, understand what HVAC CRM needs that generic CRM does not provide:

• Property-based records — Service history follows the address, not the contact
• Equipment tracking — Model numbers, install dates, warranty expiration, AHRI data
• Field mobile access — Techs need info in basements without connectivity
• Scheduling integration — CRM and dispatch in one system, not two
• Estimate + invoice — Full workflow from lead to payment without switching apps

Read our full comparison of HVAC CRM vs general CRM for the detailed breakdown.

Quick Comparison: Top HVAC CRM Platforms

Platform	Best For	Monthly Cost (10 users)	Property Tracking	Equipment DB	Mobile App
Plenum	Growing HVAC shops (5-30 techs)	$999/mo base + usage	Yes	Yes + AHRI	Offline-capable
ServiceTitan	Enterprise (30+ techs)	$3,000-5,000	Yes	Yes	Partial offline
Housecall Pro	Small shops (1-10 techs)	$1,290	Contact-based	Basic	Partial
Jobber	General contractors	$1,290	Contact-based	No	Partial
FieldEdge	Mid-size trades	Quote-based	Yes	Basic	Yes
ServiceFusion	Budget-conscious	~$500-800	Basic	Basic	Yes

Platform-by-Platform Reviews

1. Plenum — Best for Growing HVAC Shops

Price: $999/month base (5 techs included) + per-technician modules + usage

CRM Strengths:

• True property-based data model — equipment and history stay with the address
• AHRI equipment integration — pull manufacturer data by model number
• Magic link customer portal — no passwords, frictionless access
• Offline mobile app — works in basements and dead zones
• Integrated scheduling with geographic clustering
• Multi-option estimates with digital signatures

CRM Limitations:

• Newer platform, smaller user community
• HVAC/mechanical trades focus — not for general contractors
• No built-in marketing attribution (unlike ServiceTitan Marketing Pro)

Best For: HVAC shops with 5-30 technicians who need HVAC-specific CRM features without ServiceTitan's price or complexity. Office staff seats are free — only technicians are metered.

2. ServiceTitan — Best for Enterprise Operations

Price: $3,000-5,000+/month for 10 techs (full pricing breakdown)

CRM Strengths:

• Property-based records with deep history
• Equipment tracking with warranty management
• Marketing Pro for campaign attribution (best in class)
• Comprehensive pricebook management
• Advanced reporting and scoreboard features

CRM Limitations:

• Expensive — cost is 3-5x alternatives
• Complex implementation (4-8 weeks minimum)
• 2-3 year contract lock-in
• Mobile app is powerful but complex
• Requires dedicated admin to maintain

Best For: Operations with 30+ techs, $5M+ revenue, dedicated admin staff, and heavy marketing spend. See our ServiceTitan reviews for the full picture.

3. Housecall Pro — Best for Customer Communication

Price: $1,290/month for 10 techs on Max plan (full pricing)

CRM Strengths:

• Strong customer communication (SMS, email, postcards)
• Automated review generation after jobs
• Consumer-facing "Book a Pro" directory
• Easy setup and intuitive interface
• Good mobile app (4.5+ stars)

CRM Limitations:

• Contact-based, not property-based — service history follows contacts
• No equipment tracking beyond basic custom fields
• No AHRI integration
• Per-user pricing scales poorly past 10 techs
• Basic routing — no geographic clustering

Best For: Small HVAC shops (1-10 techs) that prioritize customer communication over operational intelligence. Strong for shops that depend on Google reviews.

4. Jobber — Best for Simple Quoting Workflow

Price: $1,290/month for 10 techs on Grow plan (full pricing)

CRM Strengths:

• Cleanest interface in the category
• Fast quoting workflow — creating and sending quotes is smooth
• Good customer approval flow
• Custom job forms for inspections and checklists
• Lower entry price ($39/user on Core plan)

CRM Limitations:

• Contact-based, not property-based — no property-centric records
• No equipment tracking — critical gap for HVAC
• Limited reporting at lower tiers
• QuickBooks integration requires Connect plan ($119/user)
• Basic routing with no optimization

Best For: General field service contractors who value simplicity. Works for small HVAC shops (1-5 techs) that do not need equipment tracking or property-based history. See our Housecall Pro vs Jobber comparison.

5. FieldEdge — Best for Mid-Market Trades

Price: Contact sales (typically $100-200/user/month)

CRM Strengths:

• Property-based records (one of few besides ServiceTitan and Plenum)
• Equipment tracking with some manufacturer data
• QuickBooks integration (Desktop focus)
• Designed for HVAC, plumbing, electrical
• Serviceable mobile app

CRM Limitations:

• Dated interface compared to modern platforms
• QuickBooks Desktop focus (Online integration is newer)
• Pricing is not transparent
• Implementation can be complex
• Limited marketing tools

Best For: Mid-size trade shops (10-30 techs) that use QuickBooks Desktop and want property-based records without ServiceTitan pricing.

6. ServiceFusion — Best Budget Option

Price: ~$50-80/user/month (exact pricing varies)

CRM Strengths:

• Lower price point than most competitors
• Basic CRM with scheduling and invoicing
• GPS tracking included
• No contract required
• Decent mobile app

CRM Limitations:

• Basic CRM functionality — limited custom fields
• Contact-based records
• No equipment tracking
• Limited reporting
• Smaller support team

Best For: Very small shops (1-5 techs) on tight budgets who need basic CRM and scheduling. Not ideal for growing operations.

Feature Matrix: CRM Capabilities

CRM Feature	Plenum	ServiceTitan	Housecall Pro	Jobber	FieldEdge
Property-based records	Yes	Yes	No	No	Yes
Equipment tracking	AHRI integrated	Yes	Basic	No	Basic
Service history by property	Yes	Yes	By contact	By contact	Yes
Maintenance agreements	Built-in	Built-in	Limited	Limited	Yes
Customer portal	Magic links	Yes	Limited	Limited	No
Estimate multi-option	Yes	Yes	Limited	No	Limited
Digital signatures	Yes	Yes	Yes	Yes	Yes
QuickBooks sync	Both	Both	Both	Both	Desktop focus
Automated SMS	Built-in	Built-in	Built-in	Connect+	Basic
Offline mobile	Yes	Partial	Partial	Partial	Partial
Marketing attribution	No	Marketing Pro	Limited	No	No
Route optimization	AI clustering	Add-on	Basic	Basic	Basic

Choosing by Shop Size

Solo to 5 Technicians

You need basic CRM — scheduling, invoicing, customer records. Property tracking and equipment databases are nice-to-have but not critical at this scale.

Recommendation: Start with Jobber ($39/user Core) or Housecall Pro ($65/user Basic). Cheapest entry, easiest to learn.

5-15 Technicians

This is where CRM choice matters most. You are growing, routing becomes complex, and you start needing equipment tracking and property-based records.

Recommendation: Plenum ($999/mo base + usage) gives you HVAC-specific CRM with route optimization and equipment tracking. Office staff are free — only technician seats are metered.

15-30 Technicians

Operations are complex. You need deep CRM, strong reporting, and possibly marketing attribution.

Recommendation: Evaluate Plenum and ServiceTitan side by side. If marketing attribution (Marketing Pro) is critical, ServiceTitan wins. If HVAC-specific operations and transparent pricing matter more, Plenum wins.

30+ Technicians

Enterprise territory. Deep features and comprehensive reporting justify higher costs.

Recommendation: ServiceTitan for full enterprise suite. Plenum for shops that want advanced HVAC intelligence without enterprise complexity.

Migration Path: Switching CRM

Already on a platform and considering switching? Here is the typical process:

1. Export data — Customer records, job history, equipment data (CSV export from most platforms)
2. Clean data — Remove duplicates, fix addresses, standardize fields
3. Map to new system — Convert contact-based records to property-based if switching to Plenum or ServiceTitan
4. Import — Most platforms offer guided import with field mapping
5. Parallel run — Keep old system read-only for 30 days during transition
6. Train team — Focus on daily workflows, not every feature

Expected timeline: 1-2 weeks for small shops, 2-4 weeks for mid-size operations.

Bottom Line

The best HVAC CRM depends on your size and what you need:

• Cheapest entry: Jobber at $39/user
• Best customer communication: Housecall Pro
• Best for growing HVAC shops: Plenum ($999/mo base + usage, HVAC-specific)
• Best enterprise option: ServiceTitan (if budget allows)
• Best value mid-market: FieldEdge or Plenum

The most important distinction: is your CRM property-based or contact-based? For HVAC shops that track equipment, warranties, and service history by address, property-based CRM (Plenum, ServiceTitan, FieldEdge) is fundamentally better than contact-based CRM (Housecall Pro, Jobber).

See the difference with a platform built for how HVAC shops actually work. Try Plenum.

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Related: HVAC CRM vs General CRM | ServiceTitan Reviews | Housecall Pro vs Jobber | HVAC Software Guide | ROI Calculator