CRM fit to your field app
Field service CRM features, HubSpot, Zoho CRM, or Pipedrive compared on agreements and sync options.
The Problem
Agreements Lapse and Aging Units Fail on Someone Else's Truck
It shows up once your customer list outgrows memory. Equipment ages, agreement dates, and replacement chances sit in techs' heads and old invoices.
01 · Lapsed agreements
Maintenance agreements expire without a renewal call.
Renewal reminders go out before each agreement's end date.
02 · Hidden equipment
Unit age and model live in techs' heads or old invoices.
Every unit is logged with age, model, refrigerant, and filter size.
03 · Missed replacements
Repair calls on aging units don't turn into replacement quotes.
Repairs on older units feed a replacement pipeline with follow-up.
04 · Manual tune-ups
Seasonal tune-up lists get rebuilt by hand every spring.
Tune-up lists build themselves from agreements and equipment records.
A member's maintenance agreement expired in April, and nobody called. In July, their 16-year-old condenser dies on the hottest day, and they book whoever answers first. Your techs know which homes still run R-22 units, but that knowledge lives in their heads. The office can't find a customer's water heater age without digging through old invoices. Commercial accounts miss their backflow test dates. And the spring tune-up list gets rebuilt by hand from last year's spreadsheet.
We start with your equipment and agreements: what's installed where, how old it is, and when each plan renews. Then we set up the CRM that fits, log units with age, model, and refrigerant, and schedule renewal and tune-up reminders. Repair calls on aging units feed a replacement pipeline. Your field service software keeps dispatch, and the CRM keeps customers coming back.
Equipment on every record
Unit age, model, refrigerant, and filter size sit on the customer record for every tech.
Agreements renewed on time
Renewal reminders go out before plans lapse, so members stay members through the next season.
Repairs flagged for replacement
Repeat repairs on older units trigger a replacement quote instead of another patch job.
Our HVAC and Plumbing CRM Setup Process
From Shop Review to Renewals That Run on Time in Five Steps
You approve the CRM, the equipment fields, and every reminder template. Sample customers run through renewal and tune-up timing before your CSRs rely on it.
We look at how calls, agreements, and equipment records move through your shop, and what your field service software already does. You get a short written plan. If ServiceTitan or your current tool covers it, we'll say so before we quote.
What's Included
What You Get With HVAC CRM Setup
Every plan covers the CRM choice, equipment records, agreement renewals, and tune-up lists. Higher plans add field software sync, a replacement pipeline, texting, plumbing reminders, migration, and dashboards.
Compare Options
DeveloperLook vs Field Service Software vs Office DIY
Field service platforms like ServiceTitan track equipment and memberships well, and office DIY costs only time. Here's how each compares once renewals, replacements, and marketing matter.
| Feature | DeveloperLookBest fit | Field service app | Office DIY |
|---|---|---|---|
| CRM choice | Matched to your shop | Built into the platform | Whatever's free |
| Equipment records | Age, model, refrigerant, filter | Strong equipment tracking | Notes fields |
| Agreement renewals | Reminders before lapse | Membership tools built in | Calendar reminders |
| Replacement pipeline | Repairs flagged for quotes | Varies by plan | Rarely set up |
| Marketing follow-up | Seasonal lists and campaigns | Marketing add-ons | Manual emails |
| Dispatch | Stays in your field app | Native | Phone and whiteboard |
| Cost to start | From $850, fixed scope | Platform subscription | Your evenings |
| Speed to start | 2 to 3 weeks | Weeks of onboarding | Ongoing |
DeveloperLook
Field service app
- CRM choice
- DeveloperLook: Matched to your shopField service app: Built into the platform
- Equipment records
- DeveloperLook: Age, model, refrigerant, filterField service app: Strong equipment tracking
- Agreement renewals
- DeveloperLook: Reminders before lapseField service app: Membership tools built in
- Replacement pipeline
- DeveloperLook: Repairs flagged for quotesField service app: Varies by plan
- Marketing follow-up
- DeveloperLook: Seasonal lists and campaignsField service app: Marketing add-ons
- Dispatch
- DeveloperLook: Stays in your field appField service app: Native
- Cost to start
- DeveloperLook: From $850, fixed scopeField service app: Platform subscription
- Speed to start
- DeveloperLook: 2 to 3 weeksField service app: Weeks of onboarding
Projects We've Built
Home Services, Booking, and Field Team Projects We Have Built
A construction site, a hardware store, an appointment booking app, and a field attendance app our team built, where schedules and customer records had to stay accurate.
Huantume Construction Website Design
- Construction
- Website
Borna's General Hardware Ecommerce Website
- Retail
- E-commerce
- Website
TruDoc Medical Appointment App Design & Development
- Medical
- Booking System
- Dashboard
HR Attendee Attendance App Design & Development
- HR & Staffing
- Dashboard
- Mobile App
What Our Clients Say
What Clients Say After Launch
Feedback from teams we have built websites, dashboards, and integrations for.
We had a pretty specific idea of what we wanted our website to become, but I wasn’t sure how easily we could explain all of it to a development team. There were quite a few moving parts, and we were working toward a deadline, so I expected a few things to get lost along the way. That never really happened. They understood what we were trying to achieve, kept us updated throughout the process, and got everything ready within the agreed timeline. The final site feels much easier to navigate, works beautifully on mobile, and is noticeably smoother for our customers. It was a huge relief seeing the original idea actually turn into the website we had in mind.
The mobile experience is probably my favourite part of the new site. We had spent a lot of time making sure the desktop version looked right, and the team kept pushing us to think about how everything would actually feel on a phone too. They were right. The navigation is clean, the interactions feel natural, and everything we’ve tested so far works exactly as it should. They also went through the links, forms, integrations, and other details more than once before launch, which I really appreciated. And even after going live, we could still reach out when something came up. The whole process felt friendly, organised, and surprisingly straightforward.
What I appreciate most is that the website is actually easy for us to manage now. We can update content ourselves instead of sending a developer a message every time we need to change something small. They also paid attention to the technical SEO side, which mattered to us because we didn’t want a new website to create problems for the traffic we already had. I’ve probably asked more questions than I should have since launch, but every question has been handled patiently and without any fuss. The team is easy to work with, they explain things clearly, and when we need something changed, they focus on getting it done rather than making the process complicated.
1,250+
Projects shipped
10+
Years of experience
Top 3%
Upwork Top Rated Plus
5 stars
Average review score
Want results like these?
Tell us what you are building. You get a reply within 24 hours on business days, then a written estimate.
Work Culture
Why HVAC and Plumbing Shops Trust Us With Their CRM
Home service shops run on renewals and response time. These habits keep your HVAC CRM useful to CSRs and techs without slowing dispatch.
Renewals tested before launch
We test renewal reminders against real agreement dates before launch. A member who lapses in spring often books a competitor in July.
Your field app stays
ServiceTitan, Housecall Pro, or Jobber keeps dispatch and invoicing. We connect to it instead of asking techs to learn a second system.
Built-in tools checked first
If your field service platform's own membership and marketing tools cover you, we configure those instead. You pay for a separate CRM only when it adds something.
Consent before any text
Missed-call text-back and reminders go only to customers who agreed to texts. TCPA rules apply, so each consent is stored on the customer record.
Quick for techs on site
Techs add unit details from a phone in the attic or basement. We keep it to the fields that matter for the next visit.
Your customer list stays yours
Customers, equipment history, and agreements sit in your company's account. If you change field software, that history moves with you.
Overview
Who sets up a CRM for HVAC and plumbing companies?
DeveloperLook sets up a CRM for HVAC and plumbing companies that renews agreements and catches replacements. We log equipment by age and model, schedule renewal and tune-up reminders, and sync with ServiceTitan, Housecall Pro, or Jobber. Setups start at $850 and take 2 to 7 weeks, and dispatch stays in your field app.
DEVELOPERLOOK
Project facts · CRM for HVAC and Plumbing Companies
- Service
- CRM for HVAC and plumbing companies (equipment, agreements, replacements)
- Typical timeline
- 2 to 3 weeks, or 5 to 7 weeks for multi-location shops
- Platforms
- HubSpot, Zoho CRM, Pipedrive, and Salesforce
- Built with
- ServiceTitan, Housecall Pro, Jobber, Twilio, QuickBooks, and Zapier
- Experience
- 10+ years of development experience and 1,250+ shipped projects
- Post-launch support
- 30, 45, or 60 days, set by plan
- Communication
- Calls in US, UK, and AU business hours
- Starting price
- From $850 USD, fixed scope after a free review
Reviewed 7 Oct 2026 by Saimul Islam
Good fit
HVAC shops selling maintenance plans
You sell maintenance agreements but track renewals in a spreadsheet. You need CRM software for HVAC shops that renews plans before they lapse.
Plumbing companies with commercial accounts
You service restaurants and offices with backflow tests and drain contracts. You want a plumber CRM that tracks test dates and contract renewals.
Shops already on ServiceTitan or Jobber
Your field service software handles dispatch well, but marketing and replacement follow-up fall through. You need a CRM that syncs with it instead of replacing it.
Combined HVAC and plumbing companies
You run both trades and want one customer record per household, with furnaces, condensers, and water heaters logged in the same place.
Agencies marketing for home services
You run ads for HVAC and plumbing shops and need CRM data that ties booked jobs and replacements to campaigns, not just phone calls.
Not a fit
Website booking only
You mainly want customers to book ServiceTitan appointments from your website. Our ServiceTitan Website Integration Services page covers that.
Remodels or new builds
Most of your work is bids for remodels or new construction. Our CRM for Contractors: Setup and Automation page fits better.
Budget under $850
Your budget is under $850, or you run one truck. The membership tools in your field service software are enough for now.
Website brings no calls
Your website doesn't bring in calls or bookings yet. Our HVAC Website Design Services page fixes that before a CRM pays off.
Not sure we're the right fit?
Book a free call or message us. We'll tell you honestly whether we're the right team.
Pricing
Transparent Starting Prices for CRM for HVAC and Plumbing Companies
These are starting points in USD. Your price depends on customer count, your field service software, and how many locations share the CRM, and you get a fixed proposal after a free review.
For HVAC and plumbing shops moving agreements and equipment out of spreadsheets.
$850one-time, USD
- CRM recommendation for your shop
- Equipment records with age, model, and refrigerant
- Maintenance agreement renewal reminders
- Seasonal tune-up lists
- Import of up to 3,000 customers
- 30 days post-launch support
Recommended
For shops that want field software synced and repairs turned into replacement quotes.
$2,150one-time, USD
- Everything in Shop Starter
- Replacement quote pipeline
- ServiceTitan, Housecall Pro, or Jobber sync where APIs allow
- Missed-call text-back with consent and 10DLC
- Backflow test and water heater reminders
- 45 days post-launch support
For companies running several locations or both trades from one CRM.
$4,500one-time, USD
- Everything in Service and Replacement Workflows
- Migration from another CRM with equipment history
- Location permissions and lead routing
- Agreement revenue and renewal dashboard
- Marketing ROI by lead source
- 60 days post-launch support
For Agencies
White-Label Plumbing CRM Setup for Home Service Agencies
You own the client relationship. We build the CRM behind your home service campaigns: lead capture, agreement renewals, and reports that tie booked jobs and replacements to campaigns. Everything runs under your brand, in accounts the shop owns.
How the partnership works
White label: your client only ever sees your brand
- Your client
- You, the agency
- DeveloperLook
Share the shop details
Their field software, trades, agreement types, and the reports owners expect.
- Client needs
- You share the details
- Details received
We map the records
You receive a record map and one fixed price to quote.
- Scope and plan
- Proposal to resell
- Your quoteYOUR LOGO
Build and train
We configure, test with sample customers, train under your brand, and hand over logins.
- Done by our team
- Your brand on it
- Handed to your clientDone
Partner with DeveloperLookDelivered under your brand
Invisible to your client
We work under your agency name in every call and document.
Booked jobs by campaign
Reports connect booked jobs and replacements to the campaigns behind them.
Live before peak season
Milestones set so CSRs are trained before the summer or winter rush.
One truck to many
One playbook for a single van or a multi-location home service company.
The Right Technology for Your Project
Technology Stack
We set up the CRM that fits your shop, then connect field service software, texting, and accounting where their APIs allow.
HubSpot- Zoho CRM
- Pipedrive
Salesforce
- ServiceTitan
- Housecall Pro
- Jobber
- FieldEdge
Twilio- CallRail
- Gmail
- Google Calendar
QuickBooks
Zapier
Make
Google Sheets
FAQ
Frequently Asked Questions
Straight answers on cost, setup time, maintenance agreements, field service software, and organizing plumbing customers.
Saimul IslamFounder & CEO, DeveloperLookStill have questions?
Send a message or book a call with the team.
A shop setup starts at $850, covering equipment records, agreement renewal reminders, and seasonal tune-up lists. Service and replacement workflows with field software sync and texting start at $2,150, and multi-location companies start at $4,500. CRM licenses and texting fees are paid to those vendors on their own plans.
An HVAC or plumbing shop's setup takes 2 to 3 weeks. Adding field software sync, texting, and the replacement pipeline takes 3 to 5 weeks, and multi-location companies with migration take 5 to 7 weeks. We try to launch before your busiest season, so CSRs learn it on calmer days.
The main benefits are renewed maintenance agreements, more replacement sales, and fewer lost customers. A CRM keeps equipment age and agreement dates on every record, so renewals and replacement offers go out on time. It also shows which marketing brings booked jobs, not just phone calls.
Yes, if it's set up for agreements. Each plan needs a start date, renewal date, visit count, and covered equipment, with reminders before renewal and before each visit. Many field service platforms track memberships too, so we check yours first and use the CRM for renewal campaigns it can't run.
The best fit depends on what your field service software already does. Shops on ServiceTitan often add HubSpot for marketing. Smaller shops on Jobber or Housecall Pro may need only Zoho CRM or Pipedrive, or no extra CRM at all. Compare CRM software for HVAC companies on sync options before features.
An HVAC company uses HubSpot CRM mostly for marketing and sales: web leads, replacement quotes, seasonal tune-up emails, and agreement renewal campaigns. Dispatch, invoicing, and technician schedules usually stay in field service software such as ServiceTitan or Housecall Pro. We sync customers and completed jobs between them where the APIs allow.
Organize it by property, not just by person. Each property holds its fixtures, water heater age, backflow devices, and service history, while contacts link to it as owners, tenants, or property managers. Tag commercial accounts separately, and keep job history synced from your field service software so techs see it on site.
It handles commercial accounts with a parent record for the company and a separate record for each site. Backflow devices get test due dates where your local water authority requires yearly testing, with reminders to the site contact. Drain service contracts get renewal dates the same way.
Not necessarily. ServiceTitan includes customer, equipment, and membership tracking, and its marketing tools cover many shops. A separate CRM helps when you want deeper email campaigns, long replacement sales cycles, or one view across several companies. We'll tell you in the free review if ServiceTitan alone is enough.
Your company owns every customer, equipment record, and agreement, in accounts under your name. We document fields, sync rules, and reminders, and post-launch help runs 30, 45, or 60 days depending on your plan. Switching field software later is simpler because equipment history already lives in your CRM.
Saimul IslamFounder & CEO, DeveloperLookStill have questions?
Send a message or book a call with the team.
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