HVAC CRM: Customers, Properties, Units and Maintenance Contracts
An HVAC CRM is organised around equipment, not just names: who owns which furnace, at which address, installed when, serviced when, and on which contract. Describe how you track customers to Mythex and it builds the CRM with renewals listed before they lapse.
Who it's for
HVAC companies whose service contracts nobody remembers to renew, whose unit history sits in technicians' heads, and who miss replacement sales on systems they have repaired three times.
What you can build
- Customers linked to properties and the units at each
- Unit model, serial number and install date
- Maintenance contracts with visit frequency and renewal date
- Replacement leads flagged by technicians
- Commercial accounts and homeowners tracked separately
- Service history with technician notes per visit
Customer, property, unit
A landlord might own six houses, each with a furnace and a condenser. Structure the CRM in three levels so every visit, note and invoice attaches to the right unit. When a unit fails years later, the model, serial and install date are already there.
Renewals a month ahead
Each contract carries a start date, visit frequency and renewal date. A list of renewals due in the next sixty days becomes a weekly task, and lapsed contracts stand out. Contract customers are your steady income in the quiet seasons, so this list is worth more than any marketing.
- Renewals due in 60 days
- Visits due this month
- Lapsed contracts to win back
Every repair on an old unit is a lead
Let technicians flag units that are old or keep failing. The flag creates a replacement lead with the unit details, and the office follows up with a quote before next season. Track quotes sent and won so you know what the pipeline is worth.
Mistakes to avoid
Do not store contacts without an address; in HVAC the address is the record. Do not mix commercial and residential pipelines. And import active contracts first, then past customers.
A prompt to start from
Make a CRM for my HVAC company. Customers have one or more properties, each with units (type, make, model, serial, install date) and a service history. Maintenance contracts have visit frequency and renewal date, with a list of renewals due in 60 days. Technicians can flag a unit as a replacement lead, which moves through quote sent, won and lost.
Questions
Can the CRM warn us when maintenance contracts are about to expire?
Yes. It can list contracts up for renewal in the next month or two. Sending renewal emails automatically needs an email service you connect.
Can I import my existing customer list?
Yes. Export it to CSV and ask Mythex for an import. Clean addresses first, since units attach to them.
Can technicians add notes from the field?
Yes. The app works in a phone browser, so notes, readings and photos can be added on site.
Do I need any coding skills?
No. You describe the fields and stages, and change them later by chatting.
How much does it cost?
The Free plan needs no card. Pro is $25 a month for a custom domain, code editing, export and more credits.
Templates to start from
- Sales Pipeline CRM Template — Drag-and-drop deals with forecasting
- Customer Health Dashboard Template — Churn scoring with explainable charts
- CRM Dashboard Template — Contacts, pipeline, and deal tracking
Guide
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