⚡ Built in Chandler, Arizona · Serving HVAC contractors nationwide
CRM Software Built for HVAC Contractors
Reviewed by Charlie DeFelice, founder of Viking Marketing
An AC dies at 95 degrees and the homeowner is texting three contractors at once. Whoever replies first, books the job. Viking's HVAC CRM answers every service request in seconds, tracks the job from first contact to invoice, and keeps your dispatch board and customer history in one place instead of scattered across a notepad and a group text.
✓ Replies to service requests in seconds, 24/7. ✓ Tracks every job from call to invoice.
✓ Automatic maintenance and seasonal follow-up. ✓ Flat price, no per-job fees
What an HVAC CRM Actually Does
An HVAC CRM is software that keeps every customer, job, and follow-up in one system instead of split across a phone, a whiteboard, and a spreadsheet. A good one for a contractor does two jobs at once: it answers new leads fast enough to win the job, and it tracks the customer relationship long enough to bring them back for the next tune-up, filter change, or system replacement. Viking combines both in one platform, with an AI that handles the first reply and a CRM underneath that keeps the record straight.
Why HVAC Leads Get Lost Between the Truck and the Office
A homeowner with a dead AC unit doesn't wait for a callback. They text or call two or three companies at once and book with whoever answers first and sounds like they know what's going on. If your team is mid-install or on a service call, that lead goes to voicemail or an unanswered text, and it's gone.
The second failure point is after the job. A completed tune-up with no follow-up system means no reminder before next summer, no filter-replacement nudge, and no review request. Most HVAC contractors are sitting on years of past customers who would book again if someone simply reached out at the right time.
Viking's AI fixes the first-response problem the moment a lead comes in, and the CRM underneath fixes the second by keeping every past customer on file and reachable.
How the HVAC CRM Works
Viking's AI runs on the same channels and core capabilities covered in detail on the AI appointment setter page, text, web chat, social, and email, trained specifically on HVAC service and install intake.
A customer reaches out.
No cool air, a strange noise, or a quote request for a new system, by text, web chat, Facebook, or Google Business message. It lands in your Viking inbox the moment it arrives.
The AI replies in seconds.
It greets the customer, asks whether it's a repair, maintenance, or install, and starts gathering the details a tech needs before rolling a truck.
It qualifies the job type.
System age, symptom, and urgency get captured up front, so your dispatcher isn't starting from zero when the ticket lands in the CRM.
It books the appointment.
The AI offers real openings straight from your calendar and confirms the service window, no back-and-forth phone tag.
The job stays tracked end to end.
The customer's history, the completed job, and any follow-up (maintenance reminder, review request, seasonal check-in) live in the same CRM record automatically.
AI Dispatcher vs. a Human Answering Service
| Offer | Human Answering Service / Front Desk | Viking's AI |
|---|---|---|
| Cost | $2,800 to $3,600/month* | From $297/month |
| Hours | Business hours, or after-hours upcharge | 24/7, no upcharge |
| Response time | Minutes to hours | Under 60 seconds |
| Leads handled at once | One | Unlimited |
| Logs job details to a CRM | Manual, if at all | Automatically |
| Follow-up reminders | Requires a separate system | Built in |
*Based on the BLS median wage for dispatchers ($21.20/hour, May 2024) plus typical after-hours answering-service surcharges. Source: bls.gov/ooh/office-and-administrative-support/dispatchers.htm
A dispatcher's time is worth more spent coordinating trucks and techs than manually re-typing intake notes. The AI handles the first response and the qualifying questions, so your team only picks up when a real decision needs a human.
More Than a Scheduling Tool
Most HVAC scheduling tools stop at the calendar. They don't track the customer relationship past the invoice, and they don't have any connection to your reviews or your existing tools.
Viking's HVAC CRM is one part of a full platform. The same system that books the appointment also:
- ✓Auto-replies by text the instant a call goes unanswered, so a tech on a job never turns into a lost lead
- ✓Logs the full job history and equipment notes in one customer record
- ✓Re-engages old customers who haven't booked a tune-up in a year or more
- ✓Sends a review request automatically once a job is marked complete
- ✓Lets your office team see and join any conversation from one shared inbox
You are not adding another disconnected scheduling app. You are running one platform that handles the customer from first call to next season's tune-up.
What Real Businesses Say About Viking
We had a great experience working with Viking Marketing. They helped us set up an automated text messaging system and improve lead funnel. They're really knowledge and just really great to work with.
Charlie went above and beyond for my business. There are a lot of marketing companies out there, but very few operate like Viking Marketing. Charlie and his team delivered exactly what I wanted, within the timeline they promised, handled every change I requested without issue, and made the entire process smooth. 10/10 experience. Highly recommend.
Charlie helped me build a conversational chatbot for one of my clients. Super easy to work with and delivered exactly what we needed. Highly recommend!
This company is the best! Their custom support is so quick and knowledgeable. I’ve never had an issue and not had it addressed and also been taught how to fix it in the future myself at the same time.Charles and his team are the best at what they do. Look not further for help from this company is you’re a small business!
Charlie is super knowledgeable about AI bots and makes amazing booking bots. I don’t know what my business would do without him.
Charlie is hands down the most knowledgeable person when it comes to AI Assistants. He’s ability to breakdown such complex systems and prompts makes it easy to understand and absorb!
These guys are INCREDIBLE! Super responsive; their customer support is OFF THE CHARTS! We were able to scale to 20+ Inbound booked apts PER DAY in just a few weeks.No more dialing leads - just inbound apts- its a beautiful thing
Charles has helped grow my company exponentially. He is a marketing genius. I’m extremely blessed to have crossed paths with him and very grateful for everything he has done for me and my company. Best customer service I could ever ask for. I highly recommend Charles if you are trying to grow your business.
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.
the Viking Marketing is awesome! Charlie and his team are help me alot. they always respond super fast. They're super friendly and helpful too. They're great at advertising and all what you need for your business ! Definitely recommend them!
Charlie and crew are the best marketing group out there. Highly recommend.
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!
Working with Charlie @ Viking Marketing has been thoroughly delightful and I can give him the strongest of endorsements. He helped us stand up our High Level instance, complete with automations and integrations, in less than two weeks. Once we signed on I felt like Charlie was very dedicated to getting us stood up. I regard him as being a subject matter expert, valuable resource, and advocate for the success of our business. Go Viking Marketing!
Charlie and the team at Viking Marketing are great and easy to work with! Very helpful to my business.
Viking Marketing has been amazing to work with. They have a platform that has blown me away and I would highly recommend them. Excellent communication and customer support.
Top-notch service! Charles and his team quickly and efficiently set me up with a solution that will no doubt catapult my business forward. Always goes above and beyond to deliver an exceptional product, give these guys a shot you will not be disappointed!
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!
A pleasure to work with is an understatement. Responsive and willing to do whatever it takes to get the job done and have their customers satisfied is certainly my experience. I will gladly refer Charles and his team at Viking Marketing to anyone. 5 out of 5 stars for service and overall customer experience.
Charles was great to work with. Always answers thr phone when you need him and works diligently to complete the task.
Charlie just helped me out big time with setting up a ChatAI Bot.I was really struggling to get it up & running & Charlie was kind enough to jump on a quick Zoom to help me get this fixedHe knows his stuff 💪
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!
Built for Every Local Service Industry
Not on this list? The AI works for any appointment-based or service business that lives by its lead response time.
Serving agencies in Phoenix, Scottsdale, Tempe, Chandler, and across the U.S. See all locations →
Frequently Asked Questions
No. Viking handles the first customer reply, qualifies the job, and books it to your calendar. Your dispatcher still assigns the truck and manages the day's route. Viking's CRM keeps the customer and job record clean so your dispatcher isn't re-entering details by hand.
Still have questions?
Our team will answer all your questions.
We ensure a quick responses.
Book a 15-min call with our team
Every No-Cool-Air Call Deserves a Faster Answer Than Voicemail
Every service request that sits unanswered for an hour is a job your competitor is about to book. Book a 15-minute walkthrough and see exactly how Viking's HVAC CRM would handle your leads and your schedule.
Or call us directly: (480) 360-4644 and talk to a real person in Chandler, Arizona.