HVAC CRM Software That Keeps Every Customer in One Place

The Problem: Customer Info Is Everywhere

A customer calls, and nobody can find the last bill. A tech pulls up to the house and doesn’t know what was fixed last time. The office types the same person in twice. Now you have two records for one customer.

• Phone numbers and emails live in someone’s phone
• Job history is spread across paper and old bills
• Two records split one customer’s history in half
• Nobody knows who still owes you until month end

How Fieldstone Helps: An HVAC CRM Built Around the Job

Fieldstone is a CRM for HVAC companies. It ties each customer to their sites, their units, and their work. Open one record, and you see the whole story.

Your techs use the HVAC CRM app on iPhone and Android. The office uses it on the web.

1. Add the customer, or import your list from a spreadsheet.
2. Add their service address as a site, plus any other sites they have.
3. Add the HVAC systems at each site.
4. Book jobs, send HVAC estimates, and bill from the same customer.
5. Open the customer anytime to see what’s owed and what’s been done.

Customer management is part of Fieldstone’s HVAC field service software. Book the visit with HVAC scheduling software. Then send the tech with dispatch.

Customers, Contacts, and Sites in One Record

Good HVAC customer management software starts with a clean record. Each customer is a person or a business. Keep their name, phone, email, and addresses in one spot.

For a business, add the people you deal with, like the office manager. Each site gets its own address, map pin, and office notes. A landlord with three rentals stays one customer with three sites.

Every Job, Quote, Bill, and Payment

Open a customer to see where things stand. The top of the page shows what they owe and what they’ve paid. It also shows how many jobs you’ve done and the date of the last one.

Below that are their jobs, estimates, invoices, and payments. Tap any one to open it. When a customer calls, the answer is right there.

Each site also lists its HVAC systems and past jobs. Our HVAC equipment tracking keeps the serial number, specs, and warranty for each unit.

Find and Merge Duplicate Customers

Duplicates sneak in when two people book the same customer. Fieldstone warns you when a new customer looks like one you already have.

Already have a duplicate? Open the customer and tap Find Duplicates. Pick the match and merge it into the one you keep. Its jobs, quotes, bills, payments, and sites move over too. Merging needs a connection.

Bring Your Customer List With You

Coming from a spreadsheet? Import your customers from an Excel or CSV file. Need your list somewhere else? Export it to Excel or CSV anytime.

Use QuickBooks Online? Customers, invoices, and payments sync with your books. Fieldstone checks for changes every hour. When you merge two customers, their QuickBooks links move to the one you keep. Learn more about QuickBooks for HVAC shops.

Pay Links and Cards on File

Email each customer their own portal link. They can see what they owe and what they’ve paid, and pay by card. You can text the link too, once texting is set up.

When Stripe Connect is on, cards a customer saves show on their record. On the job, your tech takes the card on site in Fieldstone through Stripe Connect. That’s part of our HVAC invoicing software. Card payments need a connection.