HVAC Service Management Software That Runs Like Your Business
Track every service call from first contact to invoice paid. Quote jobs, schedule crews, and follow up for reviews without anything falling through the cracks.
Shopping for a CRM, not just a template? See how RadiusOS works for hvac service →
You sent a quote three days ago and forgot to follow up -- that customer already called someone else
Your schedule is in your head and your estimates are in a notebook somewhere
Seasonal tune-up customers from last year never heard from you again
Template preview
HVAC Service
Run a heating and cooling business without losing track of jobs. From service call to invoice paid — built for HVAC techs, owners, and service managers who quote, schedule, and follow up every day.
+1 more stage
RadiusOS gives HVAC contractors a pipeline built for the way you actually work. Every customer moves through stages from new lead to paid, with AI scoring that flags quotes going cold and past customers due for seasonal service. You see your entire job board in one view -- who needs an estimate, which quotes are pending, what is scheduled for this week, and who still owes you money. Walk & Talk lets you photograph the equipment and the data plate while you talk through the diagnostic, and have the model number, serial, and manufacture date dropped onto the customer record automatically. Email templates for estimate follow-ups, appointment confirmations, and seasonal reminders mean you spend less time writing emails and more time on the job.
Pipeline stages (7)
Vocabulary
Included modules
Custom fields (5)
Job Address
text
System Type
text
BTU / Tonnage
text
Quote Amount
currency
Service Date
date
Terminology
How this pipeline works
New Lead
Someone called or submitted a form. Speed matters -- homeowners requesting HVAC service are often calling two or three companies at once. Be the first to respond.
Estimate Scheduled
You have a site visit booked. Confirm the appointment the day before so you do not waste a trip on a no-show. Log the address and system type so you arrive prepared.
Quote Sent
The estimate is out. Most HVAC jobs are won or lost in the follow-up. If you do not check in within 48 hours, assume they are getting other quotes and act accordingly.
Job Scheduled
They approved the quote and you have a date on the calendar. Send a confirmation with the service window, what to expect, and how to prepare their space.
In Progress
Work is underway. If the scope changes on site -- additional ductwork, an unexpected repair -- log it immediately so your invoice matches the conversation.
Completed
The job is done. Send a completion summary with warranty information and ask for a review while the experience is fresh. A five-star Google review is worth more than any ad.
Paid
Invoice collected. This customer is now a future lead for seasonal tune-ups, filter changes, and system replacements. Keep them in your pipeline for the next outreach cycle.
Frequently asked questions
What software do HVAC companies use to manage jobs?
Many HVAC companies still use spreadsheets or paper-based systems. Dedicated HVAC software like ServiceTitan costs $200 or more per month. RadiusOS offers a free pipeline built for HVAC service with AI follow-up reminders and email templates for $19 per month on Pro.
How do I follow up on HVAC estimates that have not been approved?
RadiusOS tracks every quote you send and flags the ones that have gone quiet. AI scoring watches for dropped engagement -- if a customer has not replied in 48 hours, you get a follow-up nudge. Pro users can set up automated follow-up sequences.
Can I use RadiusOS to manage seasonal HVAC maintenance customers?
Yes. Past customers stay in your pipeline after their job is complete. Use email templates to send spring AC tune-up reminders and fall furnace check-ins without manually writing each message.
Is there a free CRM for HVAC contractors?
RadiusOS is free to start with a pipeline built specifically for HVAC service companies. The free tier includes AI deal scoring, a Kanban job board, notes, tasks, and Gmail integration. Pro adds email sequences and automated follow-ups for $19 per month.
Can my customer approve and sign HVAC quotes from their phone?
Yes. Send the quote for approval from RadiusOS and your customer gets an email with a link to a mobile-friendly page. They tap to review the line items, sign with a finger or by typing their name, and approve. The signature, timestamp, and IP address are recorded on the quote and the job auto-advances from Quote Sent to Job Scheduled. Included on every plan that has quotes, which is every plan.
Ready to get started with HVAC Service?
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