Best CRM for HVAC (2026)
An HVAC company has a rhythm most trades don't: spring tune-ups, summer breakdowns, fall furnace checks, winter no-heat emergencies. A CRM built for HVAC does three jobs: it reminds customers when seasonal maintenance is due, it keeps dispatchers and techs on the same customer record, and it follows up on the big-ticket estimates — system replacements — that keep the business profitable. Add review requests after every completed job, and you have the full picture.
This comparison ranks six widely used CRMs specifically for how well they fit an HVAC business: seasonal maintenance reminders, job scheduling and dispatch visibility, estimate follow-up on replacements, and review requests. Every feature claim below is taken from the tool's own official pricing or feature page, and every price was checked on the official pricing page on September 26, 2026.
The 6 CRMs, ranked for HVAC companies
1. Keap
Who it's best for: HVAC owners who want seasonal tune-up reminders and estimate follow-up running on autopilot.
Keap's official page describes it as "serious automation for serious businesses" — and seasonal maintenance reminders are the textbook HVAC use case: automated campaigns that ping customers when their spring or fall tune-up is due, plus follow-up on unclosed replacement estimates. Keap also offers done-for-you implementation services, which suits an owner who'd rather be running calls than configuring software. The cost is real: Keap Max starts at $299/month, the highest verified starting price here, and pricing scales with contacts.
- Pro: Automation-first design suited to seasonal reminder campaigns and replacement-estimate follow-up (per the official page).
- Pro: Done-for-you implementation services available — helpful without in-house marketing staff.
- Con: Starts at $299/month — a lot for a small HVAC shop.
- Con: Pricing scales with contacts, so a large customer list raises the bill.
2. HighLevel
Who it's best for: HVAC companies that want dispatchers, techs, and office staff all in one system at one flat price.
HighLevel's Starter plan is a flat $97/month with unlimited users and unlimited contacts per the official pricing page — every dispatcher, tech, and office manager gets a login without per-seat math. It includes all core features on Starter, covering the automation for seasonal reminders, estimate follow-up, and review requests, with 24/7 support included. The sub-account structure (3 included) fits owners running residential and commercial divisions separately.
- Pro: Flat $97/month with unlimited users — the whole crew in the system at no extra per-seat cost (per the official pricing page).
- Pro: All core features, unlimited contacts, and 24/7 support on Starter; 14-day free trial.
- Con: The agency-style sub-account structure may be more than a single-location shop needs.
- Con: Add-ons are priced per sub-account, which can raise the total as you expand.
3. Pipedrive
Who it's best for: HVAC shops that want a simple pipeline for replacement estimates with follow-up automation.
Pipedrive's pipeline design fits the replacement-estimate flow: quote sent → follow-up → won or lost. The Growth plan ($39/seat/month billed annually) adds automations and nurturing sequences per the official pricing page — the machinery for chasing big-ticket system replacements. The Lite plan ($14/seat/month) is a cheap entry with 500+ integrations and a 14-day trial that needs no credit card. The limitation is per-seat pricing across dispatchers and office staff.
- Pro: Pipeline-first design that maps cleanly onto replacement estimates (per the official page).
- Pro: Growth adds email sync with tracking plus automations and nurturing sequences for estimate follow-up.
- Con: Per-seat pricing — dispatchers and office staff each add to the bill.
- Con: The Lite plan lacks automation; follow-up sequences require Growth or higher.
4. HubSpot
Who it's best for: HVAC businesses that want to start free and scale seats with the office team.
HubSpot's free CRM tools cover contacts and deal tracking at no cost, and Smart CRM is included with any paid subscription per the official pricing page. Free view-only seats let techs check job details without a paid login, and a mobile app is listed on the official feature table. Our check of the official pricing page today didn't surface a current Starter price (see the table below), and paid plans are per seat — so a growing office team raises the cost.
- Pro: Free CRM tools available — start at $0 (per the official pricing page).
- Pro: View-only seats are free; a mobile app is listed on the official feature table.
- Con: Paid plans are per seat, so the bill grows with the office team.
- Con: Starter caps automation at 50 workflows with restricted triggers — deeper automation needs Professional or Enterprise.
5. Freshsales (Freshworks)
Who it's best for: Small HVAC shops that need the basics at the lowest verified price.
Freshsales' Growth plan is $9/user/month billed annually — the lowest verified starting price in this comparison — and includes a Kanban pipeline view, contact lifecycle stages, custom fields, and basic workflows per the official pricing page. Enough to track estimates and run simple seasonal follow-ups for a small crew. The ceiling is modest: AI features are a paid add-on and advanced automation requires the higher tiers.
- Pro: Lowest verified starting price: $9/user/month billed annually.
- Pro: Growth includes Kanban view, contact lifecycle stages, and basic workflows — the essentials for a small shop.
- Con: AI (Freddy AI) is a paid add-on at $49 per 100 sessions, per the official pricing page.
- Con: Advanced automation and customization require the Pro or Enterprise tiers.
6. monday.com
Who it's best for: HVAC companies that already think in boards — with at least 3 users.
monday CRM's visual boards can track jobs from scheduled to complete. But the official CRM pricing page confirms plans start from 3 users, so a solo owner or two-person shop pays for seats they don't need, and current per-seat prices aren't shown on the public page. Seasonal reminders and estimate follow-up are automation problems, which is where the tools ranked above have the edge. Verified: 14-day free trial and 18% yearly discount.
- Pro: Visual boards that map to job stages (per the official CRM page).
- Pro: 14-day free trial and 18% yearly discount (per the official pricing page).
- Con: Plans start from 3 users — small shops pay for unused seats.
- Con: Per-seat prices aren't shown on the public pricing page; less aligned with reminder automation.
Pricing comparison
| Tool | Starting price | What the starting tier includes |
|---|---|---|
| HubSpot | Pricing not verified — check the official page | Free CRM tools available; paid Sales Hub plans are per seat and include Smart CRM, 500 HubSpot Credits, up to 50 workflows, and 500 calling minutes (per the official page) |
| Pipedrive | $14/seat/month (Lite, billed annually) | Lead, calendar, and pipeline management; AI-powered report creation; 500+ integrations; meeting intelligence (Pipedrive Nova); 14-day free trial |
| HighLevel | $97/month (Starter) | 3 sub-accounts, unlimited contacts, unlimited users, 24/7 support, all core features; 14-day free trial |
| Freshsales (Freshworks) | $9/user/month (Growth, billed annually) | Kanban view, contact lifecycle stages, chat/email/phone, email templates, custom fields, basic workflows |
| monday.com | Pricing not verified — check the official page | CRM plans start from 3 users; pricing is based on feature plan plus user count; 18% discount on yearly plans; 14-day free trial (per the official page) |
| Keap | $299/month (Keap Max, billed monthly; $2,988/year) | CRM, contact management, client activity and communications tracking; automation campaigns; done-for-you implementation services available |
Pricing checked Sep 26, 2026 — sources: hubspot.com/pricing/sales, pipedrive.com/en/pricing, gohighlevel.com/pricing, freshworks.com/crm/pricing, monday.com/crm/pricing, keap.com/pricing.
Frequently asked questions
Which CRM is best for seasonal tune-up reminders?
Keap is built around automated campaigns — the natural fit for spring/fall maintenance reminders. HighLevel's Starter includes its core automation features at the flat $97/month rate, which covers seasonal sequences too. Trial both against the same "tune-up due" workflow before deciding.
Do I have to pay for every dispatcher and tech?
With most tools here, yes — HubSpot, Pipedrive, Freshsales, and monday.com price per seat or per user. HighLevel is the exception at a flat $97/month with unlimited users, so dispatchers and techs all get logins at no extra cost. HubSpot's free view-only seats cover people who only need to look up job details.
What's the cheapest option for a small HVAC shop?
HubSpot's free CRM tools cost $0. Among paid plans, Freshsales' Growth plan at $9/user/month billed annually is the lowest verified starting price here.
Can I try these before buying?
Yes — Pipedrive, HighLevel, and monday.com each advertise a 14-day free trial on their official pricing pages (Pipedrive requires no credit card). HubSpot offers free CRM tools with no trial needed.
Which CRM is best for following up on replacement estimates?
Pipedrive's Growth plan ($39/seat/month) includes automations and nurturing sequences designed for re-engaging deals — a direct fit for big-ticket replacement quotes. Keap's automated campaigns do the same job at a higher price point. HighLevel's Starter includes its core automation at the flat rate. Test all three on the same follow-up sequence.
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