CasperPortalWho it's for · Home services & trades
CRM for HVAC Companies
A CRM for HVAC companies keeps every service call, install quote and maintenance customer in one place. CasperPortal texts back calls you miss while techs are on a job, tracks quotes in a pipeline, books visits online and sends reminders for seasonal tune-ups, so busy weeks don't cost you jobs.
What slows hvac companies down
Peak-season calls pile up
On the first hot or cold week of the year the phone rings nonstop. Callers who reach voicemail often try the next company on the list.
Install quotes go quiet
A system replacement is a big decision. Without steady follow-up, quotes sit unanswered and you never hear whether the customer chose someone else.
Maintenance customers drift away
Tune-up customers who aren't reminded each season book with whoever reaches them first.
A CasperPortal workflow for hvac companies
A homeowner calls about a broken system while every tech is out
CasperPortal texts them back and sends a link to book a service visit
After the visit, the install quote goes into your pipeline
Follow-up texts and emails go out until the quote is accepted or closed
Each season, maintenance customers get a tune-up reminder with a booking link
Features hvac companies use most
Missed Call Text Back
An automatic text to every caller you miss, so they hear from you before they call someone else.
Appointment Booking
Online booking with Google and Outlook sync, automatic reminders and deposits at booking.
Sales Pipelines
Drag-and-drop deal stages with automatic actions and a running total of pipeline value.
Marketing Campaigns
Plan promotions that combine SMS, email, voice drops and social messages, scheduled in advance.
HVAC Companies FAQ
How does a CRM help an HVAC company?
It puts every call, quote and customer in one system. You can see which install quotes need follow-up, who is due for a tune-up and which calls were missed, and CasperPortal handles the routine texts and emails.
Can CasperPortal text back missed calls during busy season?
Yes. When a call goes unanswered, CasperPortal texts the caller so they can describe the problem by text instead of calling another company.
Can I send seasonal tune-up reminders?
Yes. You can send a text or email campaign to your maintenance customers each season with a link to book a visit.
Can my techs use it in the field?
Yes. The iOS and Android app lets your team reply to customers, check the calendar and see customer history from a job site.