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Industries/HVAC/CRM

HVAC CRM

HVAC CRM for system sales and service calls

ECHOPS is an HVAC CRM that puts every call, form and lead email on one board, books the comfort visit and sends good, better and best system quotes. Every follow-up counts itself, so an unsold estimate doesn’t get lost in the next heat wave.

How it works

How an HVAC CRM works a replacement lead

  1. The lead lands on one boardWebsite forms, Google Ads lead forms, CallRail calls and forwarded Angi or Thumbtack emails arrive with their source. With Phone & texts, calls and texts to your number land there too, and speed-to-dial rings your team the moment a form lead comes in during your hours.
  2. Book the comfort visitPress Mark Scheduled, pick the day, the time and the comfort advisor, and ECHOPS books the appointment and opens the deal. Give the visit its own appointment type with questions such as the system’s age, the fuel and what it’s doing. Homeowners can also book from your online booking page.
  3. Quote good, better and bestPrice equipment, labor and add-ons from your price book with your markups. Duplicate the quote as a new option for each tier, send all three together, and add a payment plan or lender financing.
  4. Follow up until there’s an answerEach call, text and email counts on the lead’s follow-up grid. You see when the quote link was opened, and the Overview’s Suggestions bring a quote that’s gone quiet back to the top.
  5. Signed, then scheduledThe homeowner signs online or on your tablet, and the deal moves to Won by itself. The job becomes a project: equipment pulled from the signed quote into an order, tracked to delivery, and the install on the weekly schedule.
  6. Callbacks get the warranty answerOpen a service ticket and ECHOPS checks the call date against the completion date and your warranty months. Book the visit, route the day and record what fixed it.
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Lead sources

Where HVAC leads come in

Lead source
In ECHOPS today
Website and landing-page forms
Live. Any form, Webflow, WordPress or Zapier posts to your private lead door.
Google Ads lead forms
Live. The lead arrives the moment someone submits the form.
CallRail
Live. Each new caller becomes a lead with the ad or page they came from.
Angi, Thumbtack and other marketplaces
Live. Forward their lead emails; the name, phone and project are read for you.
Your business number
Add-on. With Phone & texts, calls and texts join the lead’s record.
Google Local Services and Facebook lead ads
Yes. Both come in on their own as new leads.

Features

What CRM software for HVAC does all day

Calls that reach a person

Incoming calls ring the people you choose in the browser, then a cell phone, then voicemail. Recorded calls, with a spoken notice, are summarized onto the lead with the project, budget and timeline.

Texts with photos

Two-way texts on the lead and the deal. A homeowner can text a picture of the old unit’s label, and it lands in the thread.

Follow-ups that count themselves

Day 1, Day 2 and Day 3 fill in as you call, text and email. Each person’s due follow-ups arrive by email every morning.

Tiered quotes with financing

Options in one send, discounts and tax worked out, and payments by stage or through a lender’s financing.

The week’s visits, assigned

Each estimate shows who’s free and each advisor’s load. Assigning gives that person the lead and the deal.

Lead sources, in dollars

Each channel’s leads, estimates booked, jobs won, revenue and cost per lead, so you see which ads pay.

Buying advice

Choosing a CRM for HVAC: what to check

Most shops buy a CRM to stop losing replacement leads. Test these with your own leads in any trial.

  • Every source you pay for. List your lead sources and check each one by name. Google Local Services leads come in on their own; Facebook lead ads arrive once Meta finishes its app review.
  • Time to first call. An email alert isn’t enough on a hot afternoon. Look for a system that rings a person when a form comes in.
  • Options and financing in one quote. System sales are won on choices. Tiers, discounts and a payment plan should sit in one document the homeowner can sign.
  • Follow-up on unsold estimates. The money sits in quotes that went quiet. The CRM should count every touch and remind you, not leave it to memory.
  • Your mix of work. If most of your day is one-visit repairs, memberships and card payments on the spot, a dispatch-first field service tool may suit you better. ECHOPS fits shops that sell systems and run installs as projects.
  • A published price. Know the monthly cost and the users it covers before any sales call.

Weighing names? See ECHOPS vs ServiceTitan and ECHOPS vs Housecall Pro.

Straight answers

What HVAC buyers ask about and where ECHOPS stands

  • Google Local Services and Facebook lead ads: Local Services leads come in on their own now; Facebook lead ads once Meta finishes its app review.
  • Card or ACH payments: yes. Clients pay invoice links by card, Apple Pay, Google Pay or ACH, and ECHOPS sends the reminders.
  • Maintenance agreements and memberships: service plans repeat visits and bill per visit or monthly; no membership discounts.
  • Equipment history: no list of model and serial numbers per home.
  • App-store apps, offline mode and GPS: ECHOPS runs in the phone’s browser and installs to the home screen, with an iPhone app on the way. It needs a connection, and routes are planned, not tracked.
  • QuickBooks Online: live; clients, jobs, invoices, payments and job costs go to your books on their own. Google Calendar and Outlook sync are live too.

Mostly repair calls? Invoices are made from a signed quote’s payment plan. If quick repair tickets fill most of your day, run a few through the trial before you decide.

Price

What an HVAC CRM costs with ECHOPS

What
Price
Solo, Crew or Company
$149 a month with 3 users, $299 with 8 or $599 with 20. Extra users are $25 a month, and paying yearly costs 10 months.
Phone & texts
$79 a month on Solo and Crew, included in Company. Extra numbers are $10 a month.
Special price
Your first two months are $49 (Solo), $59 (Crew) or $69 (Company) a month, then the regular price. Limited spots.
What’s on this page
Every plan. Calls, texts and speed-to-dial need Phone & texts; your own automation rules need Crew or Company.

Try it before the busy season. The trial runs 14 days with no credit card, and your workspace is ready in minutes. See the full pricing page.

Questions

HVAC CRM questions

What CRM software is best for HVAC contractors?

The one that fits how you make money. Replacement-focused shops need fast lead response, tiered quotes with financing and counted follow-ups. Shops built on memberships and daily repair calls need agreements, dispatch and card payments. ECHOPS is built for the first kind, and covers the second with service plans and online payments; it has no membership discounts or card reader yet.

How much does an HVAC CRM cost with ECHOPS?

Solo is $149 a month with 3 users, Crew $299 with 8 and Company $599 with 20. Extra users are $25 a month, and paying yearly costs 10 months. Phone & texts adds $79 a month on Solo and Crew. There’s no setup fee, and the 14-day trial needs no credit card.

What features come with HVAC CRM software in ECHOPS?

One leads board for every source, counted follow-ups, appointment types and online booking, quotes with options and financing, tracked quote links, projects and orders, service tickets with warranty dates, and marketing numbers by lead source.

Can homeowners pay through the CRM?

Yes. ECHOPS makes invoices from the payment plan, and homeowners pay the invoice link by card, Apple Pay, Google Pay or ACH. Payments taken another way are recorded by hand.

Can I bring in my customers and old service tickets?

Yes. Leads, past jobs and past service tickets come in from CSV files. Old tickets match to jobs by number, phone, email or name.

Can a comfort advisor sell from a tablet?

Yes. ECHOPS runs in the browser on a tablet or phone. Build the quote at the kitchen table and have the homeowner sign on your device, or send the link and see when it’s opened.

Does ECHOPS also handle HVAC estimates?

Yes. The lead turns into a quote built from your price book, with Good, Better and Best options and a payment plan. See HVAC estimating software.

Related

Keep reading

ECHOPS for HVAC

Installs, service calls and routes in one system.

See the trade page →

CRM for contractors

The full leads board, follow-ups and deals.

See the CRM →

HVAC estimate template

A free template for system quotes.

Get the template →

Service calls and routes

Warranty tickets and the driver’s day.

See service calls →

Phone and texting

Calls, texts, recordings and speed-to-dial.

See phone and texting →

Starting an HVAC business

A step-by-step guide for new shops.

Read the guide →

Your next job,
from one place

Try ECHOPS free for 14 days with your own leads and jobs. No credit card, and your workspace is ready in minutes.

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Special price: your first 2 months from $49/mo. Limited spots, so sign up today.