HVAC company, custom CRM
An air conditioning and heating contractor that put service calls, estimates, technicians, parts inventory, and wholesale sales in one dashboard.
Client: CoolTech HVAC, Inc. · Platform: Custom Built
The problem
CoolTech HVAC ran service calls, estimates, invoices, and parts stock across separate tools and paper. Dispatchers couldn't see which technician was free, estimates sat unanswered for days, and the team only found out they were low on filters and capacitors when a truck was already at a customer's door. Parts and wholesale sales had no clear view either, so nobody knew how much revenue each side of the business brought in.
What we built
We built a custom CRM that runs the whole business from one screen. It tracks every service call from booking to invoice, schedules technicians, follows up on open estimates, and separates service revenue from parts and wholesale sales. Inventory alerts flag low stock before it costs a job, and an insights panel suggests the next action, such as which estimates need a follow-up or which days need more technician coverage.
Built as a custom web app connected to accounting, email, and SMS through their APIs, on a single fixed monthly rate for CoolTech HVAC, with no per-seat fees as their team grows.
Service call tracking from scheduled to completed
Technician scheduling and upcoming appointments
Estimates with follow-up reminders
Invoicing tied to each job
Parts inventory with low-stock alerts
Service vs. parts and wholesale revenue reporting
Top customer and maintenance plan tracking
AI insights for follow-ups, restocking, and staffing
Dashboard screenshots
Revenue and jobs: daily service and parts revenue next to jobs completed
Service call status: completed, scheduled, in progress, and needs follow-up at a glance
Upcoming appointments: who is going where, and when, for each technician
Inventory alerts: low-stock parts flagged before they delay a job
AI insights: estimates to follow up on, restocking needs, and busy days to staff for
Results
$48,320 (+12%)
Total revenue
$31,450 (+8%)
Service revenue
$16,870 (+16%)
Parts and wholesale revenue
126 (+11%)
Total jobs
18 (-22%, more quotes closed)
Open estimates
Within weeks of launch, CoolTech HVAC could see every job, technician, and estimate in one place. Maintenance plans grew from 16% to 24% of service calls, and low-stock alerts stopped parts shortages from delaying jobs.
Sample project with illustrative data, shown for demonstration.