CRM for HVAC Companies
The HVAC CRM for the season when every call is urgent.
First heatwave, first freeze: the phone does not stop and the techs are all out. AutomateNexus CRM answers the calls, books the visits, follows up the replacement quotes, and reminds last year's customers that it is tune-up time.
Where HVAC pipelines leak.
- 01
Peak season, missed calls
When it is 95 degrees every missed call is a customer who found someone else before you called back.
- 02
Replacement quotes go cold
A $9,000 system quote sent by email and never chased is a decision the customer postpones until next summer.
- 03
Maintenance customers forget you
The tune-up you promised last spring only happens if someone remembers to call them.
Built for how HVAC companies actually sell.
Calls answered and booked, day and night
The AI receptionist answers on your Twilio number, tells the caller when the next slot is, books it on the dispatcher's calendar and texts a confirmation. After hours it takes the message or forwards to the on-call line.
Replacement quotes with options
Good, better and best as optional lines on one quote, a deposit on acceptance, and a follow-up sequence that runs until the customer decides.
Maintenance reminders on a schedule
A workflow on a date approaching reminds each customer when their tune-up is due, by text or email, and creates the task to book it.
One record per home
Every call, text, quote, invoice and visit sits on the customer's timeline with the equipment details in custom fields, so any tech can pick up where the last one left off.
How a HVAC pipeline runs.
How an HVAC company runs a heatwave week on AutomateNexus CRM.
- 01
The emergency call
The receptionist answers in your name, recognises an existing customer, books the first available slot and texts the confirmation. A robocall never uses a minute.
- 02
The visit, reminded
The customer gets a reminder by text; rescheduling is one tap and the slot is held so nobody is double-booked.
- 03
The quote, with options
The tech quotes repair versus replacement with optional lines from the price list, takes a deposit on acceptance, and the follow-up sequence starts if the customer wants to think.
- 04
The install, as a project
An accepted replacement becomes a project with tasks and dates; the permit and equipment details sit on the record.
- 05
Invoice, payment, next spring
The invoice is paid on the link and synced to QuickBooks, the review request follows, and the maintenance reminder is already scheduled for next season.
The agents that work a HVAC pipeline.
Every plan includes Karrie and seven specialists. These are the ones HVAC companies lean on most, with your approval on anything sensitive and an audit trail on everything.
See how the agents work- A1KarrieAI Co-PilotLists the open replacement quotes and the overdue maintenance reminders in the daily brief and drafts the follow-ups.
- A2SupportResolverAnswers inbound texts and routes emergencies to a person.
- A3SchedulerPlannerBooks service calls and installs from real availability and sends reminders.
- A4OpsCoordinatorRuns the install projects and the maintenance workflows.
- A5AnalyticsForecasterShows repair-versus-replace conversion and which seasons carry the revenue.
The tools HVAC companies already use.
- 01TwilioCalling, SMS, WhatsApp and the AI receptionist on your own Twilio account.
- 02WhatsAppWhatsApp through your Twilio sender, in the same inbox as SMS and email.
- 03Google CalendarTwo-way sync every 15 minutes, with booking pages that read it.
- 04Outlook CalendarTwo-way sync with Microsoft 365 calendars.
- 05StripeInvoices, bookings, products and forms paid through Stripe Checkout.
- 06SquareTake Square payments on invoices and bookings.
- 07QuickBooksInvoices, payments, estimates and credits in step with QuickBooks Online.
- 08GmailSign in with Google to log recent mail to the timeline; send from your address via SMTP.
- 09ZapierTrigger Zaps from twelve CRM events and write records back through the REST API.
What to look for in a CRM for HVAC companies.
Whether or not you choose us, hold every vendor to these.
After-hours calls handled, not lost
Ask what happens to a 10 pm no-heat call: a message taken, an AI that books, or a forward to the on-call line. It should be your choice per hour of the day.
Options on one quote
Good, better and best should be optional lines the customer picks, not three separate PDFs.
Maintenance reminders that run themselves
A reminder that depends on someone remembering is not a reminder.
Equipment on the record
Model, serial, install date and filter size belong in fields on the customer, visible to whoever picks up the next call.
Payment on the invoice link
Card, PayPal or Square on the link, status written back to the job and the ledger, without a separate billing app.
CRM for HVAC companies, answered.
Yes. The AI receptionist answers your own Twilio number, books service calls from real availability, takes messages, and screens out robocalls. Set business hours and closed dates, and choose whether after-hours calls get a message taken, the receptionist's help, or a forward to the on-call phone.
Yes. A workflow triggered by a date approaching sends the reminder by text or email at the interval you choose and creates the task to book the visit. Reminder dates live in custom fields on the customer.
Yes. Add each option as an optional line on one quote; the customer picks, the total recalculates, and an accepted quote becomes the invoice with a deposit first if you set one.
It schedules and assigns: won jobs become projects with tasks, assignees and dates on the shared calendar, and reminders go to the customer. It is not a GPS fleet tracker.
Yes. It is an installable web app on iPhone and Android with the softphone, calendar, customer record, quotes and invoices, so a tech can quote and invoice from the driveway.
Yes. Invoices carry a payment link for card, PayPal or Square, and the payment status updates the record and syncs to QuickBooks Online.
A text step in a workflow or a manual text from the record goes out from your Twilio number and logs to the customer. Automatic location-based ETA texts are not a feature.
From $49 a month flat with unlimited contacts, and every plan includes Karrie and all eight agents. Calls and texts run on your own Twilio account at Twilio's rates; AutomateNexus CRM adds no per-minute fee.
Put the agents on your HVAC pipeline.
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