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Why do I need a CRM?

10 Best HVAC Software with CRM Integration

Corporate solutions for client management



HVAC businesses face many challenges in today’s competitive market. They need to manage their inventory, schedule appointments, track invoices, and provide quality customer service. How can they do all this efficiently and effectively? The answer is HVAC software with CRM integration. HVAC software is a specialized tool that helps HVAC contractors streamline their operations and automate their workflows. 

CRM integration is a feature that allows HVAC software to connect with customer relationship management (CRM) platforms, such as CostaRica CRM, HubSpot, or Zoho. This way, HVAC businesses can access and update customer data, send marketing campaigns, and generate leads from one central place. In this article, we will review the 10 best HVAC software with CRM integration that can help you grow your HVAC business and delight your customers.

Our top 3 picks from the list are: 

  1. Best Overall CRM –  CostaRica CRM 
  2. Best CR with GPS Tracking – OnTheGo
  3. Best CRM with Automation and Reporting – mHelpDesk 

Now let us get into the article. 

  1. CostaRicaCRM 

CostaRica CRM CRM swoops in like a digital heat pump, blasting away inefficiency and cranking up your productivity. Schedule appointments with a tap, vanquish quotes with a swipe and slay invoices with a voice command. Inventory? Tracked like a rogue draft. Leads? Managed with laser focus. Service contracts? Pinned to the cloud, never to be lost in the filing abyss again.

Costarica CRM helps you understand your client’s needs like a shaman communes with the spirits, anticipating their every shiver and sneeze before they even reach for the thermostat. So, if you’re tired of CRM systems that leave you feeling like you’re stuck in a dusty attic with a busted fan, ditch the dinosaurs and get yourself Costa Rica CRM. It’s the breath of fresh air your business needs to thrive in the ever-heating competition.

Here are some of the features:

  • Compliance with regulations 
  • Integration with payment gateways and accounting systems
  • Customization of workflows and fields according to your business model
  • Lead generation and nurturing from multiple sources
  • Document sharing and analysis for contracts and proposals
  • Customer retention and satisfaction

Rating: 

Pricing

CostaRica CRM offers various packages at different price points. You may contact info@CostaRicaCRM.com for more information about their services.

The best part about the pricing is that you only pay for how much you need.

ProsCons
A cloud-based solution, hence, will not require any maintenance or installation. Affordable and suited for small and medium-sized enterprises. Features range from sales and marketing to project and inventory management. Simple and non-elusive UI.Limited integration option with other tools, such as social media and e-commerce platforms.It can be challenging for document customization.
  1. OnTheGo 

If you are looking for HVAC Software with CRM Integration, you could do it with OnTheGo CRM. It is a comprehensive, easy-to-use, and affordable solution that can help your HVAC business grow and succeed.

OnTheGo can be your trusty sidekick, juggling estimates, tracking parts, and keeping your crew on schedule like a perfectly balanced system. Photos and notes go zip-zap between technicians and the office, keeping everyone in the loop. Even invoicing is a breeze, sent with a click and paid online in a flash.

Here are some of the features:

  • Field Force Solutions
  • Attendance, Leave Management and Payslip
  • Travel Expense Management
  • Real-time Insights
  • Meetings and Task Scheduling
  • Features You Will Love
  • Simple Admin Panel

Rating: 4.4/5 (G2 Rating)

Pricing

OntheGo CRM offers a Starter plan at $5.99 per user/month or $4.99 when billed annually. The Pro plan is $11.99 per user/month or $9.99 annually. For Enterprise solutions, contact OntheGo directly. It’s a customizable SaaS platform for business process automation.

ProsCons
It is easy to use and has a user-friendly interface.It integrates with popular apps such as Gmail, Outlook, Mailchimp, and Zapier.It offers a free plan for up to 2 users and 100 contacts.It has limited customization and automation options.It does not have advanced features such as artificial intelligence, chatbots, or social media integration.It may not be suitable for large or complex businesses that need more scalability and functionality.
  1. mHelpDesk

mHelpDesk is a comprehensive field service management software that caters to various service-based businesses, including lawn care companies. mHelpDesk is also more than just a CRM; it’s an all-in-one service company software that can turbocharge your slow, repetitive, and manual processes. 

Whether you’re a small lawn care business or a large enterprise, mHelpDesk provides the tools you need to streamline your operations. Just as a well-maintained lawn enhances curb appeal, mHelpDesk enhances your lawn care business’s efficiency and customer satisfaction.

Here are some of the features:

  • Lead Management 
  • Estimates and Quotes
  • Online Booking
  • Workflow Management
  • GPS Tracking
  • Real-Time Communication
  • Customer Management Software

Rating: 4.0/5 (G2 Rating)

Pricing

The mHelpDesk CRM software has a starting price of $49 per month. However, the paid version of the software begins at $169 per month.

ProsCons
It has a clean design and simple setup.It is very user-friendly.The customer support has been very good.It integrates very nicely with Quickbooks.It keeps everything streamlined to make the job easier.Customer service is not up to the mark.Not ideal to scale your business.Issues and bugs with inventory management. 
  1. FieldAware

FieldAware CRM is the superhero to your HVAC business, streamlining workflows and transforming technicians into efficiency machines. Schedule appointments online, send automated updates and collect feedback electronically. Watch those five-star reviews roll in.

FieldAware is more than just a CRM, it’s your secret weapon for conquering chaos and winning the HVAC game. So, ditch the clipboard, embrace the future, and let FieldAware take your business to the stratosphere!

Here are some of the features:

  • In-built calendar
  • Dispatching 
  • Location to track 
  • Reporting
  • Analytics
  • Invoicing 
  • Other CRM Integrations

Rating: 4.4/5 (G2 Rating)

Pricing

FieldAware CRM pricing starts at $70 per user per month. It’s a field service management solution designed to streamline operations and increase efficiency for various industries. There is no free plan, but they offer a demo.

ProsCons
Their user-friendly design is acclaimed. The scheduler feature of FieldAware is quite handy for the users. It allows for efficient planning and management of tasks, contributing to improved productivity.The mobile app of FieldAware enhances field service management efficiency.Users have reported that the third-party integrations can fail at times, impacting the overall management. This can pose challenges in maintaining a seamless workflow.The lack of automated features and notifications can make service management a bit more challenging. Automation is key in today’s fast-paced work environment, and this is an area where FieldAware could improve.A notable limitation is that only the Team Lead can see the dispatch, and the entire team can’t see their dispatch.
  1. Dataforma

Dataform CRM transforms your HVAC business by seamlessly integrating with your existing systems and unifying customer data. No more juggling disconnected platforms or chasing down information. Effortlessly track service history, proactively schedule maintenance, and address issues before they become problems. 

Dataform CRM streamlines operations, strengthens relationships, and empowers you to deliver exceptional HVAC service every time.

Here are some of the features:

  • Scheduling with Calendars
  • Reports and Analytics 
  • Mobile App
  • Invoicing 
  • Document Management 
  • GPS Tracking

Rating: 4.4/5 (G2 Rating)

Pricing

Dataforma CRM offers a basic plan starting at $69.99 per month per user. It is designed for the HVAC industry, providing robust reporting and support to enhance information management. There is no free version, but a free trial is available

ProsCons
Dataforma allows users to send photos, helping them see the work performed and building trust.Users have praised the system’s stability and support, indicating it offers great value for the investment.The software is capable of producing reporting from a variety of perspectives and directions.Users have reported a lack of ability to track employee training records.Some users feel the software needs to be designed or organized by a roofer, not a computer engineer.Limited Product Tracking: There is no ability to track quantities of product installed.
  1. IFS Field Service Management

Here are some of the features:

  • Service Contact Center
  • Service Scheduling 
  • IFS Mobile Service
  • Contract Management 
  • Warranty Management
  • Deployment 
  • Service Project Management  

Rating: 4.4/5 (G2 Rating)

Pricing

IFS Field Service Management offers a comprehensive solution starting at $65.00 per month. It’s designed for complex field service operations and includes features like a contact center, dynamic scheduling, and service contract management. 

ProsCons
It’s easy to navigate, making it a breeze for users to find what they’re looking for.The software comes with IFS Mobile Service, providing real-time connectivity between smart devices and the company’s enterprise servers. This feature allows field workers to monitor their assigned tasks on the go.The CRM is equipped with features and tools to fully handle the services required for customer queries like parts management, request handling, and tech support among others. This makes it a comprehensive solution for service providers.The upgrade process for the IFS Field Service Management CRM is not well-documented. This can make it challenging for users to keep their software up-to-date.Some users have reported that the CRM takes a bit longer to implement. However, they also noted that it was worth the wait once everything was in place.While the CRM is feature-rich, its complexity can be a double-edged sword. It’s Windows-based and contains finance and HR modules inside, which can be overwhelming for some users.
  1. Synchroteam

Between managing technicians, scheduling appointments, and tracking inventory, HVAC companies have their hands full. But what if there was a way to simplify these processes and boost your efficiency? Enter Synchroteam CRM, your one-stop shop for streamlined HVAC service.

Synchroteam also integrates with a variety of industry-specific tools designed to make your life even easier. Whether you need to manage parts inventory, schedule preventive maintenance, or generate invoices, there’s a Synchroteam solution for you.

Here are some of the features:

  • Searchable job lists
  • Work progress tracking
  • Detailed customer records
  • Support in 12 languages
  • Mobile application
  • Real-time staff location and mapping
  • Third-party integrations
  • Intelligent Scheduling

Rating: 4./5 (G2 Rating)

Pricing

Synchroteam CRM offers a monthly plan at $31 per user/month and an annual plan at $24 per user/month, providing a 21% discount compared to the monthly plan. The prices are per user login and for mobile workers, the license includes access from one device. The first Administrator license is free with one paid mobile worker account required. 

ProsCons
Synchroteam is praised for its intuitive interface that is easy to understand and navigate. It’s simple and quick to implement, and the support is agile and efficient.The system offers a robust inventory management feature that allows you to track stock from the ‘warehouse’ to your cars.The job reports feature allows you to revisit jobs and find out what was done, including site pictures.The permissions for technicians are limited, which might not be ideal for empowered employees or small shops.It’s an inconvenience not being able to perform multiple tasks under the same user account.Some features are missing, such as the inability to search by serial number.
  1. Astea Alliance

Imagine this: a customer’s AC sputters on a sweltering summer day. They fire off a frantic email, and within minutes, your Astea CRM springs into action. The system automatically pulls up their service history, preferred technician, and even the model and maintenance needs of their specific HVAC unit. Armed with this knowledge, you can dispatch the right technician, with the right parts, at the right time.

So, ditch the duct tape and manual spreadsheets. Astea Alliance CRM is the breath of fresh air your HVAC business needs to conquer the competition and keep your customers comfortable, year-round.

Here are some of the features:

  • Customer Management 
  • Service Management
  • Workforce Scheduling 
  • Project Management
  • Forward and Reverse Logistics 
  • Asset Management 
  • Mobile Workforce Management 

Rating: 4.4/5 (G2 Rating)

Pricing

Astea Alliance offers an end-to-end field service management platform suitable for large enterprises, with pricing available upon contact. It includes customer, service, asset, and mobile workforce management, with deployment options on-premises or in the cloud.

ProsCons
It performs a great deal of background checks in terms of warranty claims, which takes out a lot of manual work.There are many features that users have yet to take advantage of since they were implemented.It increased productivity and allowed users to track customer calls/issues as well as installed equipment.Occasionally, the service processes running on the server will run away with themselves, leading to RAM bottlenecks that degrade server performance.The new Manager Workbench is rather slow, and missing some features for dispatchers to properly use it correctly.Users have reported ongoing intermittent issues and an inability to troubleshoot.
  1. Repair-CRM

Repair CRM empowers you to analyze your data with powerful reporting tools. Identify your most profitable customers, track technician performance, and gain valuable insights to make data-driven decisions that boost your bottom line. Think of Repair CRM as your HVAC business’s secret weapon. It’s the ultimate integration tool that simplifies operations, empowers your team, and keeps your customers happy.

Repair CRM also digitizes your entire operation, from estimates and invoices to work orders and service reports. No more mountains of paperwork cluttering your office! 

Here are some of the features:

  • Streamlined Work Order Management
  • Customer Communication
  • Real-time Tracking
  • Limitless Documentation
  • Quick Quotes & Invoicing
  • Improved Customer Experience
  • Effective Asset Management

Rating: 4.4/5 (G2 Rating)

Pricing

Repair-CRM offers a range of plans starting at $19/month for solo operators to custom pricing for large teams, with a 14-day trial and a money-back guarantee. Features include customer management, online booking, and QuickBooks integration. Visit their site for details.

ProsCons
Repair CRM offers support for photo sharing and communications for vendors to fulfill work orders.CRM techniques help businesses acquire all required information about customers, which is then used for understanding customer behavior.CRM is cost-effective as it helps in reducing costs associated with several processes. It reduces paperwork and manual work in businesses.The billing integration in Repair CRM could be a lot better.As your business grows, there might be unexpected costs that come up.There can be complications that arise when trying to move data to the cloud when working with disparate systems.
  1. Kicserv

Kickserv is a cloud-based software for service businesses that offers CRM, scheduling, estimates, invoicing, dispatching, and more. It also integrates with popular accounting software like QuickBooks and Xero, as well as other applications like Stripe, Customer Lobby, Podium, Mailchimp, and Google.

One of the industries that Kickserv caters to is HVAC & Mechanical, which involves heating, ventilation, air conditioning, and refrigeration services. It helps HVAC & Mechanical businesses streamline their operations and improve their customer satisfaction. Kickserv is a flexible and user-friendly software that can be customized to meet your specific needs of the HVAC business. They are a reliable and affordable solution for HVAC & Mechanical businesses that want to grow and succeed in the competitive service industry.

Here are some of the features:

  • Contact management
  • Lead nurturing
  • Opportunity tracking
  • Quote generation
  • Integration with other applications

Rating: 4.4/5 (G2 Rating)

Pricing

Kickserv CRM offers five plans: Free for 2 users, Lite at $47/$59 per month for 5 users, Standard at $95/$119 for 10 users, Business at $159/$199 for 20 users, and Premium at $239/$299 for unlimited users. Prices may vary.

ProsCons
Cheaper for smaller brands.It integrates seamlessly with QuickBooks Online.It’s easy to start using the Kickserv system.The help desk is super responsive.If you forget to select the purpose of the job (Labor, material, etc.), you end up losing the information and then you have to go back to notes to put it back in.Once a contact is in, you can’t edit the contact information.The time tracking feature isn’t as expected. It requires more user input, which can lead to more mistakes.

Which is the best HVAC Software with CRM Integration?

CostaRica CRM is the best HVAC Software with CRM Integration. It is a comprehensive solution that offers a wide range of features to help HVAC businesses manage their operations more efficiently.

CostaRica CRM also offers a number of features that are specifically designed for HVAC businesses, such as:

  • The ability to track equipment maintenance and service
  • The ability to generate work orders
  • The ability to track customer satisfaction

What are the top features every Business Solution software for Large Enterprises should have?

  • Comprehensive Functionality. Business solution software should be able to support a wide range of business processes, including finance, accounting, CRM, HR, supply chain management, and more. This will help large enterprises to avoid having to implement multiple software solutions for different departments.
  • Scalability. Business solution software should be scalable to meet the needs of growing businesses. This means that it should be able to handle more data and users as the business grows.
  • Security and Compliance. Business solution software must be secure and compliant with all applicable regulations. This is especially important for large enterprises that handle sensitive customer data.
  • Ease of Use. Business solution software should be easy to use and navigate for all users, regardless of their technical expertise. This will help to ensure that the software is adopted and used effectively across the organization.
  • Integration Capabilities. Business solution software should be able to integrate with other systems that the enterprise is already using. This will help to eliminate silos and improve data flow across the organization.

What are the advantages of using CRM in HVAC Software?

  •  Improved customer service: CRM software can help HVAC businesses improve their customer service by providing a central place to track all customer interactions. 
  • Increased sales. CRM software can help HVAC businesses to increase sales by providing insights into customer behavior and preferences. 
  • Higher customer retention. CRM software can help HVAC businesses improve customer retention by providing a way to track customer satisfaction and identify potential problems. This allows HVAC businesses to take steps to resolve customer issues before they lead to churn.
  • Reduced costs. CRM software can help HVAC businesses reduce costs by automating tasks such as lead generation, customer follow-up, and marketing campaigns. This frees up HVAC businesses to focus on more important tasks, such as providing quality service to their customers.

What are the disadvantages of using CRM in HVAC Software?

  • Learning Curve and Implementation Challenges: Adopting a new CRM system can involve a learning curve for employees, requiring training and adaptation to new processes. Integrating the CRM with existing HVAC software may also pose technical challenges.
  • Data Accuracy and Maintenance: The effectiveness of a CRM system relies heavily on the accuracy and completeness of customer data. Maintaining accurate and up-to-date customer information requires ongoing effort and diligence.
  • Cost Considerations: Depending on the complexity and features of the CRM system, the initial investment and ongoing subscription fees can be substantial. It’s crucial to evaluate the cost-benefit ratio and ensure the CRM’s features align with the specific needs of the HVAC business.
  • Potential for Underutilization: The full potential of a CRM system may not be realized if it is not properly integrated into the company’s workflow and culture. Employees need to be encouraged and trained to consistently use the CRM to its full capacity.

How much does a HVAC Software with CRM Integration cost?

The cost of HVAC software with CRM integration varies depending on a number of factors, including the specific features and functionality offered, the number of users, and the vendor. However, most HVAC software with CRM integration solutions ranges in price from $40 to $150 per user per month.

Some vendors offer tiered pricing plans, with higher-priced plans offering additional features or functionality. Other vendors offer a flat monthly fee regardless of the number of users. We offer prices only on the features you want to use. Visit our pricing page to learn more.

Do HVAC really need CRM?

Whether or not HVAC businesses need CRM depends on a number of factors, including the size and complexity of the business, the types of services offered, and the target customer base. However, in general, a CRM can be a valuable tool for HVAC businesses of all sizes.

CRM software can offer several significant advantages for HVAC businesses. By integrating CRM software into their HVAC software, HVAC businesses can improve their customer service, increase sales, improve customer retention, and reduce costs.





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