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.
A 90-minute audit call and a written, scored report. Turnaround, reporting and term are agreed in writing after the audit.
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
Not for
It is not the right fit if.
- You want a guaranteed Google ranking or a guaranteed number of leads. Nobody honest can promise either.
- You need enquiries by next week and have nobody to answer them.
- You want posts and reach reported, not enquiries and orders.
How it works
From your first message to the first report.
No open-ended retainer. Every step gives you something in writing.
First
Free audit call
90 minutes with whoever handles your enquiries: how they arrive, how fast they are answered, where they are lost.
After the call
Written, scored report
Six areas scored, fixes ranked by return and cost. If you want our help, the scope, the fee and the reporting come with it, in writing.
Before work starts
Baseline recorded
Enquiries by source, reply time, conversion and cost per order, written down so every later report has an honest comparison.
After the baseline
The first fix goes live
Usually the cheapest one on the report: reply time, a follow-up sequence or the marketing-to-sales handover.
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 work runs for HVAC companies
- 1
Assess
We look at how you show up in local search before summer and your reply time on calls and WhatsApp. We also count how many AMC customers are due for renewal.
- 2
Fix the profile and the reply
Google Business Profile completed with service areas and response time, and a routine so a summer breakdown call is answered the same day.
- 3
Build the AMC renewal system
Reminders sent to every customer before their contract lapses, so a renewal is not left to chance or a forgotten calendar entry.
- 4
Bring enquiries in ahead of season
Local search and advertising timed to start before the summer rush, not once it has already begun.
- 5
Win the commercial tender
Proposal and case-study material for office, mall and hospital tenders, built around energy efficiency and response time.
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.
Chord Road Hospital
- Situation
- Patients who knew the hospital trusted it. Patients who searched for a department or a treatment in the area did not find it.
- What we did
- Website rebuilt around patient needs
- Search visibility
- Social media on a schedule
- Review management
- Result
- Organic traffic increased 60% within six months
- Online appointment bookings increased 40%
- Social following grew 45%, and engagement on it rose 70%
Also worked with
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.
The offer
Start with a free audit of how you sell.
It is useful on its own, whether or not you hire us.
What you receive
- A 90-minute call with the person who will do the work
- A written, scored report on the six places orders leak
- Every fix ranked by what it returns and what it costs
- The one thing to do first, and why
- An honest line on whether you need outside help at all
- If you do, the scope and the fee in writing
No invoice. No obligation. No sales script.
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 soon before summer should we start?
Do we need to advertise?
How much does it cost?
How long is the contract?
Who will actually do the work?
What do you need from us?
From the blog
Further reading for HVAC companies.
- 5 min read · 6 Oct 2026Why brokers stop showing your building to tenantsA broker shortlists the building whose availability, rent and terms are current and easy to forward. Here is what makes a commercial landlord drop off a broker's list, and how to stay on it.
- 6 min read · 6 Oct 2026How plot developers stop selling one plot twiceA plot offered to two families in the same weekend costs a developer trust and a sale. This post sets out a single plot register, a hold rule and a token routine that prevent it.
- 5 min read · 6 Oct 2026How diagnostic centres quote a corporate health campA corporate health camp is won in the quote and the chasing after it, not the first call. This post covers what to ask, what goes on the one page, and who follows up.
More for HVAC companies
Everything else we would do for you.
Closest to this: leads and follow-up
Also for HVAC companies
- Branding for HVAC companies
- Content marketing for HVAC companies
- Analytics and reporting for HVAC companies
- Digital marketing for HVAC companies
- Email marketing for HVAC companies
- Influencer marketing for HVAC companies
- Reputation management for HVAC companies
- PPC for HVAC companies
- Marketing strategy for HVAC companies
- SEO for HVAC companies
- Social media for HVAC companies
- Website design for HVAC companies
- Buyer journey for HVAC companies
- Review generation for HVAC companies
- Customer retention for HVAC companies
- Referral marketing for HVAC companies
- WhatsApp marketing for HVAC companies
Or start from the overview: sales and marketing for HVAC companies.
Your next practical step
Get a free audit of how you sell, and a scored report of where the work is.
90 minutes. A written, scored report. No invoice and no obligation.