- A declined replacement quote is next season's best lead; keep it on the customer's page with the date.
- The core of hvac CRM is on Koira's Grow plan, $249 a month plus usage, with no per-person fee.
- Customer page or portal and automatic estimate follow-ups decide most of it for HVAC companies.
What a CRM does for a HVAC company
An HVAC customer is a piece of equipment with a person attached. The age of the system, the last tune-up and the repair history decide when they will need you again and what they will buy.
A CRM for an HVAC shop keeps that history on the customer's page and turns it into the next visit: a tune-up reminder before the season, a plan offer after a repair, and a review ask after a good job.
What to keep on every hvac customer
- System age and type at the address
- Last tune-up and the next one due
- Repairs done and quotes declined
- Plan member or not
- Filter size and thermostat model
- Who to call and when they are home
- Access notes: gate, dog, attic
- How they found you
What a CRM should do for HVAC companies
- A page for every customer with every visit, estimate and invoice
- Follow-ups on open estimates
- Seasonal asks to past customers
- Review asks after paid jobs
- Recurring service plans, which matters for HVAC companies
- Calls answered by AI, which matters for HVAC companies
How Koira does it
In Koira every customer of a HVAC company has a page, on every plan: visits, estimates to sign, invoices to pay, receipts and a way to book again, from one link in every text, with no app or password. Notes like system age and type at the address live with the customer, and review asks go out after every paid job.
Grow, $249 a month plus usage at cost, puts the record to work: calls answered on a Koira number, open estimates nudged on day two and day four, and past customers texted and emailed when the season turns, with one tap to book.
For HVAC companies in particular
- Seasonal email and text campaigns. On Grow, Koira texts and emails past customers who agreed to hear from you when the season turns, with one tap to book.
Side by side
The features that matter for hvac CRM, where each first appears on each company's public pricing page, then the people, usage, card and add-on rows every company gets.
| What you need | Koira | FieldPulse | Service Fusion | Housecall Pro |
|---|---|---|---|---|
| Customer page or portal | Office (free) | Core platform (customer portal) | Pro, or an add-on below it | Not listed |
| Automatic estimate follow-ups | Grow, on day two and day four, then it stops | Not listed | Not listed | Pipeline, listed as a separate product |
| Seasonal email and text campaigns | Grow | Not listed | Not listed | Campaigns, listed as a separate product |
| Review requests | Office (free) | Not listed | Not listed | Basic (review management) |
| Two-way texting | Office (an inbox you answer), Grow (text-back on a Koira number) | Engage phone system, a premium product | Plus (integrated voice and text) | Not listed |
| Recurring service plans | Front Office | Core platform (maintenance agreements) | Pro (recurring invoicing) | Max (recurring service plans) |
| Calls answered by AI | Grow | Operator AI, a premium product | ServiceCall.ai add-on, no price listed | CSR AI, listed as a separate product |
| People, usage and card fees | ||||
| Extra people | No per-person fee; one or fifteen people, the same price | Priced per seat, on request | No per-user fee; unlimited users | $35 a month each on Max; on Basic and Essentials, move up a plan |
| Usage or credits | None on Office, at cost on Grow, included on Front Office | Engage phone lines and licenses, priced on request | None on the pricing page | None on the pricing page |
| Card payments | 2.9% + 30¢ (Stripe) plus 2%, 1% or 0.5% by plan (Koira) | Not published; FieldPulse Payments is an optional product | As low as 2.90% + 30¢ (Service Fusion Payments) | From 2.59% a card payment, 1% bank payments |
| Add-ons | None; postcards are a flat price per card | Engage, Operator AI, Chat AI, Pricebook, Payments, Financing, Fleet Tracking, Custom Forms, priced on request | ServiceCall.ai and GPS fleet tracking on every plan; e-sign, portal, custom documents and progress billing below Pro | CSR AI, Pipeline, Campaigns, Voice, Websites and Tap to Pay, sold separately, no price listed |
From FieldPulse pricing and Service Fusion pricing, checked October 9, 2026; Housecall Pro pricing, checked October 8, 2026. FieldPulse's pricing page fills in by script, so we read it in a real browser. It shows no prices. Part of Housecall Pro's pricing page fills in by script and it was running first-month offers when we checked. The plan prices below are the regular ones its plan cards show. A cell names the lowest plan that lists the feature; "Not listed" means we did not see it, so ask. Prices change often, so check the page before you buy.
What each one costs
Every plan in the same columns: price, people, usage, card rates and add-ons.
| Plan | Monthly | Billed yearly | People included | Usage or credits |
|---|---|---|---|---|
| Koira | ||||
| Office | $0, free | Monthly, no contract | One or fifteen, the same price | None charged on Office |
| Grow | $249 a month | Monthly, no contract | One or fifteen, the same price | Texts, call minutes and emails at cost, nothing added |
| Front Office | $499 a month, flat | Monthly, no contract | One or fifteen, the same price | Included in the $499 |
| FieldPulse | ||||
| Custom quote | Not published, quoted per seat | Not published | Office seats and field seats | Engage phone lines and licenses, priced on request |
| Service Fusion | ||||
| Starter | $245 a month | $208 a month, one yearly payment | Unlimited users | None on the pricing page |
| Plus | $382 a month | $325 a month, one yearly payment | Unlimited users | None on the pricing page |
| Pro | $627 a month | $533 a month, one yearly payment | Unlimited users | None on the pricing page |
| Housecall Pro | ||||
| Basic | $79 a month | $59 a month billed yearly | 1 user | None on the pricing page |
| Essentials | $189 a month | $149 a month billed yearly | 5 users | None on the pricing page |
| Max | $329 a month | $299 a month billed yearly | 8 users | None on the pricing page |
What comes on top: people, card payments and add-ons
| Company | Each extra person | Card payments | Add-ons |
|---|---|---|---|
| Koira | No per-person fee on any plan | 2.9% + 30¢ (Stripe) plus 2% on Office, 1% on Grow, 0.5% on Front Office (Koira); on Office that share replaces a monthly fee | None; postcards are a flat price per card |
| FieldPulse | Priced per seat, on request | Not published; FieldPulse Payments is an optional product | Engage, Operator AI, Chat AI, Pricebook, Payments, Financing, Fleet Tracking, Custom Forms, priced on request |
| Service Fusion | No per-user fee; unlimited users | As low as 2.90% + 30¢ (Service Fusion Payments) | ServiceCall.ai and GPS fleet tracking on every plan; e-sign, portal, custom documents and progress billing below Pro |
| Housecall Pro | $35 a month each on Max; on Basic and Essentials, move up a plan | From 2.59% a card payment, 1% bank payments | CSR AI, Pipeline, Campaigns, Voice, Websites and Tap to Pay, sold separately, no price listed |
From FieldPulse pricing and Service Fusion pricing, checked October 9, 2026; Housecall Pro pricing, checked October 8, 2026. FieldPulse's pricing page fills in by script, so we read it in a real browser. It shows no prices. Part of Housecall Pro's pricing page fills in by script and it was running first-month offers when we checked. The plan prices below are the regular ones its plan cards show. A cell names the lowest plan that lists the feature; "Not listed" means we did not see it, so ask. Prices change often, so check the page before you buy.
Card rates as each company publishes them (also Service Fusion Payments), checked October 9, 2026. Koira's is Stripe's 2.9% + 30¢ for a US card plus Koira's share, which pays for Office in place of a monthly fee.
Sources, each checked October 9, 2026: FieldPulse pricing, Service Fusion pricing, Service Fusion Payments, Housecall Pro pricing (checked October 8, 2026), Housecall Pro industries (checked October 8, 2026), Stripe pricing, and Koira pricing. We read each page's own text; we did not use summaries or third-party price lists.