Flow CRM

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, get paid by card before you leave the street, and sync it to QuickBooks.
  • Text customers on the way, renew agreements and send tune-up reminders automatically.
  • Keep technicians, trucks and the office on the same schedule, with checklists and timesheets from the field.

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

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. Every line comes from your price book, so five technicians quote one price. Collect a deposit the moment the customer signs, and the builder warns you before you quote a part that is still under warranty.

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.

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. Commercial sites with several rooftop units sit on one agreement, billed monthly or quarterly and charged to the 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, the data-plate photo, past repairs and the last tech's notes live on one screen. Landlords and property managers get several service addresses on one record. Dispatch the nearest technician, put a second one on the changeout, and they arrive knowing what they are walking into.

In the field

Readings that turn into repairs.

A checklist on every tune-up, flagged the moment a number is out of range.

Technicians record delta T, capacitor readings and static pressure against the unit, not in a free-text note. Anything out of range is flagged and becomes a priced repair quote in one tap, and the customer gets a service report with the invoice. Techs clock in from the truck, job time logs itself, and the office gets a payroll CSV on Friday.

The office

Every call, text and dollar in one place.

Call intake, texting, a customer portal and QuickBooks, without a second tool.

Log the call with where it came from, so you know whether the ad or the yard sign made the phone ring. Text the customer when the tech is on the way, and let them see their equipment, invoices and book a visit in their own portal. Every invoice and payment lands in QuickBooks Online on its own, a review request follows every paid invoice, and Monday morning brings a digest of what the week did.

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

How to get started

  1. 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. 2

    Import your customers

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

  3. 3

    Run the season

    Quotes go out faster, invoices get paid from the driveway, customers get a text when the tech is on the way, 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 support@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 month for the first technician and $39 per month for each one after that, or $39.20 and $31.20 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?
Yes. Connect your QuickBooks Online company once and every customer, sent invoice, payment and refund is created there as it happens. Invoices and payments also export as CSV if you prefer.
Can Flow CRM text my customers?
Yes. Every customer email has a text twin: on the way, visit booked, quote ready, invoice ready, payment received and seasonal reminders. Customers reply STOP to opt out and it is handled for you.
Is there a customer portal?
Yes. Customers sign in with a one-time link sent to their email or phone, no password. They see their equipment and readings, past and upcoming visits, quotes, invoices with a Pay now button, their maintenance plan, and can book a visit.
Can I set standard prices so every technician quotes the same?
Yes. The price book holds your parts, labor and services; technicians pick from it in the quote and invoice builders, and good/better/best templates fill a whole quote in one tap.
Does it track technician hours for payroll?
Yes. Technicians clock in, take breaks and clock out from the phone, and time on each job logs itself when the job starts and completes. The weekly timesheet shows every tech by day, the office can correct an entry, and a payroll CSV exports in one click.
Can it handle landlords, property managers and commercial sites?
Yes. A customer can have several service addresses, each with its own equipment and access notes, and a commercial agreement can cover several rooftop units at one site, billed monthly or quarterly and charged to the card on file.
Does it help me get reviews?
Yes. When an invoice is paid in full, the customer gets a short email or text asking for a review with a link to your Google page, at most once every few months per customer. You switch it on in Settings and paste your review link.
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 company becomes read-only: your records stay there to read and export, and subscribing again picks up where you left off. Email us if you want them deleted.
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