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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.

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Scope, fee, reporting and term are agreed in writing after we have read your brief and spoken to you.

Realistic editorial illustration of hvac companies at work in India

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.

Also for HVAC companies

Sales and marketing for HVAC companies, the overview.

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.

  1. 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.

  2. 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.

  3. 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.

  4. 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.

  5. 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.

  6. 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.

  7. 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.

Read the full CRM implementation and customisation page

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

Not for

It is not the right fit if.

  • You hold a few customers and one person knows every unit, so a system would hold nothing new.
  • Technicians will not enter a unit after a visit, and a half-filled record is worse than the AMC register on the desk.
  • You want a field service tool, though your problem is that the register is not updated, and a tool would carry the same gap.

How it works

How the CRM work runs

The work itself, in order. How an engagement starts, from your brief to a written scope, is set out on our method page.

  1. 1

    Map the sales process

    We sit with the people who sell and write down how a deal moves from enquiry to payment, including where it stalls.

  2. 2

    Agree stages, fields and owners

    Each stage gets a name your team already uses and a proof that the deal has left it. We agree which fields are required at which stage, and who may change what.

  3. 3

    Build on a copy

    Pipeline, fields and views are built on a trial copy where the CRM offers one, or in a separate pipeline where the plan allows. Live work stays untouched.

  4. 4

    Connect channels, then switch on automations

    Channels are connected first. Each automation is then switched on separately, so a misfiring rule is easy to find.

  5. 5

    Test with real deals

    The people who will use the CRM run open deals through it. Gaps are fixed before the whole team switches over.

  6. 6

    Switch over and trim

    Once real use shows which fields stay empty and which stages nobody uses, those are cut and the handover record is updated.

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.

All case studies

  • 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.
    Read 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

Where this fits

Three pieces of sales work, in this order.

This work sits inside sales management. A target, a review routine and someone who owns the number.

  1. Step 1

    Sales audit

    Find where deals are being lost and what to fix first.

    Start here if you cannot say where orders are lost.

  2. Step 2

    Sales process design

    One written way to sell, from first enquiry to repeat order.

    Start here if every salesperson sells differently.

  3. Step 3 · you are here

    Sales management

    A target, a review routine and someone who owns the number.

    Start here if the team has targets and no routine.

Tell us what you need Your brief is read before we call. Scope, fee and term in writing.

FAQ

Questions owners ask before they call.

Not here? More answers, or ask on WhatsApp.

Tell us what you need
Our technicians will not use a CRM. What then?
Then they get six fields on a phone form, not a CRM screen, and the office enters the rest. Any system that asks a technician to type paragraphs in forty degrees will be empty within a month.
Do we need a field service tool or an ordinary CRM?
It depends on whether your problem is scheduling or selling. A company with many vans and daily job cards needs scheduling. A company losing contracts and unchased quotes needs the record and the reminders first.
We have an old AMC register. What should we bring across?
Bring the customer, address, unit make and model, last service date and contract end date, only for contracts still running or lapsed recently. Leave older closed jobs in the register. A shorter list that is accurate beats a long one nobody trusts.
A customer sends a photo of a fault on WhatsApp. Where does it go?
Save it against that unit in the record with the date and what the customer said, then dispatch a technician. The chat stays a chat. When the technician arrives, they should see the photo and the unit's history in one place.
How much does it cost?
There is no price list, because the work differs by business. The fee is scoped after we have read your brief and spoken to you, and put in writing before anything starts, split into our time, your media spend and production.
How long is the contract?
The term is agreed in writing after we have spoken, along with the fee and the reporting. It is never a default twelve months, and renewal is decided on the numbers against the baseline recorded at the start.
How soon will we see results?
It depends on the trade, the channel and what is already in place. After we have read your brief and spoken to you, we say what we would expect to move first and how it will be measured against the baseline. Nothing here is guaranteed.
Who will actually do the work?
The person you speak to before anything starts. We work from one office in Nagarbhavi, Bengaluru, with no account managers in between.
What do you need from us?
Your brief, and a conversation. After that, access to whatever this work touches, such as your website, your accounts or your enquiry record, and time with the people who handle your enquiries.
What if we are not happy with the work?
Tell us and the plan changes. Everything is reported against the baseline, so a number that is not moving is visible to both sides. The term is in your written scope, and the refund and cancellation policy sets out the rest.

From the blog

Further reading for HVAC companies.

All articles

More for HVAC companies

Everything else we would do for you.

Closest to this: leads and follow-up

Also for HVAC companies

Or start from the overview: sales and marketing for HVAC companies.

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