What is Flow CRM and why should an HVAC company use it?

People buy from contractors they know and trust, but it is hard to keep track of every lead, open quote and agreement renewal. Flow CRM is the virtual office manager that keeps sales, reminders and service history in one place.

Is it easy to set up and use?

Our support team will help you import current customers, equipment and agreements. We will also help you set up pipelines, seasonal reminder workflows, custom fields and quote templates for your business.

How much does Flow CRM cost?

One plan: $49 per technician per month, or $39.20 per technician per month billed annually. Office staff are free and every feature is included. The 30-day trial includes every feature. See the pricing page for the full breakdown.

Can my technicians use it in the field?

Yes. Flow CRM works on any phone or tablet. Technicians can look up equipment, add notes and photos, and send a quote from the customer's driveway.

Is there a mobile app or does it run in the browser?

It runs in the browser on any phone or tablet, so there is nothing to install from an app store and every tech is always on the latest version. Add it to the home screen and it opens like an app. A native app with offline access is not available yet.

How do my customers pay me?

Every invoice is emailed with a Pay now button. The customer pays by card from their phone through your own Stripe account, so Stripe's standard card fee comes out of the payout and the money goes straight to your bank; Flow CRM adds no fee. Cash and checks you take at the door are recorded on the invoice in two taps, and unpaid invoices get a reminder at 1, 7 and 14 days.

Does Flow CRM sync with QuickBooks?

Not yet. Flow CRM invoices the job and takes card payments through your own Stripe account, and exports invoices and payments as a QuickBooks-friendly CSV. A direct QuickBooks Online sync is on the roadmap.

Can I switch plans later?

You can add or remove technician seats at any point in the billing cycle, for example when you add technicians for the summer and scale back in the fall. Changes are prorated on the next invoice.

How do I pay for Flow CRM?

Flow CRM accepts all major credit cards through Stripe. You can pay monthly, or pay annually and save 20%.

Who can see and export my customer data?

Your team, by role. The owner and admins see everything; technicians see the customers and jobs assigned to them. Nobody at Flow CRM looks at your records unless you ask for help, and we never sell or share them. Ask us at any time and we send you a full CSV export of customers, equipment, jobs, quotes and agreements.

What happens to my data if I cancel?

You keep full access until the end of the period you paid for. After that your records stay readable for 90 days so you can export them or come back, and then they are deleted. Email us if you want them deleted sooner.

Built for HVAC contractors.
Engineered for busy seasons.

Track every service call, quote, invoice and maintenance agreement in one place, so nothing slips between the summer rush and the first cold snap.

With Flow CRM, you can:

See every customer's equipment, service history and open quotes on one screen.
Send install quotes from the field and get them signed the same day.
Invoice the job in one tap and get paid by card before you leave the street.
Renew maintenance agreements and send tune-up reminders automatically.
Keep technicians, trucks and the office on the same schedule.

Try Flow CRM today and see what a full schedule feels like.

Start your free trial Free to explore for 30 days. No credit card required. 30-day money-back guarantee on your first paid month. Your customer data is yours: ask and we send you a full export any time. How we handle your data

Customers Quotes Jobs Agreements

Tue, 3 jobs today

New requests $14,200

Hollis Family

AC not cooling

$180

Pine Ridge Bakery

Rooftop unit replace

$9,400

M. Okafor

Heat pump estimate

$4,620

Quoted $23,750

Delgado Residence

Furnace install

$6,800

Linden Dental

Mini-split, 3 zones

$11,400

T. Brandt

Duct cleaning

$550

Scheduled $1,140

Hawthorne HOA

Spring tune-up x4

$480

R. Sato

Capacitor swap

$240

Greenway Clinic

Filter service

$420

Run your HVAC business smarter and faster.

Flow CRM sends the follow-ups, tune-up reminders and agreement renewals on its own, so you can focus on the truck in front of you.

Quotes and installs

Win more replacement jobs.

From the first call to the signed estimate.

Track every lead, send good/better/best options from the driveway, and follow up before the competition does. Flow CRM knows which quotes are open, which are aging, and who needs a call today.

Quote #2317

Delgado Residence · Furnace replacement

Sent today

Good

80% AFUE single-stage

$5,400

Better

96% AFUE two-stage

$6,800

Customer picked

Best

Modulating + smart thermostat

$8,950

Viewed 2x · Signed 4:12 pm Schedule install

Invoicing and payments

Get paid before you leave the street.

Finish the job, tap once, and the invoice is in the customer's inbox with a Pay now button.

The invoice builds itself from the accepted quote or the job amount. Customers pay by card from their phone through your own Stripe account, so the money lands in your bank and Flow CRM adds no fee. Took a check at the door? Record it in two taps. Unpaid invoices get reminders on their own, and you always see who still owes you.

Invoice #3041

Hollis Family · Furnace repair · from job #1045

Paid

Diagnostic visit: $89.00
Igniter, hot surface: $100.00
Total due: $189.00

Pay $189.00 now

Sent to hollis@example.com2:10 pm
Opened on iPhone2:14 pm
Paid by card · Visa 42422:16 pm

Payout to Summit Heating & Air, Chase ••••6120. No Flow CRM fee.

Maintenance agreements

Fill the shoulder seasons.

Keep the schedule full when the phones go quiet.

Spring AC tune-up reminders, fall furnace checks, filter changes and agreement renewals go out on their own. Customers book the visit, and your calendar fills before the first heat wave.

Workflow: Comfort Plan, 2 visits a year

312 active agreements

Mar 15Spring tune-up reminder

Text + email sent to 148 customers
Mar 18Hawthorne HOA booked

Apr 2, 9:00 · 4 units
Sep 20Fall furnace check reminder

Scheduled to send
Nov 1Agreement renewal

Auto-renews with card on file

Service and dispatch

Everything about the customer, one tap away.

The office and the truck see the same record.

Equipment model and serial, warranty dates, past repairs and the last tech's notes live on one screen. Dispatch the nearest technician, and they arrive knowing what they are walking into.

Hollis Family

42 Juniper Ln · 14 min from Truck 3

Comfort Plan

Equipment: 3-ton split AC, 16 SEER
Installed: Jun 2021
Serial: 2421E48763
Parts warranty: Until Jun 2031

Service history

Today AC not cooling, suspect low charge Dispatched: Sam
Apr 3 Spring tune-up, filter replaced Tech: Priya
Aug 2025 Capacitor replaced under warranty Tech: Sam

Your soon to be favorite tool in the truck and the office

How to get started

1
Fill out the form

Start your free 30-day trial. You can be up and running in a matter of minutes. No credit card required.
2
Import your customers

Bring in customers, equipment and maintenance agreements from spreadsheets or your old software. Our team will help.
3
Run the season

Quotes go out faster, invoices get paid from the driveway, reminders send themselves, and every call lands with the right technician. Way less chasing.

Frequently asked questions

Straight answers. If yours is not here, email noreply@flowcrm.com.

What is Flow CRM and why should an HVAC company use it?: People buy from contractors they know and trust, but it is hard to keep track of every lead, open quote and agreement renewal. Flow CRM is the virtual office manager that keeps sales, reminders and service history in one place.
Is it easy to set up and use?: Our support team will help you import current customers, equipment and agreements. We will also help you set up pipelines, seasonal reminder workflows, custom fields and quote templates for your business.
How much does Flow CRM cost?: One plan: $49 per technician per month, or $39.20 per technician per month billed annually. Office staff are free and every feature is included. The 30-day trial includes every feature. See the pricing page for the full breakdown. See pricing
Can my technicians use it in the field?: Yes. Flow CRM works on any phone or tablet. Technicians can look up equipment, add notes and photos, and send a quote from the customer's driveway.
Is there a mobile app or does it run in the browser?: It runs in the browser on any phone or tablet, so there is nothing to install from an app store and every tech is always on the latest version. Add it to the home screen and it opens like an app. A native app with offline access is not available yet.
How do my customers pay me?: Every invoice is emailed with a Pay now button. The customer pays by card from their phone through your own Stripe account, so Stripe's standard card fee comes out of the payout and the money goes straight to your bank; Flow CRM adds no fee. Cash and checks you take at the door are recorded on the invoice in two taps, and unpaid invoices get a reminder at 1, 7 and 14 days.
Does Flow CRM sync with QuickBooks?: Not yet. Flow CRM invoices the job and takes card payments through your own Stripe account, and exports invoices and payments as a QuickBooks-friendly CSV. A direct QuickBooks Online sync is on the roadmap.
Can I switch plans later?: You can add or remove technician seats at any point in the billing cycle, for example when you add technicians for the summer and scale back in the fall. Changes are prorated on the next invoice.
How do I pay for Flow CRM?: Flow CRM accepts all major credit cards through Stripe. You can pay monthly, or pay annually and save 20%.
Who can see and export my customer data?: Your team, by role. The owner and admins see everything; technicians see the customers and jobs assigned to them. Nobody at Flow CRM looks at your records unless you ask for help, and we never sell or share them. Ask us at any time and we send you a full CSV export of customers, equipment, jobs, quotes and agreements. How we handle your data
What happens to my data if I cancel?: You keep full access until the end of the period you paid for. After that your records stay readable for 90 days so you can export them or come back, and then they are deleted. Email us if you want them deleted sooner.

HN Answers by Henrik Nordstrom, Founder, Flow CRM. Why I built Flow CRM

Take the guesswork out of running your HVAC business.

Quotes, invoices, payments, maintenance agreements and service calls, handled from the truck or the office.

Try it for free

Immediate access. No credit card required.

30-day money-back guarantee on your first paid month. Your customer data is yours: ask and we send you a full export any time. How we handle your data

Built for HVAC contractors. Engineered for busy seasons.