For UK heating, ventilation and air conditioning firms

CRM for HVAC companies in the UK: choosing, setting up and costing it

Explore GoHighLevel for HVAC CRM or field service software?

30 days with the HighLevel Bootcamp through this site · 14 days on the public pricing page

How heating, ventilation and air conditioning firms use a CRM to answer every enquiry, follow up every quote and renew every maintenance plan; where field service software does the job better; what the platforms cost for 1, 4 and 8 users; and how to test GoHighLevel on your own customers before paying for it.

Enquiry to renewalThe stages an HVAC CRM keeps moving

01New enquiry
02Survey booked
03Quote sent
04Follow-up
05Booked
06Serviced
07Renewal due

Reminders fire from dates on each record: service due, quote sent, check due. Six workflows

8platforms compared, with sources
24sources with dates
22questions answered
0invented reviews or statistics

Chapter 01 · 3 sections

What a CRM does in an HVAC business

The basics

What an HVAC CRM does, and why heating and cooling firms use one

A CRM is the record of every enquiry, customer, quote and conversation, plus the reminders that stop them going quiet.

CRM stands for customer relationship management. In an HVAC business it is the place where every enquiry lands, where each customer and property has a history, where quotes wait for an answer and where the reminders live: the annual boiler service, the summer AC check, the commercial maintenance visit that the contract says must happen before the end of June. Without one, that information sits in the office diary, a spreadsheet, a WhatsApp group and in the heads of two or three people. It works until the first cold snap, when the phones ring faster than anyone can write things down.

Heating, ventilation and air conditioning firms have a particular mix that makes a CRM useful: demand that comes in seasonal waves, emergency callouts that are won by whoever answers first, recurring maintenance that only pays if customers renew, and quotes for installations that are large enough to be worth chasing properly. A CRM does not fix any of these on its own. It gives you a place to put the rules, and it runs the reminders and messages that people forget when they are busy.

It is worth being clear about scope from the start. A CRM is not the same thing as field service software, and many HVAC firms end up using both. The next section sets out which tool does what, so that you can judge where a CRM such as GoHighLevel fits and where a dedicated job management platform is the better choice.

Customer and property records

One record per customer and per property: address, access notes, the systems installed and their age, previous faults, the date of the last service and who attended. When a customer rings, whoever answers sees the history instead of searching.

Maintenance reminders

A service due date on each record starts a reminder sequence in good time: an email, then a text with a booking link, then a task for the office to ring anyone who has not booked.

Enquiry and job pipelines

Every enquiry moves through named stages: new, survey booked, quote sent, follow-up, won, completed. You see at a glance what is stuck and where.

Customer messages

Appointment confirmations, “engineer on the way” texts, post-job messages and review requests go out from the same system, logged against the customer.

Team coordination

The office and engineers share one conversation history per customer, so nobody has to ask whether the customer from this morning was rung back. Route planning and dispatch are a different job, covered below.

Quote follow-up

A quote that has been sent is not forgotten: a text after a few days, an email a week later, a call task after two weeks, stopped the moment the customer replies.

CRM or field service software

CRM, field service software, or both: who does what in an HVAC business

Most of the confusion in this market comes from one word being used for seven different jobs.

Field service management (FSM) software such as ServiceTitan, Jobber, Housecall Pro, FieldEdge, Commusoft or Tradify is built around the job: who goes where, what was done on site, which parts were used, what the customer signed and what gets invoiced. A CRM is built around the relationship: who asked for what, what was promised, which quote is still open, and who needs a reminder next month. The overlap is real (both hold customer records, both can send messages), but the centre of gravity is different.

CRM

Contacts, enquiries, quotes in progress, conversations, reminders, consent

Answers: Who asked for what, and what happens next

Field service / job management

Jobs, job sheets, engineer allocation, parts, sign-off

Answers: What was done on site, by whom

Scheduling and dispatch

Engineer diaries, routes, travel time, emergency slots

Answers: Who goes where, and when

Quoting and estimates

Survey notes, price lines, options, acceptance

Answers: What the customer agreed to pay for

Invoicing and accounting

Invoices, payments, VAT, bookkeeping

Answers: What was billed and paid

Asset and equipment records

Boilers, AC units, AHUs, install dates, serial numbers, warranties

Answers: What is installed at each site

Compliance records

Landlord gas safety records, F gas records, commissioning sheets

Answers: What the law requires you to be able to show

A practical way to decide: list the moments where you currently lose money or time, and put each one in a row of the table above. If most of them sit in the first row (missed calls, lapsed service plans, quotes nobody chased, messages scattered across phones), a CRM is the tool that addresses them. If most sit in the second and third rows (engineers arriving without job details, routes that waste an hour a day, job sheets on paper), you need field service software first, and a CRM later or alongside it.

Many established firms run both: the FSM platform for jobs and dispatch, the CRM for enquiries, follow-up, renewals and marketing, with the two connected so that a completed job in one triggers the review request and the next service reminder in the other. That connection is something to test before you commit, not to assume.

See what GoHighLevel covers for HVAC firms

Use the trial to test the CRM rows of the table above with your own enquiries and customers.

Where money leaks

Eight operational problems HVAC firms run into, and what a CRM changes

Illustrative scenarios, not case studies: each describes a pattern that heating and cooling businesses recognise, with what to check in your own figures.

Emergency calls

The emergency call that rings out

Illustrative scenario. It is a weekday evening in January. A boiler has failed and a family has no heating. The homeowner searches for an emergency heating engineer and rings three numbers one after another. The first rings out, the second goes to voicemail, the third answers.

What it costs: The job goes to whoever answers or replies first, and with it often the service plan that follows. A missed call in winter is rarely a caller who will try again tomorrow.
What a CRM changes: A missed call triggers an automatic text: the call was received, someone will ring back, and the caller can reply with more detail. A callback task appears for the office. Every missed call is logged, so none is forgotten.^[6]
Check in your own figures: Count last winter’s missed calls from your phone system’s call log, and how many of those numbers never became a job. That is the figure a missed-call process should move.

Service plans

The service plan that lapses without anyone noticing

Illustrative scenario. A customer bought an annual boiler service plan in October. Eleven months later nobody has sent a reminder. In the autumn they see a competitor’s offer and book with them.

What it costs: Customers seldom cancel a plan because they are unhappy. Far more often, nobody asked them at the right time. The renewal, and sometimes the relationship, is lost to silence.
What a CRM changes: The renewal date sits on the customer record. A workflow starts a set number of days before it: email, then text with a booking link, then a call task for anyone who has not booked.^[7]
Check in your own figures: Compare the number of plans due for renewal last year with the number actually renewed. That percentage is your baseline before any automation.

Quotes

The installation quote that goes quiet

Illustrative scenario. A surveyor prices an air handling unit replacement for a commercial client and emails the proposal. Nobody follows up. Three weeks later someone notices it in the sent folder; the client has already instructed a competitor who rang twice.

What it costs: Quotes are expensive to produce: a survey, a design, supplier prices. Leaving them unchased throws that work away.
What a CRM changes: Marking a quote as sent moves it into a stage with its own sequence: a short text after a few days, an email a week later, a call task at two weeks. Any reply stops the sequence.
Check in your own figures: Pull the last 50 quotes and mark which were chased and which were not. Compare the win rate of the two groups in your own data.

Site history

The engineer who arrives without the history

Illustrative scenario. An engineer is sent to a “noisy boiler” without being told that a colleague flagged a faulty component on the same boiler six months ago. He starts the diagnosis from scratch while the customer asks why the company keeps no records.

What it costs: Time on site, a second visit, and the customer’s confidence. In a trade built on trust, looking disorganised costs repeat work and referrals.
What a CRM changes: Notes, previous visits and installed equipment sit on the property record, visible to the office and on the engineer’s phone before the visit.^[5]
Check in your own figures: Ask your engineers how often in a month they arrive missing information they needed. If the answer is “often”, check whether the gap is in the CRM or in the job sheet of your field service tool.

Reviews

Plenty of happy customers, very few reviews

Illustrative scenario. A firm completes dozens of services a month and nobody is asked for a review. A smaller competitor asks every customer after every job, and over two years builds far more recent reviews.

What it costs: Heating and cooling are searched locally, often in a hurry. People look at the businesses in the map results and at what others say about them.
What a CRM changes: A review request goes to every customer after a completed job, by text or email, with a direct link. Every customer, not only the ones you think are happy: filtering out unhappy customers breaks Google’s policy.^[8]^[9]
Check in your own figures: Count your reviews from the last 12 months against the number of completed jobs. The ratio tells you how many customers are never asked.

Office systems

Five places to look for one answer

Illustrative scenario. Enquiries live in a spreadsheet, jobs in a paper book, engineers talk on WhatsApp, invoices are in accounting software and the diary is on someone’s phone. A customer rings to rebook and the office has to ask three people.

What it costs: Duplicated typing, messages that go missing and a business that cannot grow past a handful of engineers without hiring more office staff.
What a CRM changes: Enquiries, conversations and reminders in one place, with the job and invoicing system connected rather than copied by hand.^[10]
Check in your own figures: List every system and group chat your office uses in a week and what gets typed into more than one of them. That list is your integration brief.

Compliance

Landlord gas safety records tracked in a spreadsheet

Illustrative scenario. A letting agent asks you to handle the annual gas safety checks for its rental properties, each with a different due date, all in a shared spreadsheet. One month two checks slip past their date.

What it costs: The legal duty is the landlord’s, but a missed check puts your client in breach and your contract at risk.
What a CRM changes: Each property carries its check date. A reminder sequence starts ahead of it for your scheduler and for the landlord, so the visit is booked in time and the record can be issued to tenants within the 28 days the regulation allows.^[11]^[7]
Check in your own figures: Check how many of last year’s landlord checks were done inside 12 months of the previous one, and how the tenant copies were sent.

Seasonal peaks

The first cold snap swamps the office

Illustrative scenario. The first frost of the autumn arrives. Within a few days calls, web forms and social messages arrive faster than two office staff can answer. Some are never returned, and a few of those customers leave a review about it.

What it costs: The pressure is on the office, not only the engineers. Customers who hear nothing assume they have been ignored.
What a CRM changes: Every enquiry gets an immediate acknowledgement, is tagged by urgency and joins a callback list the office works through in order. Planned servicing booked in September keeps some capacity free for genuine breakdowns.
Check in your own figures: Look at the response times to enquiries in your busiest fortnight last year. The longest gaps show where acknowledgement and triage are missing.

Test these workflows in a live account

Pick the two scenarios closest to your business and build them first.

Chapter 02 · 2 sections

Every enquiry answered, every quote chased

Lead management

Missed calls, web enquiries and emergencies: capturing every lead

Most HVAC enquiries arrive by phone, and the phone is exactly what cannot be answered from a loft or a plant room. The first job of a CRM is therefore not clever marketing; it is making sure that every call, form and message is acknowledged and lands on a list that someone works through.

Missed calls

GoHighLevel’s missed call text back sends an automatic text to a caller whose inbound call was missed, for every missed call. The documentation does not promise a delivery time, so test it on your own number. Keep the message honest: say that the call was received and when you will ring back, and offer a way to reply with the address and the problem. Do not promise an engineer within the hour unless you can deliver it at 9pm in January.^[6]

Web forms and messages

A submitted form can start a workflow: an acknowledgement by email and text, a task for the office to ring within a set time, and a follow-up if nobody has made contact. Messages from Facebook, Instagram, WhatsApp, SMS and email appear in one conversation history per contact.^[2]^[10]

Triage: emergency or routine

Ask one question in the acknowledgement: is anyone without heating or hot water, or is a server room or cold store overheating? Tag the answers and put emergencies at the top of the callback list. The same rule helps in summer, when an AC failure in an office is urgent and a quote for a new split system is not.

Where leads come from

Call tracking numbers can show which campaign, landing page or search keyword produced a call. For a firm that pays for Google Ads, or wants to know whether its Google Business Profile or its website produces the enquiries, that attribution is how you decide where the next pound goes.^[12]

Quotes and sales

Quote follow-up, estimates and commercial pipelines

Installation and replacement work is where the largest single invoices come from, and where the most effort goes into a survey that may never turn into a job. Following up is uncomfortable for many people and slips down the list when the office is busy. Putting it in a sequence takes both the forgetting and the awkwardness out of it.

A quote follow-up sequence

When a quote moves to “sent”, start a sequence: a short text a few days later asking whether it arrived and whether there are questions, an email a week later with a relevant example of similar work, a call task at two weeks, and a final message at three weeks. Any reply stops the sequence. Adjust the timings by job type: a boiler swap is decided in days, a commercial plant replacement in weeks or months.^[1]^[2]

Estimates inside the CRM

GoHighLevel has native estimates with the statuses draft, sent, accepted, declined and invoiced, and an accepted estimate can be converted into an invoice. That corrects a common assumption that the platform cannot produce quotes. What the documentation does not describe is an HVAC price book, survey templates or parts catalogues, which dedicated job management tools often include.^[4]

Recovering lost quotes

A quote marked lost is not always lost for good. A polite message a few months later (“is the old boiler still going?”) or at the start of the next heating season reaches people who postponed rather than chose someone else. Keep these in a separate stage so they do not clutter the live pipeline.

Commercial and PPM opportunities

Commercial work deserves its own pipeline: enquiry, site survey, proposal, client review, contract sent, signed, onboarding. Store the number of sites, the contract value, service levels and the renewal date as fields, so that the renewal reminder starts well before the contract ends.^[1]^[7]

Build your quote pipeline in HighLevel

Load ten real open quotes into a test pipeline and let the sequence run for a fortnight.

Chapter 03 · 4 sections

Customers, maintenance and compliance

Customer records

Customer, property and equipment history in one place

An HVAC customer is really three things: a person (or a company), one or more properties, and the equipment installed at each. A landlord may have forty properties; a facilities manager may have a single contact and hundreds of units. Decide early how you will model that, because it determines what reminders you can send later.

Person or company: contact details, preferred channel, consent for marketing messages.
Property: address, access notes, parking, occupants who need notice (tenants, site managers).
Equipment: boiler, heat pump, AC or ventilation unit, make, model, install date, warranty end, last service.
Dates that start reminders: service due, warranty end, landlord gas safety check due, contract renewal.^[7]
History: visits, faults found, recommendations made and not yet quoted.

In a CRM these usually become custom fields on the contact, or custom objects where the platform supports them. If your field service software already holds the equipment register, keep it there and pass only the dates the CRM needs for reminders. Two registers that disagree are worse than one.

The records are also where follow-on work is found. An engineer who notes a heat exchanger showing wear or a thermostat that is failing creates an opportunity; a CRM can turn that note into a task to quote, instead of a comment nobody reads again.

Maintenance and renewals

Annual servicing, maintenance plans and planned preventive maintenance

Recurring maintenance is the part of an HVAC business that smooths cash flow and keeps customers coming back for repairs and replacements. Winning service plan customers is rarely the problem; keeping them year after year is, because renewal depends on someone remembering to ask.

A renewal sequence that runs itself

Store the renewal or service due date on each record. A date-based trigger starts a sequence a set number of days before it: a friendly email at around 90 days, a text with a booking link at around 30, a last reminder at around 14 and a call task for the office at around 7 for anyone who has not booked. The timings are a starting point to adjust, not a formula.^[7]

Residential plans, AC maintenance and commercial PPM

Run a separate sequence for each plan type. A residential boiler plan renews once a year; an AC maintenance plan may be twice yearly with a pre-summer visit; a commercial PPM contract has visit windows written into it and a renewal that needs a proposal, not a text. For PPM, the reminder is often for your own scheduler rather than the client: the visit is owed whether or not the client remembers.

Make your own renewal arithmetic

Take the number of plans due last year and the number renewed. Multiply the difference by the average plan value: that is what non-renewal cost you. Run the same calculation after a season with a reminder sequence. The difference, not a benchmark from someone else’s business, tells you whether the process works. A worked example with stated assumptions is in the cost and value section.

Set up a renewal sequence on a trial account

Import one plan type with its due dates and watch which reminders would fire in the next 90 days.

Compliance

Landlord gas safety records and F gas: what a CRM can and cannot do

Some of the dates in an HVAC business are set by law. A CRM can make sure nobody forgets them; it does not make anyone compliant, and it does not replace the certificates themselves.

Gas Safety (Installation and Use) Regulations 1998, reg. 36(3)(a)^[11]

Each appliance and flue must be “checked for safety within 12 months of being installed and at intervals of not more than 12 months”.

For landlords the duty is theirs. The record of the check (often called a CP12) is kept until there have been two further checks, and a copy goes to each existing tenant within 28 days of the check. For your business that means three dates per property: the last check, the next due date and the date the record was issued to tenants. A reminder sequence ahead of the due date, sent to the landlord or agent and to your scheduler, is the CRM’s part.^[11]

For air conditioning, refrigeration and heat pumps, GOV.UK guidance requires records for equipment containing F gas equivalent to 5 tonnes or more of carbon dioxide: the gas in the equipment at installation, gas added during maintenance and the dates and results of mandatory leak checks, kept for 5 years. A CRM can hold the next leak-check date and remind you; the F gas record itself belongs in a system designed to keep it for five years, often your job management software.^[14]

Seasonality

Winter breakdowns, summer AC demand and pre-season campaigns

Demand in heating and cooling arrives in waves you can see coming. The calendar below is a planning template, not a measurement.

HVAC year: when demand usually peaks and when the CRM should act (planning template)

Jan Heating Triage
Feb Heating
Mar Heating
Apr Cooling Pre-summer campaign
May Cooling AC reminders
Jun Cooling Commercial AC
Jul Cooling
Aug Cooling
Sep Heating Pre-winter campaign
Oct Heating Boiler renewals
Nov Heating Triage
Dec Heating

Heating demandCooling demand Bar length shows a typical pattern, not measured data; your own enquiry log is the real calendar.

Winter: November to February

Breakdowns cluster when the weather turns cold and heating runs for longer. The firms that do well in winter are usually the ones that respond fastest and that booked their planned servicing in the autumn, so that engineer time is free for genuine emergencies rather than overdue maintenance. Automatic acknowledgement of every call and message, and a clear emergency tag, are the CRM’s contribution.

Summer: June to August

For firms with air conditioning work, the first sustained hot spell brings failures in units that were not serviced, commercial cooling that suddenly matters, and enquiries for new installations while the heat is on everyone’s mind. A pre-summer campaign in April and May to customers whose units are due a check moves some of that demand forward, before it becomes reactive.

Planning the shoulder months

September and April are when campaigns do the most good: a pre-winter heating check and a pre-summer AC check, sent to the customers each applies to. Segment carefully. A customer with a heat pump and an AC unit may need both messages; a landlord needs the gas safety reminder, not a promotion. And check the rules on marketing messages before you send them, covered under email and SMS campaigns.

Schedule this season’s campaigns

Build the September and April campaigns once, with the segments they apply to, and review them each year.

Chapter 04 · 3 sections

Reviews, local search and campaigns

Reviews

Google reviews: asking every customer, and the rule most firms break

Most satisfied customers never leave a review because nobody asks. Asking every customer, shortly after the job, with a direct link, is the single habit that changes that. A CRM makes it automatic: a completed job starts a review request by text or email.^[8]

Google Maps user-contributed content policy, rating manipulation^[9]

Not allowed: “Discourage or prohibit negative reviews, or selectively solicit positive reviews from customers”.

This matters because a popular set-up in review tools does exactly that: it asks the customer for a score first, sends the happy ones to Google and the unhappy ones to a private form. That is “review gating”, and Google’s policy forbids it, as it forbids offering discounts or free services in exchange for reviews. Ask everyone. If a customer is unhappy, a manager’s phone call after a poor score is fine and useful; steering them away from posting publicly is not.^[9]

Send the request to every completed job, not a hand-picked selection.
Time it for the same day, while the visit is fresh.
One reminder, not five. A customer who does not want to review should not be chased.
Reply to every review, positive and negative, in a way a future customer would find reassuring.

Local search

Local SEO for heating and air conditioning firms

HVAC is searched locally and often urgently. These are the foundations, with the part a CRM can support.

Google Business Profile

Your profile decides whether you appear in the map results for searches such as “boiler repair near me”. Keep it complete and accurate: categories that match what you actually do, a service area that matches where you actually go, opening and emergency hours that are true, and photos of real work, vans and people.

Action steps

Choose primary and secondary categories that match your services (heating, boiler, air conditioning, ventilation).
Set the service area to the places you genuinely cover.
Add photos of real jobs, vans and engineers, and keep adding them.
Post updates in the weeks before each season.

Review volume and recency

Recent reviews from real customers are what a person in a hurry reads. Ask every customer and reply to every review, within Google’s rules set out above. No review count is a target in itself; a steady flow of genuine reviews is.^[9]

Action steps

Automate a review request after every completed job.
Reply to every review within a few days.
Never offer anything in return for a review.
Compare your recent review activity with the firms that appear above you.

Emergency searches

Searches such as “emergency boiler repair” or “AC breakdown” are made by people ready to book. Only claim 24-hour or same-day service on your profile and site if you can provide it; the review that follows an unanswered emergency call is worse than not making the claim.

Action steps

State your real emergency hours on the profile and on the site.
Make sure missed calls out of hours are acknowledged automatically.
Use Google’s call reporting on the profile to see how many calls it produces.

Service area pages

Pages for the towns you cover can rank for local searches that the map results do not capture, but only if each page says something true and specific about that area: response times, the kind of properties you work on there, real projects with the customer’s permission. A page that swaps one town name for another is thin content and helps nobody.

Action steps

Write one page per area you genuinely serve, with local detail.
Use real projects and genuine reviews only, with permission.
Link each area page to your booking or contact route.

Call tracking and attribution

Tracking numbers per channel show whether calls come from Google Ads, organic search, the Business Profile or somewhere else, so you can stop paying for channels that do not produce work.^[12]

Action steps

Use a separate tracking number per paid channel.
Install the tracking snippet on the website.
Review which channels produced booked jobs each month, not just calls.

Email and SMS

Seasonal campaigns, reactivation and the UK rules on marketing messages

Email and text campaigns are cheap to send and easy to overdo. For an HVAC firm the useful ones are few: the pre-winter and pre-summer service campaigns, an offer of a maintenance plan to customers who had a repair, and a message to former customers who have not booked for a while. Each should go to the segment it concerns, not the whole database.

Privacy and Electronic Communications Regulations 2003, reg. 22(2)^[15]

No unsolicited direct marketing by electronic mail “unless the recipient of the electronic mail has previously notified the sender that he consents for the time being to such communications being sent”.

In PECR, “electronic mail” includes text messages. Marketing to individuals therefore needs their consent, or the “soft opt-in”: they became a customer, the message is about similar services, and they were given an easy way to refuse when you collected their details and in every message since. Store the consent and its source on the record, and let the CRM exclude anyone who has opted out. A reminder that a service a customer has already paid for is due is different from a promotion; a reminder that also sells an upgrade is marketing.^[15]

Pre-season service campaigns in September (heating) and April (cooling), to customers with the relevant equipment.
Maintenance plan offer after a repair, a few days after the job.
Reactivation for customers not seen for a year or more, once, politely, with an opt-out.
Installation follow-up: aftercare advice and the first service date.

Try the campaign tools with your segments

Build one campaign for one segment in the trial and check how opt-outs are handled before sending anything.

Chapter 05 · 3 sections

GoHighLevel for heating and cooling firms

GoHighLevel

What GoHighLevel covers for an HVAC business, and where it stops

This site earns a commission if you subscribe to GoHighLevel through its partner link. That is exactly why this section separates what is documented from what is not.

Documented in HighLevel’s help centre

Missed call text back: an automatic text to every caller whose call was missed.^[6]
Pipelines with stages for enquiries, quotes and contracts.^[1]
Workflows: a trigger (form, booking, reply, a date field) followed by actions.^[2]^[7]
Estimates with statuses, convertible into invoices.^[4]
Booking calendars with a shareable link and Google Calendar sync.^[3]
One conversation history across SMS, email, WhatsApp, Facebook and Instagram.^[10]
Review requests by SMS or email, manually or from a workflow.^[8]
Call tracking number pools with source and keyword attribution.^[12]
A mobile app for conversations, calls and estimates.^[5]
Unlimited users and contacts on every plan, priced per account.^[13]

Not documented, or better done elsewhere

Route optimisation and live engineer location tracking: not described in the articles read.^[3]^[5]
HVAC job sheets (gas readings, flue analysis, commissioning), parts ordering and stock.
Statutory records that must be kept for years, such as F gas logs.^[14]
UK usage costs for texts, numbers and calls: not on the pricing page.^[13]
Interface language and support hours: not checked for this site.

Set-up takes a focused week, not an afternoon

The platform has a large feature set, and trying to configure all of it at once is the usual way to get nothing live. Start with three things: missed call text back, one renewal sequence for your main plan type, and a pipeline with five to seven stages. Add quote follow-up, review requests and seasonal campaigns once those run reliably. The set-up guides walk through each step.

Explore GoHighLevel for your HVAC business

30 days through this link with the HighLevel Bootcamp; the public pricing page lists 14 days.

Features

Fifteen features to check, and how to test each one

Each feature an HVAC firm typically needs, with a test you can run in a trial and the state of the evidence for GoHighLevel.

Operations

Booking calendar

Customers book routine visits themselves.

Test: A customer books an annual service from a link, and the slot respects travel time and engineer availability.

GoHighLevel · DocumentedBooking link and Google Calendar sync.^[3]

Operations

Customer and property history

No visit starts from scratch.

Test: An engineer finds last visit notes and installed equipment on a phone in under a minute.

GoHighLevel · Possible with custom fieldsCustom fields on the contact; equipment registers are better kept in job software.^[7]

Operations

Dispatch and routing

Less travel, faster emergency response.

Test: Reassign an emergency to the nearest free engineer and see the route.

GoHighLevel · Not documentedNot described in the articles read; use a field service tool.

Automation

Maintenance reminders

Renewals do not depend on memory.

Test: A reminder fires 90 days before a service date stored on a record.

GoHighLevel · DocumentedCustom Date Reminder trigger.^[7]

Automation

Missed call response

Callers hear back instead of calling a competitor.

Test: Call your own number, let it ring out, and time the text.

GoHighLevel · DocumentedMissed call text back.^[6]

Automation

Quote follow-up

Surveys turn into jobs more often.

Test: A quote marked sent starts a sequence that stops when the customer replies.

GoHighLevel · DocumentedPipeline stage as trigger, workflow actions.^[1]^[2]

Communication

Shared inbox

Anyone in the office can answer a customer.

Test: A text, an email and a WhatsApp message from one customer appear in one thread.

GoHighLevel · DocumentedConversations across SMS, email, WhatsApp, Facebook, Instagram.^[10]

Communication

Engineer messaging

No customer detail lives only on a personal phone.

Test: An engineer replies to a customer from the app and the office sees it.

GoHighLevel · DocumentedMobile app with conversations and calls.^[5]

Communication

Confirmations and “on the way” texts

Fewer wasted visits.

Test: A booked appointment sends a confirmation and a reminder the day before.

GoHighLevel · DocumentedAppointment-based workflow triggers.^[2]

Sales

Enquiry pipeline

Nothing stuck without anyone knowing.

Test: Every open enquiry is visible by stage, with an owner.

GoHighLevel · DocumentedPipelines and stages.^[1]

Sales

Estimates and invoices

Quotes and billing in one flow.

Test: Send an estimate, accept it as the customer, convert it to an invoice.

GoHighLevel · DocumentedEstimates with statuses and conversion to invoice.^[4]

Sales

Commercial contract pipeline

PPM renewals planned months ahead.

Test: A contract renewal date 120 days away creates a proposal task.

GoHighLevel · DocumentedSeparate pipeline plus date trigger.^[1]^[7]

Reputation

Review requests

Recent reviews from every customer.

Test: A completed job sends one request, to every customer, with no score filter.

GoHighLevel · DocumentedSend Review Request action; do not gate.^[8]^[9]

Reputation

Call attribution

Spend only on channels that produce work.

Test: A test call from an ad landing page shows the source in the call report.

GoHighLevel · DocumentedNumber pools with keyword attribution.^[12]

Compliance

Certificate reminders

Landlord checks booked before they fall due.

Test: A property with a gas safety check due in 60 days reminds both the landlord and your scheduler.

GoHighLevel · Possible with custom fieldsDate fields and reminders; the certificate itself lives elsewhere.^[7]^[11]

Check these features in a trial

Take this list into the trial and note, for each feature, whether it passes your test.

Workflows

Six workflows HVAC firms set up first

The sequences below are starting points. Timings and wording are yours to adjust; step-by-step set-up is in the guides.

Missed call response

Trigger: An inbound call is missed.^[6]

At onceSMS“Sorry we missed your call. We’ll ring you back as soon as we can. If you have no heating or hot water, reply with your postcode and we’ll prioritise you.”
At onceTaskCallback task for the office, with the caller’s number.
After 2 hoursSMSIf no contact yet: a second message with the office number and a booking link.

Only promise response times you can meet in the busiest week of the year. Set-up guide

Annual service renewal

Trigger: A set number of days before the service due date on the record.^[7]

90 days beforeEmailA reminder that the service is coming up, with last year’s date and a booking link.
30 days beforeSMSA short text with the booking link.
14 days beforeEmailLast reminder with available slots.
7 days beforeTaskCall task for anyone who has not booked.

One sequence per plan type. Stop the sequence when a booking is made. Set-up guide

Quote follow-up

Trigger: A quote moves to the “sent” stage.^[1]

Day 3SMS“Just checking our quote arrived. Happy to answer any questions.”
Day 7EmailA short note with a relevant example of similar work (real, with permission).
Day 14TaskCall task with the quote value.
Day 21SMSFinal message: the quote is still open, and you can adjust it.

Any reply stops the sequence. Commercial proposals need a longer cadence. Set-up guide

Review request after a job

Trigger: A job is marked complete.^[8]^[9]

Same daySMSThanks for the visit, with a direct link to your Google review page.
3 days laterEmailOne reminder if no review was left. Then stop.
Any timeBranchIf the customer reports a problem, a manager rings them. The review link is still there for them: no gating.

Send to every completed job, never only to customers you expect to be happy. Set-up guide

Pre-season campaign

Trigger: A fixed date: early September for heating, early April for cooling.^[15]

Week 1EmailIs your boiler (or AC) ready for the season? Book a check while slots are available.
Week 2SMSA short reminder with the booking link, to those who have agreed to texts.
Week 3EmailLast message, with priority for plan customers.

Only to customers with the relevant equipment and a valid consent or soft opt-in. Set-up guide

Landlord gas safety check reminder

Trigger: A set number of days before the check due date on the property record.^[11]^[7]

60 days beforeEmailTo the landlord or agent: the check for this address is due on this date. Shall we book it?
30 days beforeTaskScheduler books the visit and arranges tenant access.
14 days beforeSMSReminder to the landlord or agent if the visit is not yet booked.
After the checkTaskIssue the record so tenants receive a copy within 28 days.

The legal duty is the landlord’s; the record belongs in your certificate system. Set-up guide

Build these six workflows in HighLevel

Start with W1 and W2; they take the least time and touch the most customers.

Chapter 06 · 3 sections

Compare platforms and work out the cost

Comparison

GoHighLevel, ServiceTitan, Jobber, Commusoft and others compared

No scores and no winner: what kind of tool each one is, and what its own pricing page says.

What each platform is, and what its pricing page says

Platform	Type of tool	Published pricing	Read on
GoHighLevel	CRM, communication and marketing automation	Starter $97, Unlimited $297, Agency Pro $497 per account per month^[13]	2026-09-21
ServiceTitan	Field service management (FSM)	No public price: “Request Pricing”^[16]	2026-09-21
Commusoft	Job management for heating and plumbing trades	No public price: “Book a Demo”^[17]	2026-09-21
Jobber	Field service management (FSM)	Core $49 to Plus $499 per month (users included by tier)^[18]	2026-09-21
Housecall Pro	Field service management (FSM)	Basic $79 to Max $329 per month; UK availability not stated^[19]	2026-09-21
Tradify	Job management for trades	Lite $47 to Plus $61 per user per month^[20]	2026-09-21
FieldEdge	Field service management (FSM)	No public price: “pricing can vary”^[21]	2026-09-21
HubSpot Sales Hub	General sales CRM	Starter $20, Professional $100 per seat per month, plus onboarding fee on Professional^[22]	2026-09-21

No scores and no feature ticks: a feature matrix without testing each product would be guesswork. Prices exclude VAT, usage and set-up.

Three of these vendors publish no price at all, and the others publish prices in US dollars on the pages our reader saw, so any sterling figure you see for them elsewhere is someone’s estimate. The more useful distinction is the first column: GoHighLevel and HubSpot are CRMs, the rest are built around jobs and engineers.^[16]^[21]^[17]

GoHighLevel

Suits firms whose main losses are in enquiries, follow-up, renewals and communication, and that want texting, email, calendars, estimates and review requests in one account priced per account rather than per user. Pair it with field service software if dispatch and job sheets are central.^[13]

ServiceTitan

A field service platform sold on quotation, generally considered by larger operations with many engineers and a need for detailed operational reporting. Ask for a UK reference customer of your size.^[16]

Commusoft

Job management aimed at heating and plumbing trades, sold by demo and quotation. Worth shortlisting if job sheets, certificates and engineer workflows are your main need.^[17]

Jobber and Housecall Pro

Field service tools with published plans that include a set number of users. Check that Housecall Pro serves UK customers before shortlisting it; its pricing page does not say.^[18]^[19]

Tradify and FieldEdge

Tradify prices per user; FieldEdge prices by quote and does not state UK availability on its pricing page.^[20]^[21]

HubSpot

A general sales CRM priced per seat, with an onboarding fee on Professional. Used by some commercial HVAC firms with long B2B sales cycles; it has no field service features.^[22]

Compare GoHighLevel against your shortlist

Run the same three workflows in two trials and compare the set-up time and the result.

Cost

What the platforms cost for 1, 4 and 8 users

Monthly list price for 1, 4, 8 users, monthly billing, US dollars

Platform	Price basis	1 user	4 users	8 users
GoHighLevel^[13]	per account, unlimited users	$97Starter	$97Starter	$97Starter
Jobber^[18]	per plan, users included by tier	$49Core	$139Connect	$199Grow
Housecall Pro^[19]	per plan, users included, then per user	$79Basic	$189Essentials	$329Max
Tradify^[20]	per user	$47Lite	$188Lite	$376Lite
HubSpot Sales Hub^[22]	per seat	$20Starter	$80Starter	$160Starter

Calculated from the listed plans: the cheapest plan that includes the number of users. ServiceTitan, Commusoft and FieldEdge publish no prices and are left out rather than guessed.

Calculated, not copied: the cheapest listed plan that includes the number of users, on monthly billing, in the currency the vendor’s page showed. For a sole trader, a per-user tool is usually cheaper than GoHighLevel’s account price. The comparison changes as engineers and office staff are added, because the account price does not.^[13]

Usage: texts, phone numbers and call minutes are extra on GoHighLevel and not listed on the pricing page.^[13]
Onboarding: HubSpot Professional has a one-time fee; ask every vendor about set-up costs.^[22]
Your time: a focused week to configure the first workflows, more for data import.
Two tools instead of one if you pair a CRM with field service software, plus any integration.
Currency and VAT: prices shown in US dollars exclude VAT and exchange costs.

Value

Work out the value in your own business

Instead of promised revenue figures, a method, and one worked example whose assumptions are all stated.

The value of a CRM in an HVAC business comes from a small number of places: missed calls that become jobs, service plans that renew instead of lapsing, quotes that are won because they were followed up, and office time that is not spent retyping. Each can be measured before and after. Measure them; do not assume them.

Illustrative exampleService plan renewals, one season

Assumptions

You have 300 service plans at an average of £150 a year. (Replace with your own numbers.)
Last year 55% renewed. (Take this from your own records.)
After one season with a renewal sequence, suppose 65% renew. This is an assumption to test, not a benchmark.

Plans renewed before: 300 × 55% = 165 plans, £24,750
Plans renewed after: 300 × 65% = 195 plans, £29,250
Difference: 30 plans, £4,500 a year
Platform cost to set against it: Starter at $97 a month, plus text usage

If your renewal rate does not move, neither does the value. That is why the before figure has to be measured first.

Missed calls: count last season’s missed calls and how many became jobs; repeat after a season with automatic acknowledgement.
Quotes: compare the win rate of followed-up and unchased quotes in your own data.
Office time: time one week of retyping and chasing before and after.

Measure it in a 30-day trial

Write down your baseline figures before you start, so the comparison at the end is arithmetic, not impression.

Chapter 07 · 4 sections

Decide, then set it up

Set up first

One record per property with the check date
Reminder to the agent and to your scheduler
Task to issue the record to tenants within 28 days

Pair with: Certificate software for the records themselves.

Is it right for you?

Is GoHighLevel right for your HVAC business?

Likely a good fit

Your biggest losses are missed calls, lapsed service plans and unchased quotes.
Several people need access and a per-user price would add up.^[13]
You want texting, email, calendars, estimates and review requests in one place.^[10]^[4]^[8]
You are prepared to spend a focused week on set-up.

Probably not the right choice

Dispatch, routing and job sheets are your main problem: start with field service software.
You are a sole trader who only needs a contact list and a diary: a cheaper per-user tool may do.^[20]^[18]
You need statutory records kept inside the same system for years.^[14]^[11]
Nobody in the business has time to configure and maintain workflows.

Check whether it fits your business

If most of the first list applies to you, the trial is the quickest way to find out.

First week

Your first week: three things to get live

Through this site’s partner link

30 days

Trial · HighLevel Bootcamp included

Public pricing page

14 days

gohighlevel.com/pricing · read on 2026-09-21

Day 1: connect your number, switch on missed call text back, and test it by calling yourself.^[6]
Days 2 to 3: import one plan type with its due dates and build the renewal sequence.^[7]
Days 4 to 5: set up a five to seven stage pipeline and move your open quotes into it.^[1]
Week 2 onwards: quote follow-up, review requests, then the next seasonal campaign.

Detailed steps for each of these are in the set-up guides.

Start the 30-day trial

30 days through this page with the HighLevel Bootcamp; the public pricing page lists 14 days. The terms shown when you sign up are the ones that apply.

FAQ

Frequently asked questions about CRM for HVAC

The 22 questions UK heating and air conditioning firms ask most, answered with what can be supported.

What is the best CRM for HVAC companies in the UK?

There is no single best one, and this site does not rank products because one of them pays it a commission. If your losses are in enquiries, follow-up and renewals, a CRM such as GoHighLevel addresses them; if they are in dispatch and job sheets, a field service platform does. Many firms use both. The role table helps you decide.

Can a CRM automate HVAC maintenance reminders?

Yes. Store the service due date on each record and use a date-based trigger to start a sequence a set number of days before it: email, text with a booking link, then a call task.^[7]

Is GoHighLevel better than ServiceTitan for HVAC?

They do different jobs. ServiceTitan is field service software sold on quotation; GoHighLevel is a CRM and communication platform priced per account. Choose by your main problem, and consider using a CRM alongside field service software.^[16]^[13]

How does HVAC scheduling software work?

It allocates engineers to jobs and time slots, shows everyone’s diary to the office, and lets engineers see their day on a phone. Dispatch tools add routing and live status. GoHighLevel offers booking calendars with Google Calendar sync; routing is not described in its documentation as read for this site.^[3]

Can a CRM improve my Google reviews?

It makes asking automatic, which is what most firms fail to do. Ask every customer after every job; filtering out unhappy customers breaks Google’s policy.^[8]^[9]

How much does HVAC CRM software cost?

GoHighLevel lists $97, $297 and $497 per account per month, with usage costs extra. Field service tools range from published per-user or per-plan prices to quotation only. The cost table calculates 1, 4 and 8 users.^[13]

Do I need HVAC-specific software or will a general CRM work?

A general CRM handles enquiries, communication, follow-up and renewals well. It does not normally include HVAC job sheets, gas readings, parts or statutory records; for those, HVAC or field service software is the better fit.

Can I track landlord gas safety certificates in GoHighLevel?

You can track the dates and send reminders: create date fields per property and a reminder workflow. The certificate itself, and its retention, belong in your certificate or job software.^[7]^[11]

How should I handle emergency callouts with a CRM?

Acknowledge every missed call and message automatically, ask whether it is an emergency, tag it and put it at the top of a callback list. Promise only response times you can keep.^[6]

How do I manage seasonal demand spikes?

Move planned work forward with pre-season campaigns in September and April, and use automatic acknowledgement and triage during the peak itself.

Can GoHighLevel integrate with my existing HVAC software?

Workflows can be started by events and connected to other tools, but an integration with your specific job management software is something to test in the trial, not assume. Ask both vendors what connects, and how.^[2]

Is there a mobile app for engineers?

Yes, for conversations, calls and estimates. It is not a job sheet app: gas readings, signatures on job sheets and parts are better handled in field service software.^[5]

How long does set-up take?

Allow a focused week for the first three workflows and longer for data import. Trying to configure everything at once is the usual way to have nothing live after a month.

Can I manage commercial HVAC contracts in GoHighLevel?

You can run a separate pipeline for commercial opportunities, store contract values, sites and renewal dates, and start renewal proposals well ahead of the end date.^[1]^[7]

What is the difference between scheduling software and a CRM?

Scheduling decides who goes where and when; a CRM tracks who asked for what and what happens next. The role table sets out seven jobs and which tool does each.

How does GoHighLevel help with HVAC quotes?

It can produce estimates natively, track their status and convert accepted ones into invoices, and it can follow up automatically while a quote is open.^[4]^[1]

Can a CRM help with landlord and letting agent clients?

Yes: one record per property with the check date, reminders to the agent and your scheduler, and a task to issue the record to tenants within 28 days of the check.^[11]

Does it work for both residential and commercial firms?

Yes, with separate pipelines and sequences for each. Commercial work with multi-engineer jobs and detailed site reports usually also needs field service software.

How does a CRM improve customer retention?

By making sure the right message reaches the customer at the right moment: renewal reminders, follow-up after repairs, answers to messages. Most lost customers are lost to silence rather than to dissatisfaction.

Can I use GoHighLevel for email marketing?

Yes, but marketing emails and texts to individuals need consent or the soft opt-in, with an easy opt-out in every message.^[15]

What if GoHighLevel turns out not to suit my business?

That is what the trial is for: 30 days through this site’s partner link, 14 on the public pricing page. Build your first three workflows in that time and decide on results, not on a sales call.^[13]

Is GoHighLevel GDPR compliant for UK HVAC businesses?

No product is compliant on its own; your use of it is. HighLevel offers a data processing agreement, states a certification under the UK Extension to the Data Privacy Framework and says its product infrastructure is in the United States. You remain responsible for your lawful basis, privacy notice and retention.^[23]^[24]

Test it on your own customers

Missed calls, renewals and quotes: three workflows, one focused week.

Explore the available offer

30 days through this page with the HighLevel Bootcamp; 14 days on the public pricing page. The terms shown at sign-up apply.

See how it works

Evidence

Sources

Every external claim on this page is backed here: date read, address to check (as text, not a link), the wording, and what the source does not support.

HighLevel: Understanding Pipelines
HighLevel Support · read on 2026-09-20 · help.gohighlevel.com/support/solutions/articles/155000001982-understanding-pipelines
“Pipelines are visual workflow tools that show the progress of leads, deals, or customers from start to finish.” “A pipeline is made up of stages, with each stage representing a step in your sales or customer journey.”
Supports: What a pipeline and a stage are in this product. Does not support: Nothing about forecasting accuracy or report depth.
HighLevel: Introduction to Workflows and Automations
HighLevel Support · read on 2026-09-20 · help.gohighlevel.com/support/solutions/articles/155000002445-introduction-to-workflows-and-automations
“Workflow automation is the process of using technology to perform repetitive tasks automatically.” “A trigger is an event that sets your workflow into motion.” “An action is the task performed in response to a trigger.”
Supports: The documented model (a trigger, then actions) and the manufacturer’s own examples: appointment booked, form submitted, reply to a message. Does not support: No complete list of triggers, no statement of what each plan includes, no time saving.
HighLevel: Integrating Google with HighLevel Calendars
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/155000002369-integrating-google-with-highlevel-calendars
“Google Calendar integration with HighLevel enables real-time scheduling, streamlined availability management, and seamless syncing across platforms.” From “Getting Started: Setup a Booking Calendar”: “Share the calendar link to start booking appointments!”
Supports: A booking calendar whose link customers can use, and syncing with Google Calendar. Does not support: No dispatch board, no route optimisation, no engineer location tracking, and no effect on no-shows.
HighLevel: How to Create and Send Estimates
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/155000003675-how-to-create-and-send-estimates-using-in-highlevel
“This addition allows you to create estimates and share them with clients before sending the final invoice.” Statuses: “Draft, Sent, Accepted, Declined, Invoiced”. “Once your client approves the estimate, you can easily convert it into an invoice”.
Supports: Native estimates with status tracking and conversion of an accepted estimate into an invoice. Does not support: No HVAC price books, parts catalogues or survey templates are described. Accounting integration is not covered by this article.
HighLevel: Mobile Apps Overview
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/155000001702-mobile-apps-overview
The LeadConnector mobile app lets users see conversations and respond on the move (Live Chat, Facebook, Instagram, WhatsApp, Email, SMS) and receive calls made to the business’s HighLevel number on their phone. Estimates can also be built from the mobile app.
Supports: A mobile app for conversations, calls and estimates. Does not support: No job sheets, gas readings, parts ordering, GPS tracking or route optimisation are described for the mobile app.
HighLevel: Where and how to configure the Missed Call Text Back feature
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/48001239140-where-and-how-to-configure-the-missed-call-text-back-feature
“Missed Call Text Back is a feature that automatically sends a text message to a caller when their inbound call is missed.” “Missed Call Text Back triggers an SMS notification for every missed call — even if the same caller tries multiple times within a brief timeframe.”
Supports: An automatic text to a caller whose inbound call was missed, sent for every missed call. Does not support: The article promises no delivery time, no effect on how many callers stay with you and no UK SMS pricing. It needs a number in the account that can send SMS.
HighLevel: Workflow Trigger, Custom Date Reminder
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/155000002674-workflow-trigger-custom-date-remimder
“The Custom Date Reminder Workflow Trigger starts a workflow before, on, or after a date field you select.” “With this filter, you can configure the workflow to activate a certain number of days before the custom date.”
Supports: A workflow can start a set number of days before a date stored on a contact, such as a service due date or a certificate expiry. Does not support: The article does not describe HVAC fields; you create them. It says nothing about renewal rates.
HighLevel: How to Send Review Requests
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/48001222668-how-to-send-review-requests
“To automate the review request process within a workflow please add the “Send Review Request” action > Select the channel Email/ SMS”. Requests can also be sent individually from Reputation > Requests.
Supports: Review requests by SMS or email, sent manually or from a workflow action. Does not support: No number of reviews you will receive and no ranking effect. The article does not describe filtering unhappy customers away from Google; doing so would break Google’s policy (see the Google source).
Google Maps: Prohibited and restricted content (user-contributed content policy)
Google · read on 2026-09-21 · support.google.com/contributionpolicy/answer/7400114
Rating manipulation: “Discourage or prohibit negative reviews, or selectively solicit positive reviews from customers”. Fake engagement: “Offer incentives – such as payment, discounts, free goods and/or services - in exchange for posting any review or revision or removal of a negative review.”
Supports: Sending only happy customers to Google (“review gating”) and paying or discounting for reviews both breach Google’s policy. Does not support: The policy does not say how Google ranks businesses. It does not forbid asking every customer for a review.
HighLevel: Getting Started with the New Conversations Experience
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/155000006610-getting-started-with-the-new-conversations-experience
“Read the full history across Email, SMS, WhatsApp, Facebook/Instagram messages, and Internal Comments.”
Supports: One conversation history per contact across email, SMS, WhatsApp, Facebook and Instagram messages, with internal comments. Does not support: Each channel needs its own connection and, for WhatsApp, Meta’s approval process. Nothing here about response times.
Gas Safety (Installation and Use) Regulations 1998, regulation 36
legislation.gov.uk · read on 2026-09-21 · legislation.gov.uk/uksi/1998/2451/regulation/36
36(3)(a): each appliance and flue must be “checked for safety within 12 months of being installed and at intervals of not more than 12 months”. The record is kept “until there have been two further checks of the appliance or flue”. 36(6)(a): a copy is given “to each existing tenant … within 28 days of the date of the check”.
Supports: A landlord’s annual gas safety check duty, how long the record (often called CP12) is kept, and the 28-day deadline for giving tenants a copy. Does not support: The duty sits with the landlord, not with your CRM. The regulation does not say how reminders must be sent.
HighLevel: How to Set Up Call Tracking (Number Pool)
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/48000981393-how-to-set-up-call-tracking-number-pool-
“Show a unique phone number to leads based on where they came from, so every call can be attributed back to its campaign or landing page.” “Once the website visitors call the tracking number, we can attribute keywords in the Call Reporting tab”.
Supports: Number pools that attribute calls to the campaign, landing page and keyword that produced them. Does not support: Tracking numbers cost money per number and per minute; the article gives no UK prices. Attribution depends on the tracking snippet being installed on your site.
HighLevel: Pricing
HighLevel · read on 2026-09-21 · gohighlevel.com/pricing
Starter $97/Month · Unlimited $297/Month · Agency Pro $497/Month · Enterprise: price on request. “Start Your 14 Day Free Trial Today!” Read on 2026-09-20: “On all plans, you get unlimited contacts and unlimited users.”
Supports: List prices in US dollars per account per month, unlimited contacts and users on every plan, and the publicly listed 14-day trial. Does not support: No usage costs (SMS, calls, email sending), no UK VAT treatment, nothing about suitability for HVAC. A 30-day trial is not on this page: it is a condition of this site’s partner link.
GOV.UK: Record F gas in equipment you own or service
GOV.UK · read on 2026-09-21 · gov.uk/guidance/record-f-gas-in-equipment-you-own-or-service
“You must keep records about the following equipment you operate or service if it contains F gas equivalent to 5 tonnes or more of carbon dioxide”. Records cover the “quantity and type of gas in the equipment when it’s installed, quantity and type of gas added during maintenance, dates and results of all mandatory leak checks”; they are kept for 5 years.
Supports: Which equipment needs F gas records, what they contain and the 5-year retention period. Does not support: The guidance does not say which software to use. Leak-check intervals depend on the charge and are set out in separate guidance not reproduced here.
Privacy and Electronic Communications Regulations 2003, regulation 22
legislation.gov.uk · read on 2026-09-21 · legislation.gov.uk/uksi/2003/2426/regulation/22
22(2): no unsolicited direct marketing by electronic mail “unless the recipient of the electronic mail has previously notified the sender that he consents for the time being to such communications being sent”. 22(3) allows it where details were obtained in a sale or negotiation, the marketing is for similar products or services, and the recipient was given a simple means to refuse at collection and in every message.
Supports: Marketing emails and texts to individuals need consent, or the “soft opt-in” for existing customers with an opt-out in every message. “Electronic mail” in PECR includes SMS. Does not support: The regulation does not classify a specific message. Whether a service reminder counts as marketing depends on its content.
ServiceTitan: Pricing
ServiceTitan · read on 2026-09-21 · servicetitan.com/pricing
Plans “Starter”, “Essentials” and “The Works”, each with a “Request Pricing” button; no public prices.
Supports: That ServiceTitan does not publish prices; you request a quote. Does not support: Any monthly figure. Sterling price ranges quoted for ServiceTitan on other sites do not come from ServiceTitan.
Commusoft (UK site)
Commusoft · read on 2026-09-21 · commusoft.com/en-gb/
Describes itself as “the only job management platform that gives you unrivalled control without the complexity”, aimed at plumbing and heating professionals; the page shows no prices and offers “Book a Demo”. The former UK pricing address returned an error.
Supports: That Commusoft is a job management platform for heating trades and does not show public prices. Does not support: Its self-description is marketing, not a tested fact. Any price.
Jobber: Pricing (UK address)
Jobber · read on 2026-09-21 · getjobber.com/uk/pricing/
Core $49/mo · Connect $139/mo · Grow $199/mo · Plus $499/mo on monthly billing (lower on annual billing); users included by tier: 1, 5, 10, 15. “For 14 days you get full access to all of Jobber’s features on the Grow plan—no credit card required.”
Supports: The plan prices and users included that the page showed to our reader, and a 14-day trial. Does not support: The page showed US dollars to our reader even at the UK address; UK customers may be billed in pounds. No feature comparison is drawn from it.
Housecall Pro: Pricing
Housecall Pro · read on 2026-09-21 · housecallpro.com/pricing/
Basic $79/mo monthly ($59 annual), 1 user · Essentials $189/mo monthly ($149 annual), 5 users · Max $329/mo monthly ($299 annual), 8 users, $35/mo per additional user.
Supports: Plan prices in US dollars and users included. Does not support: The page does not say whether the product is offered in the UK. Check availability before shortlisting it.
Tradify: Pricing
Tradify · read on 2026-09-21 · tradifyhq.com/pricing
Lite $47 · Pro $51 · Plus $61 USD per user per month · Custom: price by request · 14-day trial.
Supports: Per-user prices as shown to our reader and a 14-day trial. Does not support: Shown in US dollars to our reader; UK pricing may differ. No feature comparison is drawn from it.
FieldEdge: Pricing
FieldEdge · read on 2026-09-21 · fieldedge.com/pricing/
“Our three plans allow you to customize the software and add-ons based on the specific features you need, so pricing can vary!”
Supports: That FieldEdge prices by quote. Does not support: Any monthly figure, and UK availability.
HubSpot Sales Hub: Pricing
HubSpot · read on 2026-09-21 · hubspot.com/pricing/sales
Free $0 (up to 2 users) · Starter $20/seat monthly ($7 annual) · Professional $100/seat monthly ($90 annual), one-time onboarding fee $1,500 · Enterprise $150/seat annual, onboarding $3,500.
Supports: Per-seat prices and onboarding fees as shown in US dollars. Does not support: Not field service software; nothing here about scheduling engineers. UK pricing may be shown in pounds.
HighLevel: Data Processing Agreement
HighLevel · read on 2026-09-21 · gohighlevel.com/data-processing-agreement
“HighLevel will act as a Processor of Customer Personal Data. Customer will act as the Controller of Customer Personal Data.” “HighLevel is certified to the EU-U.S. Data Privacy Framework, the UK Extension to the EU-U.S. Data Privacy Framework, and the Swiss-U.S. Data Privacy Framework.”
Supports: A data processing agreement with HighLevel as processor and you as controller, and a stated certification under the UK Extension to the Data Privacy Framework. Does not support: It does not replace your own obligations under UK GDPR (lawful basis, privacy notice, retention). Check the certification is current on the day you sign up.
HighLevel: Security and Compliance Overview
HighLevel Support · read on 2026-09-21 · help.gohighlevel.com/support/solutions/articles/155000000574-highlevel-security-and-compliance-overview
“All data is encrypted in transit with TLS version 1.2, or 1.3 and 2,048 bit keys or better.” “Platform data is stored using AES-256 encryption.” “Our product infrastructure resides in the United States.”
Supports: The manufacturer’s own statements on encryption and on where its product infrastructure sits (the United States). Does not support: These are self-declarations; no audit report is reproduced here. Nothing here makes your use lawful by itself.