HVAC companies · CRM
Know every unit you installed and when its contract ends.
An HVAC CRM is an equipment and contract record as much as a customer list: which units sit at which address, when each was last serviced, and when the maintenance contract runs out. GullySales sets up those fields and gets the office and the technicians filling them in.
Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.
What CRM means
A CRM is the record where every enquiry, call and quote is kept against a customer, replacing separate notebooks, spreadsheets and memory. GullySales sets up or cleans an existing CRM and reports from it by enquiry outcome rather than by activity logged.
Last updated 5 Oct 2026.
For HVAC companies
Where it usually goes wrong, and what we would do.
“The record belongs to the site, not the person”
A flat changes hands and the outdoor unit stays. An office has nine units across three floors, each with its own history. Attach the record to the address and the machine.
“The field that earns the most is the contract end date”
Every AMC needs an end date in a column somebody can sort by. Without it, renewals happen only when a customer calls, and by then the unit has already failed.
“Technicians will fill in six fields and no more”
A service report typed on a phone between two jobs has to be short. Unit, fault, parts used, gas topped up, next service due, photograph. Anything longer comes back blank.
What we do
What we deliver for HVAC companies.
Every deliverable, what it covers for you, and the result it is there to produce. Nothing here is an extra.
Fields built around units and sites
Address and site, each unit's make, tonnage and installation date, service history, parts fitted, AMC start and end, and the contact who signs off.
Result: Anyone can see what is installed where without calling the technician who fitted it.
A renewals view sorted by contract end date
The same records read as a list of contracts ending, showing the last service, the value and who is making the call.
Result: The renewal conversation starts before the cover lapses.
A short service report the technician completes on site
Six fields and a photograph submitted from a phone before leaving, feeding straight into that unit's history.
Result: The record is written while the technician is still in front of the machine.
Enquiries from the phone, WhatsApp, the website and IndiaMART in one place
Every enquiry entered with its source, the fault or requirement, the locality and the outcome.
Result: You can see which source brings work and which brings noise.
Commercial accounts held as one record with many sites
A mall or a hospital group kept as a single customer with each site, each unit and each contract underneath it.
Result: A tender question is answered off one screen.
Duplicate and dead records cleaned out
Old spreadsheets merged, repeated addresses combined, and customers with no unit or contact closed off.
Result: The renewal list is worth calling.
Enquiries, conversion and renewals read against the baseline
Work won by service type and locality, quote conversion and AMC renewals completed, measured against the baseline taken before work started.
Result: The owner runs the season off the record instead of memory.
How the result is measured
- Enquiries logged in the CRM
- Data completeness
- Reports generated from CRM data
Recorded as a baseline before work starts, so every later report has an honest comparison.
What to record, and when
What an HVAC company should record about every unit and contract, and whether it needs software yet.
- Unit make, model and serial number
- At each site, record the brand, model, type (split, cassette, VRF, chiller) and serial number of every unit. The technician arrives with the right parts, and warranty questions can be answered from the record.
- Site and unit location
- Write the address, the floor or flat, the room each unit serves and the gate or society contact. A commercial customer with several floors is one account with many sites, not many customers.
- Last service and what was found
- After each visit, record the date and what was found: gas level, filter, drain, noise. When the customer says it broke after your visit, this note is the answer.
- AMC start, end and what it covers
- Write the contract dates, the number of visits and whether parts and gas are covered. A date that sorts by contract end is the list your office calls from, ahead of the pre-summer rush.
- Breakdown calls and the unit they concern
- Log each breakdown against the unit, with the fault and the fix. A unit that keeps breaking is a replacement quote, and a customer worth speaking to before they speak to a rival.
- Do you need software yet?
- A sheet with one row per unit is enough for a small service company. Choose field-service software once technicians need schedules and job reports on a phone. The record should remain yours, with exports available.
Who it is for
This is written for these HVAC companies.
- Residential split AC installers
- Commercial VRF and VRV contractors
- Chiller plant and industrial cooling specialists
- Cold storage and refrigeration contractors
- Hospital and healthcare HVAC contractors
- AMC-focused service companies
How it works
From your first message to the first report.
No open-ended retainer. Every step gives you something in writing.
First
Your brief
You tell us what you need in a few short steps: your business, what you want, where enquiries come from and how they are handled.
After the brief
A conversation and a written scope
We read it, then talk with whoever handles your enquiries. If you want our help, the scope, the fee and the reporting come in writing, and nothing starts before you have read them.
Before work starts
Baseline recorded
The numbers this work is meant to move, such as enquiries, quotations, orders, visits or renewals, written down so every later report has an honest comparison.
After the baseline
The first fix goes live
The fix we agreed to start with is put in place and measured against the baseline, whether that is a reply, a follow-up, a page, a listing or the handover between marketing and sales.
As agreed
Report against the baseline
What moved, what did not, and what changes next, in plain words. How often you get it is set in writing before work starts.
At renewal
Renew on the numbers
The term ends and you decide whether to continue from the results. The length is agreed in writing before anything starts.
How the CRM work runs
- 1
Map the sales process
We record how a deal actually moves from enquiry to close in your business today.
- 2
Configure stages and fields
The CRM's pipeline and fields are built to match that process exactly, not a generic template.
- 3
Set up automations
Reminders, assignment rules and follow-up triggers are configured so routine steps happen without manual effort.
- 4
Test with real deals
We run the configuration against actual current deals to catch gaps before the whole team relies on it.
Proof
What happened when owners fixed this.
Real clients, the work we did, and the result as it was recorded. Where no number was recorded, none is claimed.
ViRo Enterprises
- Situation
- There was no professional, easy-to-use website representing the company at all. A buyer comparing solar suppliers had nothing to read.
- What we did
- User experience planned first
- A responsive website
- Pages written properly
- One visual language
- Result
- No numbers were recorded for this engagement. The work is described in full in the case study.
Also worked with
Chord Road Hospital · Curtain Label · Difesa Security Services · Felicity Inn · Hands On CSR · Implevista · Kambar Group · Kalessi · Kerur Pain Clinic · LL Trust · Lucky Deals · Natural Gases · NavaShakthi Souhardha · NewCom Logistics · Proton Technical Services · SB Engineering · Shakthi Foundation · Shakthi Group · Urbanest · Insyde Studio · Venkateshwara Laser Tech · Vivara Studios
Why us
Why owners pick GullySales over an agency.
Marketing and sales, as one job
Most agencies stop at the enquiry. We also fix what happens after it: the reply, the follow-up, the quote and the CRM.
The person on the first call does the work
No account managers in between. You are never handed to someone you have not met.
A baseline before anything starts
Your numbers are written down on day one, so every later report compares against something honest.
The fee in writing, split three ways
Our time, your media spend and production on separate lines. You always see what goes to us.
No guarantees we cannot keep
The term is agreed in writing and never a default twelve months. We never promise a ranking or a lead count, because nobody controls those.
One office, and we say so
Nagarbhavi, Bengaluru. We work across India by call and WhatsApp and travel when a session needs to be in person.
#257, 3rd floor, Sri Nanjundeshwara Complex, Nagarbhavi 8th Block, Outer Ring Road. How we work.
Your brief
Tell us what you need, and we will read it before we call.
Eight short steps about your business, what you want and who decides. Most questions are a tap, and you can skip any you would rather answer on the call.
FAQ
Questions owners ask before they call.
Not here? More answers, or ask on WhatsApp.
Our technicians will not use a CRM. What then?
Do we need a field service tool or an ordinary CRM?
We have an old AMC register. What should we bring across?
A customer sends a photo of a fault on WhatsApp. Where does it go?
How much does it cost?
How long is the contract?
How soon will we see results?
Who will actually do the work?
What do you need from us?
What if we are not happy with the work?
From the blog
Further reading for HVAC companies.
5 min read · 6 Oct 2026Why homeowners pick one quote out of threeInterior, kitchen, window, tile and AC buyers collect three quotes and choose the firm they understood and heard back from. Here is what they compare and where the quote loses.
7 min read · 21 Sept 2026How to advertise to maintenance managersTwo moments produce every order: a breakdown, and a contract renewal date. Outside those two moments a maintenance manager is not a buyer, and no budget changes that.
7 min read · 21 Sept 2026How to advertise to engineers, who buy from the specificationAn engineer writes the specification and purchase buys from it. If your make is not in the approved list before the tender, no budget reaches you afterwards.
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Your next practical step
Tell us what you are trying to grow, and we will read it before we call.
Eight short steps, mostly taps. Skip anything you would rather answer on the call.