⚡ Built in Chandler, Arizona · Serving HVAC contractors nationwide
HVAC CRM Software That Answers Every Lead and Books the Job
Reviewed by Charlie DeFelice, founder of Viking Marketing
Updated October 28, 2026
An AC dies at 95 degrees and the homeowner texts three contractors at once. Whoever replies first usually books the job. Viking's HVAC CRM replies in seconds, day or night, asks whether it is a repair, maintenance visit or install, books it to your calendar, and keeps the customer on file for the next tune-up.
Flat from $297/month. No setup fee, no contract, no per-job fees. · How it works · Pricing · Viking vs field service software · FAQ
- Replies to service requests in seconds, 24/7.
- Text, web chat, social and email.
- Books straight to your calendar.
- Works alongside your dispatch software
Why HVAC Leads Get Lost Between the Truck and the Office
A homeowner with no cool air does not wait for a callback. They message two or three companies at once and book with whoever answers first and sounds like they know what they are doing. If your techs are mid-install and the office is on the other line, that lead sits unanswered, and by the time someone replies it has gone.
The second leak comes after the job. A finished tune-up with no follow-up system means no reminder before next summer, no review request and no nudge when the system is old enough to replace. Most HVAC companies are sitting on years of past customers who would book again if someone reached out at the right time.
Viking closes both gaps. The AI handles the first reply the moment a lead arrives, and the CRM underneath keeps every customer on file and reachable.
How the HVAC CRM Works
Five steps, from the first message to a booked service call, with nobody in the office stopping what they are doing.
A customer reaches out.
No cool air, a strange noise or a quote for a new system, by text, website chat, Facebook, Instagram or email. It lands in your Viking inbox the second it arrives.
The AI replies in seconds.
A real reply goes out within seconds, day or night, instead of a generic "we got your message."
It qualifies the job.
Repair, maintenance or install. Symptom, system age and urgency for a repair; home size and unit count for a replacement quote. Your rules, your questions.
It books the service window.
The AI offers real openings from your connected calendar and confirms the time in the conversation. No phone tag.
The customer stays on file.
The conversation, the job details and every follow-up (review request, maintenance reminder, seasonal check-in) save to the same customer record.
What an After-Hours No-Cool Call Looks Like
A Saturday-evening request, qualified and booked in about two minutes. The AI asks what your CSR would ask, then offers real openings.
Viking AI
Replying for your HVAC company
Text message · Today
Repair · residential · 12-year-old system · booked tomorrow 8 to 10 AM
Illustrative example only, not a real customer exchange. Questions, service windows and wording are set to match your business.
What Real Businesses Say About Viking
I am a momprenuer and I own two companies, a solar company and a holiday lighting installation company. I found myself beneath an overwhelming amount of admin work and I turned to Viking Marketing tor help! They helped me to move all my current customers & custom designed automation that (in the middle of my busiest time). On top of that they helped me to connect all my socials, my website, my business google, and my multiple phone numbers to one centralized location. This company CARES! They spent countless hours making sure I am set up perfectly! All my systems are working! Invoicing is automatic now! Scheduling is automatic! Just that alone saves me hours of time DAILY! Allowing me more time to grow my business and focus on the things! SEO is integrated too! I am excited for the future of my business! Thank you Viking Marketing! You are an answer to my prayers!
WOW! Viking Marketing have transformed my solar installation business with their new and cutting edge AI automation solution.Because of their innovation I no longer have to pay out commissions and now have a 24/7 sales team without the cost, this has solved all my speed to lead and out of hours problem.Highly recommend contacting them, Charles will over deliver with unreasonable hospitality.You have nothing to lose and will likely regret not doing so in the next year, this AI tech is mind blowing. You don't want to get left behind.Thank you!
Charles and his team has helped us grow our business in various ways. With his CRM and automation setup it provides an opportunity so we can focus more on our sales and let the automation help us. Charles is very supportive whenever we need any help with the systems he manages for us.
Launched an AI bot and Charlie has been super helpful launching and updating the bot. It was an instant win for us and has booked hundreds of appointments for us and removed the need to have full time engagement specialist replying.If you’re in the fence about AI campaigns … don’t be… this does an amazing job.Charlie is the man for this!
How Much Does HVAC CRM Software Cost?
How this category is priced
Per-technician or per-user pricing
Most field service platforms charge by user or technician, so the bill grows with your crew.
Quote-only pricing
Larger platforms often publish no price and quote after a sales call.
Flat monthly plans
One price for the whole team, however busy the season gets.
Check what a quoted price leaves out: setup fees, per-user seats, text-message add-ons and annual contracts.
Viking flat monthly plans, from
$297/mo
No setup fee, no per-seat or per-job charges, no long-term contract
What each plan includes
- Starter, $297/mo: missed call text back, AI web chat, basic CRM and lead tracking, automated review requests, text and email inbox
- Growth, $497/mo: everything in Starter, plus the 24/7 AI sales assistant, database reactivation, advanced pipeline tracking and invoicing
- Pro, $997/mo: everything in Growth, plus multi-channel AI, advanced analytics and priority support
- Every plan: 48-hour setup by our team, no per-seat fees, cancel anytime
HVAC CRM vs. Field Service Software: Which Do You Need?
Most "HVAC software" is field service management: dispatch boards, tech routing, price books. Viking is the CRM that wins the job before any of that starts.
| Job to be done | Field service software (dispatch, routing) | Viking HVAC CRM |
|---|---|---|
| Reply to a new lead at 9 PM | Usually waits for a person | AI replies in seconds, 24/7 |
| Ask repair, maintenance or install | A CSR asks by phone | The AI asks in the conversation |
| Book the service window | Office books by hand | AI books from your calendar |
| Assign trucks and route techs | Yes, built for it | No, keep your dispatch tool |
| Price books and on-site estimates | Usually included | Not included |
| Review requests and reactivation | Sometimes, often an add-on | Built in |
| Pricing | Often per technician | Flat from $297/month |
A general comparison of the two categories, not of any single product. Field service platforms such as ServiceTitan, Jobber and Housecall Pro vary in what they include, so check the specific tool you are weighing.
Running dispatch software already? Viking sits in front of it and hands your office a booked, qualified job. Running a small shop on a whiteboard and a phone? Viking may be all the CRM you need until you are routing several trucks a day.
What to Look For in the Best CRM for HVAC
Bring these questions to every demo, including ours. Ask for the answers in writing.
How fast does a new lead get a reply after hours?
A good answer: Seconds, by text or chat, 24/7
A red flag: "We send you a notification"
Can it tell a repair from an install?
A good answer: Yes, with your own qualifying questions
A red flag: One generic form for every job
Does it book to my real calendar?
A good answer: Live openings, confirmed in the conversation
A red flag: "Someone will call you back"
What happens after the job?
A good answer: Review requests and maintenance reminders on the same record
A red flag: A separate app for each
What will I pay in July with my whole crew on it?
A good answer: One flat number
A red flag: Per-tech or per-text pricing with no cap
AI Booking vs. Hiring Another CSR
| Offer | Another in-house CSR or dispatcher | Viking's AI |
|---|---|---|
| Cost | About $4,070/month in wages* | From $497/month (Growth plan) |
| Hours | One shift, plus overtime in peak season | 24/7, no overtime |
| Response time | Minutes to hours | Under 60 seconds |
| Leads handled at once | One conversation at a time | Every lead at once |
| Logs job details to the CRM | By hand, when there is time | Automatically |
| Follow-up reminders | If someone remembers | Built in |
*BLS national median wage for dispatchers (except police, fire and ambulance), $48,880 a year, May 2024, divided by 12. Wages only, before payroll taxes and benefits. Source: U.S. Bureau of Labor Statistics
The AI does not replace your office. It takes the first reply and the intake questions, so your CSR and dispatcher spend the day on the jobs that need a person.
More Than a Booking Tool
Most HVAC scheduling tools stop at the calendar. Viking's HVAC CRM is part of one platform, so the system that books the job also keeps the customer coming back:
- ✓Texts the caller back the instant a call goes unanswered, so a tech on a ladder never turns into a lost lead
- ✓Keeps job history and equipment notes on one customer record
- ✓Re-engages past customers who have not booked a tune-up in a year or more
- ✓Sends a review request automatically once a job is marked complete
- ✓Lets your office see and join any conversation from one shared inbox
One platform from the first message to next season's tune-up, not another disconnected app.
Maintenance Agreements and Seasonal Tune-Ups
Maintenance agreements are what keep an HVAC company's calendar full between heat waves and cold snaps. The hard part is not selling the plan. It is remembering to bill it, book the visits and renew it a year later.
Viking keeps every agreement on the customer's record. Recurring invoices with auto-pay bill the plan on its cycle: the customer saves a card once and each payment collects on its due date. Spring and fall tune-up reminders go out by text, and the customer books the visit in the same conversation.
When a plan is due to renew, or a customer has not booked a tune-up in a year or more, Viking follows up automatically, so agreements do not lapse because nobody had time to call. Recurring billing and reactivation are included from the Growth plan, $497 a month.
Live in About 48 Hours, Set Up by Our Team
Most HVAC contractors are live within 48 hours. Our team does the setup; you spend about 30 minutes reviewing how the AI talks before it goes live.
We learn your service calls.
Your services, service area, hours, emergency rules and the questions your CSR asks for repairs, maintenance and installs.
We connect your channels.
Your text number, website chat, Facebook, Instagram, email, calendar and existing customer list all connect to one system.
You review it and go live.
You check the wording, then the AI starts replying. Your office sees every booking and can step into any conversation.
An HVAC CRM is customer relationship management software for heating and cooling contractors: it keeps every lead, customer, job and follow-up in one system instead of split across a phone, a whiteboard and a spreadsheet.
A good one does two jobs. It answers new leads fast enough to win the job, and it keeps the customer relationship going long enough to bring them back for the next tune-up, repair or system replacement.
It is different from field service software, which dispatches trucks and routes technicians once the job is booked. Viking handles the part before and after the truck: the first reply, the booking and the follow-up.
Keep reading
Related Guides for HVAC and Home Service Contractors
The same fast-reply CRM is set up for other trades, and the rest of the platform keeps a customer from slipping away after the first job.
Built for Every Appointment-Based Business
Not on this list? The AI works for any appointment-based or service business that lives by its lead response time.
Serving businesses in Phoenix, Scottsdale, Tempe, Chandler, and across the U.S. See all locations →
Frequently Asked Questions
It depends on where you lose jobs. If leads go cold before anyone replies, you need a CRM that replies in seconds and books the job, which is what Viking does. If you are routing several trucks a day, you also need field service software for dispatch. Many contractors run both: Viking in front, dispatch software behind it.
Still have questions?
Our team will answer all your questions.
We reply quickly, usually the same day.
Book a 15-min call with our team
Every No-Cool Request Deserves a Faster Answer Than Voicemail
Book a 15-minute walkthrough and see exactly how Viking would handle your service requests, using your own job types and schedule. Flat from $297 a month, no setup fee, no long-term contract.
Or call us directly: (480) 360-4644 and talk to a real person in Chandler, Arizona.