An HVAC CRM for the calls, quotes and maintenance agreements your dispatch software doesn't cover.
When the first heat wave or cold snap hits, the phones don't stop. Alcreo texts back callers you can't reach, lets customers book tune-ups online, follows up on system replacement quotes and keeps maintenance agreement members billed and scheduled.
Demand comes in waves, and every wave tests your office
Most HVAC companies have the technical side handled. These are the gaps that tend to show up in July and January:
Calls stacked up during the rush
On the first hot or cold day, the phone lines fill. A text back gives callers a way to book while your CSRs work through the queue.
Replacement quotes after the tech leaves
The comfort advisor quotes a new system and the homeowner wants to think. Most will collect more quotes, and timely follow-up matters.
After-hours forms
Someone fills out your form at 10 PM with no heat. A prompt reply with next steps keeps them from moving on.
Maintenance agreements that don't grow
Members are your steadiest revenue, but the offer only gets made when a tech remembers.
Quiet shoulder seasons
Spring and fall slow down when tune-up reminders and agreement renewals aren't scheduled in advance.
Reviews left to chance
Customers are relieved when the system is running again, but few post a review unless asked.
Built around how HVAC companies sell and service
Your field service software runs dispatch and work orders. Alcreo handles what happens before the call and after the truck leaves.
A website built for local search
Pages for repair, replacement, heat pumps, maintenance and indoor air quality, with pages for the cities you serve.
Missed-call text back
When the line is busy or the office is closed, callers get a text so they can describe the problem and book.
Tune-ups booked online
Customers choose a window for maintenance and non-emergency service, with reminders by text and email.
Replacement opportunities by value
See each open system quote by stage and dollar value, with the comfort advisor and next step on the card.
Replacement quote follow-up
After a quote, the homeowner hears from you on the schedule you choose. If they reply or approve, the reminders stop.
Maintenance agreement billing
Bill members monthly or yearly by card or ACH, and send repair invoices with a pay link.
Seasonal tune-up reminders
Spring AC and fall furnace reminders go out on schedule to members and past customers who opted in.
After-hours help
An AI assistant can answer common questions, collect details and book appointments when the office is closed. Emergencies route to your on-call process.
Review requests after service
When a call is completed, the customer gets a request with a direct link to your Google profile.
From a 7:45 PM no-heat call to a new furnace
It's the first cold night of the year, and a homeowner's furnace won't start. Here's how the week could go.
Quotes that don't close move to a seasonal check-in and a maintenance agreement offer.
This is an illustration of how the system can work, not a specific customer's results.
- 7:45 PMMissed callThe office is closed. The caller gets a text with a booking link and your on-call number.
- 7:48 PMService bookedThey pick the first morning window. Your dispatcher is notified.
- Next dayDiagnosis and quoteThe tech recommends a replacement. The quote is logged and follow-up starts.
- Day 3Financing questionThe homeowner replies with a question. Follow-up pauses so your advisor can call.
- Day 5ApprovedThey approve the quote and the install goes on your schedule.
- Day 8InstalledAfter install, a review request and a maintenance agreement offer go out.
Set up for each side of your business
Service, replacement and maintenance each need their own follow-up.
Service and repair
Responsiveness wins the call.
- Missed-call text back
- Online booking for non-emergency service
- Arrival window texts
- Review requests after completion
Replacements and installs
High-ticket sales with a decision window.
- Quote follow-up sequences
- Financing link delivery
- Install-day reminders
- Post-install check-ins
Maintenance agreements
Recurring revenue between seasons.
- Recurring member billing
- Spring and fall tune-up scheduling
- Renewal reminders
- Member-only offers
Keep your dispatch board. Add follow-up that runs on its own.
If you run dispatch, technicians and work orders in field service software, keep it. Alcreo isn't a dispatch board.
What field service tools often don't do well is marketing and sales follow-up: answering missed calls, following up on replacement quotes, running seasonal reminders and growing agreements.
Alcreo connects with QuickBooks for invoicing and payments, and with other tools through Zapier. During setup we import your customer list so tune-up reminders and review requests can start right away.
Is Alcreo a good fit for your HVAC company?
It's built for residential HVAC companies, from owner-operators to shops with a small office team.
A good fit if
- Calls go unanswered during peak days
- Replacement quotes rarely get a consistent follow-up
- You want more maintenance agreement members
- You'd like a site with pages for each service and city
Probably not the right tool if
- You need dispatch, technician scheduling or a pricebook
- You run a call center with its own phone system and CRM
- Your field service software already handles follow-up well
Seasonal reminders that customers asked for
Tune-up campaigns only work when customers want to hear from you.
Consent on every form
Forms include clear, unchecked texting consent with links to your privacy policy and terms.
Opt-outs honored automatically
STOP replies and email unsubscribes are honored right away.
Registered business texting
We help you register your number for A2P 10DLC, which mobile carriers require for business texting from local numbers.
Policies that stay current
Growth includes an auto-updating privacy policy, terms and cookie consent for your website. On Launch it's a $20/month add-on.
This is general information, not legal advice. Talk to your own advisor about the rules that apply to your business and your state.
What your HVAC company website could look like
A clear, trustworthy site that makes it easy to call, book service or request a replacement quote.
Service and city pages help you show up for searches like "furnace repair in [your city]" and "heat pump installation near me." Clear service areas, maintenance agreement details and real reviews help homeowners call you first.
What happens after you sign up
You don't have to learn the software on your own. Here's what the first week looks like.
One onboarding call
We learn how your HVAC company works today, which tools you're keeping and what to fix first.
Your website and phone number
We build your website or connect your current one. Keep your number by forwarding or porting it, or get a new local number.
Your contacts and starter setup
We import your contacts, load the standard pipeline and turn on the starter automations that fit. You can rename stages and edit messages any time.
Live in under a week, with support after
Most accounts are running in under a week, though texting registration depends on the carriers. After launch, support helps when you want to change something.
Plans for HVAC contractors
Both plans are month-to-month, set up for you, and your first 30 days are free.
Launch
$497 setup · first 30 days free
- ✓5–6 page website with service pages
- ✓CRM, quote pipeline and follow-up
- ✓Missed-call text back, booking and texting
- ✓Agreement billing, invoices and reviews
- ✓Unlimited AI agents (fair use)
- ✓Up to 5 users
- ✓Compliance add-on: +$20/month
Growth
$997 setup · first 30 days free
- ✓Up to 35-page SEO website with service and city pages
- ✓Tune-up, quote follow-up and membership buildout
- ✓Everything in Launch
- ✓3 website edits every month
- ✓Unlimited users and priority support
- ✓Compliance included
Phone, texting, email and AI usage is billed separately based on what you use. If you cancel in the first 30 days, there's no monthly charge, but the setup fee isn't refunded. Moving from Launch to Growth costs the $500 difference in setup fees. Google ad spend is paid directly to Google. Google decides Local Services Ads eligibility for each service category and location.
AI for the routine work, with your team in charge
In an HVAC company, AI is useful for the volume problems: answering 'do you service my area' at 11 PM, drafting quote follow-ups and setting up tune-up campaigns in minutes. Emergencies still go to a person.
You decide what AI handles. Anything that needs judgment, or a personal touch, stays with your team.
Describe a workflow in plain English
Type something like "when a replacement quote is sent, text the next day, email on day 3 and create a call task for the advisor on day 5" and the AI builder drafts the automation. You review it, adjust the timing or wording, and turn it on.
An assistant for routine questions
AI agents can answer common questions, collect details and book appointments by chat or text, in many languages. You decide what they say and when a person takes over.
Help drafting messages
Draft reminders and replies faster, then edit them to sound like your business.
Help when you want to change something
We show you the AI tools during onboarding, and support can help you adjust an automation later instead of starting over.
Questions from HVAC owners
Don't see yours? Book a 15-minute call and ask us directly.
Does Alcreo replace my dispatch software?+
No. Keep your field service software for dispatch and work orders. Alcreo handles your website, missed calls, online booking, quote follow-up, agreement billing and reviews.
What happens with after-hours emergency calls?+
Callers get a text right away with a booking link and your on-call instructions. The AI assistant can collect details, but emergencies follow the on-call process you set.
Can you follow up on replacement quotes?+
Yes. Each quote gets a text and email sequence that stops as soon as the homeowner replies, approves or declines.
Can I bill maintenance agreement members automatically?+
Yes. Members can be billed monthly or yearly by card or ACH, with renewal reminders before their plan ends.
Can you help with Local Services Ads?+
Growth includes LSA management. Google decides eligibility, and your ad spend is paid directly to Google.
How long does setup take?+
Most businesses are up and running in under a week, starting with one onboarding call. Texting registration is approved by the mobile carriers, and their timing varies.
Can I keep my phone number and my current website?+
Yes. We can forward or port your number, or set up a new local one. If you like your current website, we can connect it to your account at the same plan price.
What does it cost, and what's billed separately?+
Launch is $297 a month plus a $497 setup fee. Growth is $597 a month plus a $997 setup fee. Both are month-to-month with the first 30 days free. Phone, texting, email and AI usage is billed separately based on use.
What happens if I cancel?+
Cancel in the first 30 days and there's no monthly charge, though the setup fee isn't refunded. After that there's no long-term contract. Closed accounts are paused for 30 days, and we'll send your contacts and website code on request. Your domain stays yours.
Other home services businesses we set up
Related: Missed-call text back · Google Local Services Ads · AI receptionist · CRM & pipeline · Alcreo Payments · Automations
Answer more calls in peak season. Grow your maintenance base in the slow one.
Book a free 15-minute demo and we'll start building your website live on the call.