CRM for HVAC companies that sell agreements, dispatch fast, and retain customers

A homeowner with a broken furnace in January calls the first HVAC company that answers. ProFlow360 centralizes every inbound channel—website forms, Google calls, and referrals—and triggers instant follow-up sequences so your team responds in minutes, not hours.

Qualifying forms capture equipment age, last service date, and urgency level. Dispatchers use that information to route calls appropriately and set realistic arrival windows, which reduces callbacks and builds trust before the tech even pulls into the driveway.

• Unified inbound queue with SLA timers and automated response sequences
• Emergency call escalation that bypasses standard queues for no-heat and no-cool situations
• Qualifying intake forms that capture equipment details and access instructions

HVAC technicians should never walk into a home blind. ProFlow360 stores each unit's model number, serial number, SEER rating, refrigerant type, filter size, and full service history in the customer record. When a tech pulls up the account from their phone, they see everything they need before touching the equipment.

Equipment lifecycle tracking surfaces replacement opportunities at the right time. When a unit approaches the end of its expected service life or duct inspection notes flag efficiency issues, the system queues a replacement recommendation automatically.

• Per-unit records for model, serial, refrigerant, SEER, install date, and service log
• Lifecycle alerts that trigger replacement proposals when equipment ages out
• Duct inspection notes and heat load calculation storage tied to each property

Service agreements are the most profitable product in any HVAC company's portfolio. ProFlow360 makes it easy to present agreement options at the close of every service call, automate renewal billing, and track expiration dates across your entire customer base.

Segment agreement customers by tier, equipment age, and service history to run targeted upsell campaigns. Customers on agreements already trust you—they're the most likely to say yes to duct sealing, indoor air quality upgrades, and system replacements.

• Agreement templates for maintenance-only, priority service, and parts-and-labor tiers
• Automated renewal billing, expiration reminders, and lapsed-agreement win-back sequences
• Agreement customer segmentation for targeted upgrade and replacement campaigns

Spring and fall maintenance rushes can make or break an HVAC company's profitability. ProFlow360 automates seasonal outreach campaigns, fills your calendar before the rush, and generates optimized daily routes that reduce windshield time and increase calls per tech per day.

Drag-and-drop scheduling handles last-minute additions, cancellations, and emergency callouts without creating gaps. Techs receive updated job packets on their phones the night before so mornings run smoothly even when the schedule changes overnight.

• Seasonal campaign automation for spring AC and fall heating tune-up outreach
• Route optimization that maximizes calls per technician per day
• Live schedule board with drag-and-drop rescheduling and tech capacity tracking

Replacement proposals need to be clear, professional, and fast. ProFlow360 generates branded proposals with equipment specs, efficiency comparisons, and financing options that homeowners can review and sign from their phone. Sales reps get notified the moment a proposal is viewed so they can follow up while interest is highest.

Track close rates by technician, equipment brand, and proposal type. Use that data to sharpen your pricing, adjust which systems you quote first, and coach your team on the conversations that convert hesitant homeowners into installation customers.

• Replacement proposal templates with SEER comparisons and utility savings estimates
• Financing integration for same-as-cash and low-monthly payment options
• Proposal analytics showing view time, acceptance rate, and follow-up impact

Running a profitable HVAC company requires visibility into agreement renewal rates, average ticket size, and technician productivity at the same time. ProFlow360 dashboards surface all of it in one view so owners can spot problems and opportunities without pulling reports from three different systems.

Forecast seasonal revenue by combining booked maintenance visits, open replacement bids, and agreement renewals. Confident capacity planning lets you hire seasonal help at the right time and run targeted promotions when the calendar has room.

• KPI dashboards for agreement revenue, average ticket, and technician utilization
• Seasonal revenue forecasting combining maintenance, installs, and agreements
• Customer lifetime value tracking to identify your most valuable accounts