HVAC CRM that protects maintenance-plan revenue.
Built for HVAC: maintenance-plan billing, emergency dispatch routing, tech assignments, and automated review requests after every closed call.
The same problems show up across hvac contractors.
Maintenance-plan renewals fall through the cracks
After-hours emergency calls go to voicemail
Tech assignments still happening in group texts
Review requests sent manually (which means never)
Every hvac crm engagement ships with:
Maintenance-plan engine
Recurring Stripe billing, automated renewal reminders, tune-up scheduling, expiration alerts. Protects 30-40% of annual revenue.
Emergency dispatch routing
After-hours form routes to on-call tech via SMS with ETA confirmation back to customer.
Tech assignments
Drag-and-drop scheduler, tech mobile app, GPS check-in, photo capture, customer-facing job status.
Automated review engine
Closed call triggers SMS + email review request. 4-5 star to GBP, 1-3 star to private feedback first.
Sales pipeline for replacements
Tune-up flagged 'system on borrowed time' → replacement quote → sign → install. Stops $8K+ replacements from rotting in a follow-up tab.
Bundled with website
Not standalone — bundled with every RapidLocal HVAC site. Same monthly bill.
Your first 90 days with RapidLocal
Lead capture + dispatch
Every form, call, and SMS into one inbox. Owner notified in under 30 seconds. Missed-call text-back live from day one. Service tickets auto-create when a call comes in, with caller history and equipment notes attached.
Maintenance plan automation
Recurring maintenance plan billing (Stripe), automatic scheduling reminders 14 days before each tune-up, route-optimized day-of dispatch. Plans are the single highest-ROI HVAC product and most CRMs don't handle them.
Review + reactivation engine
Review automation after every install/repair, 60/90/180-day reactivation for cold leads, and birthday/anniversary touches to keep maintenance customers warm year-round. Recurring revenue from existing customers usually doubles by month 4.
RapidLocal vs. typical agency vs. DIY
| RapidLocal | Typical agency | DIY | |
|---|---|---|---|
| Setup fee | $0 | $1,000–$3,000 | $0 |
| Monthly | $99–$699 all-in | $200–$500/seat | $30–$100/seat |
| Lead → SMS routing | Included | Add-on | Self-configured |
| Missed-call text-back | Included | Add-on | Manual |
| Review automation | Included | Add-on | Manual |
| Per-seat fees | None | Yes | Yes |
An HVAC shop doubled maintenance plan signups in 90 days
Illustrative result: a 5-truck HVAC company on the Grow tier launched with 47 active maintenance plans. After 90 days of automated quote-time plan offers + post-install plan upsells via the CRM workflow, they had 112. Annual recurring revenue from plans went from $11K to $26K — pure margin, smoothing the slow shoulder months. Your numbers depend on current install volume and how aggressive your plan pricing is.
Compare contractor CRMsFrom $99/mo. Everything bundled.
Website, CRM, sales automation, scheduling, and analytics — one flat price, no per-seat fees. HVAC pages, SEO, and lead routing are included on every plan.
CRM for hvac — FAQ
Is the CRM extra?
No — bundled with every HVAC website.
How does it compare to ServiceTitan / Housecall Pro?
ServiceTitan is overkill for shops under $5M revenue. Housecall Pro is great if you already use it — we integrate with both. Ours is bundled with the site and covers what 80% of HVAC shops actually need.
Stripe-integrated maintenance plans?
Yes — recurring billing, auto-renewal, expiration alerts, branded customer portal.
After-hours dispatch SMS routing?
Yes — on-call rotation, customer ETA confirmation, escalation if tech doesn't respond in N minutes.
QuickBooks integration?
Yes — invoices, payments, customer sync to QBO.
Mobile tech app?
Yes — mobile web app, no install. Photo upload, job status, GPS check-in.
Data export if we leave?
Full CSV + photo export anytime.
Setup time?
14-21 days total including website, CRM, content migration, team training.
Ready to own hvac crm in your metro?
One trade per city. 30-min call to scope.