HVAC & boiler service CRM: from urgent breakdowns to seasonal campaigns your service operation in one panel
HVAC and boiler service software, program and CRM on one platform: HVAC and boiler service job tracking software, customer management software and sales automation with WhatsApp.
The boiler calls flood in with the first cold snap, the AC calls with the first heat; urgent breakdowns and price questions wait in the same queue. ÖzgürKod classifies incoming messages with AI, surfaces the urgent ones, distributes technician tasks on the board; you tag your maintenance customers and send a bulk campaign before the season with a Meta-approved template.
Which CRM software should be used for HVAC and boiler service? ÖzgürKod is a CRM for HVAC and boiler service businesses: Keep urgent breakdowns front and center during peak season, keep technician tasks on the board, and send seasonal campaigns to maintenance customers. Setup takes minutes; try it free for 7 days.
Challenges service companies face all season long
Boilers in winter, AC in summer: demand comes in waves; a company that can’t keep up loses both urgent customers and maintenance revenue.
Phones lock up at peak season
Hundreds of boiler calls in the first cold week; the line is busy and WhatsApp goes unread. The customer who can’t reach you calls the next service on the list; the busiest week is also the week you lose the most customers.
Urgent breakdowns and price questions in the same queue
A message saying “The boiler won’t ignite and there’s a baby in the house” sits in the same queue as a question asking “how much is maintenance?” While you sort out urgency by hand, the customer who truly has an emergency waits in the cold and calls a competitor.
Technician’s daily schedule on paper
Who’s at which address in the morning, who they visit in the afternoon — the schedule is given over the phone and written on paper. An urgent job that comes in wrecks the whole plan; two technicians go to the same address, and no one goes to the other neighborhood.
Maintenance customers unrecorded, seasonal revenue to a competitor
The list of hundreds of customers serviced last year is gone or forgotten in Excel. When no one is called as the season opens, ready maintenance revenue that could repeat every year goes to the competitor who sends the first message.
Parts stock keeps surprising you
The technician goes out on a breakdown and the board they need isn’t in stock; a second visit is required. The customer takes time off twice, the company pays travel costs twice. No one knows exactly how many of which part are left.
Service fees and payment collection untracked
Which job has been paid for, which corporate customer will pay at the end of the month, who owes a parts difference — the ledger entries get mixed up. Small forgotten amounts add up to a serious total by year end.
What does ÖzgürKod do for HVAC and boiler services?
Flows built for your service operation, on top of general CRM tools.
From breakdown call to seasonal campaign: the service flow
- Let AI classify incoming messages: urgent breakdowns surface, price inquiries get tagged, and requests are distributed to technicians by round-robin
- Manage the daily service schedule on the task board: each service is a card — address, device details, breakdown note and photo in one place
- Tag maintenance customers with “boiler maintenance” / “AC maintenance”; send a bulk campaign before the season with a Meta-approved template
- Have a 24/7 chatbot collect breakdown details outside business hours: device type, neighborhood, complaint; in the morning the conversation is handed over to the team
- Set up your service and parts catalog with a price list; get an alert when stock drops to a critical level, and reach order details from supplier cards
- Track service fees and corporate agreements with due-date tracking; log receipts to the customer card, and let overdue payments stand out on the dashboard
A request from WhatsApp, Instagram or a web form becomes a customer card; outside business hours, a 24/7 chatbot collects device and complaint details.
AI tags each message as urgent, a price inquiry or a complaint; urgent breakdowns stand out on the dashboard, and requests are distributed round-robin.
Send the customer an online booking link or pick a time on the dashboard; appointments sync both ways with Google Calendar.
Every service job is a task card: address, device, breakdown note and check steps as a checklist. The technician gets a notification on assignment.
When a job needs parts, send an itemized PDF quote; once approved, parts are deducted from stock, the card is closed when the job is done, and photos are attached.
Service fees and part charges are entered into due-date tracking; corporate customers' month-end payments and receipts are tracked on the card.
Customers who received maintenance get tagged; before the season starts, you send a bulk maintenance offer from the campaigns module, targeted by tag and last contact date.
Not from a personal phone, but from the business line
Don't let Customer messages get lost on employees' phones; the line belongs to the business, the history belongs to the CRM.
In minutes with a QR code, or with the official WhatsApp Cloud API. You can keep using the WhatsApp Business app on your phone and connect the same number to the CRM at the same time (coexistence).
The chatbot answers common questions and collects customer information; a member of your team takes over the conversation whenever you want.
Send an announcement or reminder to the customer group you choose with a Meta-approved template; see how many people it reached and how many read it.
Auto-reply to a “price?” comment on your post and send the details by DM; the person who commented also lands in the inbox.
Don't track everything yourself; let it tell you what matters
It reads messages, surfaces who is waiting for a reply and what's at risk, and starts your day with a summary.
Know who to get back to first
- Message analysis: urgency, satisfaction, buying intent and risk; complaints and urgent requests are separated.
- Awaiting reply: unanswered conversations and messages requesting an appointment in one list.
- Today's tasks: a short morning summary showing who you need to follow up with that day.
- Ask a question: type questions like “How many new customer came in this month?” and get answers from your data.
AI features run on accounts with AI analysis turned on; when it's off, messages, appointments and follow-ups run on rules.
Messages, quote, payment collection and your team — in one account
When a customer writes, their history, open quote and balance are on the same card. You don't need to make your team install a second app.
Customer cardMessages, appointments, quotes, payments and notes on one card; even if the team member changes, the history stays with the business.
Team and permissionsAssign records to team members; if you want, each person sees only their own customers.
Track it from ad to customerLeads from Meta ad forms land in the record together with their source.
Full power on your phoneThe panel is mobile-friendly; reply to a message, reschedule an appointment, add a note from your phone.
The tools you need in one place
Click any one to explore it in detail.
Unified inbox
WhatsApp, Instagram DMs and comments, Messenger, Telegram, TikTok and web chat on one screen.
Appointments and reminders
An online booking page, WhatsApp reminders, and a calendar that updates with “Coming / Cancel / Another time” replies.
Lead Pool and sales process
Track leads by temperature and stage, so you never miss a record whose follow-up date has passed.
Quotes and deals
Prepare an itemized quote in minutes, send it as a PDF, and track its status.
Payments and payment collection
Deposit, partial payment and balance; see who owes how much on their card.
Team task tracking
Assign work to a person, slot it into their free time, and catch overdue work with a notification.
Chatbot
24/7 answers to common questions, information collection and handover to your team.
WhatsApp campaigns
Bulk messages to the group you choose with an approved template; delivered and read tracking.
Metrics and reports
New leads, response times, won and lost records on a single dashboard.
Product and service catalog
Enter your services and prices once; use them in quotes and in chat.
Wherever your Customer write from
Messages from every channel land in the same inbox; the conversation is assigned to one of your team members and merges into the customer card.
- WhatsAppCloud API or QR
- InstagramDMs and comments
- MessengerYour Facebook page
- TelegramYour Telegram bot
- TikTokDM
- Web chatThe widget on your site
- Meta ad formsWith the ad source
Connect Telegram with your own bot token, Instagram and Messenger with your Meta account, and WhatsApp with a QR code or via the Cloud API. Unified inbox →
What should you look for when choosing a CRM for HVAC and boiler service?
Before you decide, evaluate your candidates against these 5 criteria.
5 criteria
- A module ready for your industry. Instead of adapting a generic CRM for months HVAC and boiler service choose a system that is ready on day one for your workflow (record fields, tags, reminder templates).
- WhatsApp and Instagram integration. In Turkey customer most communication comes through WhatsApp and Instagram; a CRM that does not offer a unified inbox through the official API leaves half the work outside.
- Automatic reminders and follow-up. Appointment, payment and repeat reminders should live in the system, not in memory; every missed reminder is lost revenue.
- Turkish-language support and TL pricing. Dollar-based foreign tools carry exchange rate risk and an English-only support barrier; TL pricing and Turkish-language setup support make total cost predictable.
- Free trial and cancellation without commitment. Try it with your own data before you decide: choose a solution that requires no credit card, offers at least a 7-day free trial and can be canceled whenever you want.
HVAC and boiler service program, software or CRM?
Most business owners search for the solution they need as “HVAC and boiler service program,” “HVAC and boiler service software,” “HVAC and boiler service job tracking software” or “HVAC and boiler service customer management software.” “CRM” is the international name for this solution, and the need is the same: keep customer information in one place, never miss a request, and bring order to your work.
As a HVAC and boiler service automation, ÖzgürKod gathers customer messages from WhatsApp, Instagram and the web in one panel and handles quote and payment collection tracking on the same screen. We also cover industry-independent selection criteria in our CRM software selection guide.
Method comparison for HVAC and boiler service
Notebook/Excel, a general-purpose CRM and ÖzgürKod side by side.
| Criteria | Notebook / Excel | General (foreign) CRM | ÖzgürKod |
|---|---|---|---|
| Mesajlar | Scattered across phones | Mostly an extra module or extra fee | WhatsApp, Instagram and web in one inbox |
| Reminders and follow-up | Left to memory | Needs setup and integration | Follow-up date, notification and tasks ready |
| Customer history | Between notebook, phone and email | Yes, with generic fields | On one card: messages, quote, payments, notes |
| Teamwork | It’s unclear who is handling what | Extra cost per user | Assignment, tasks and record-based permissions |
| Language and pricing | — | Usually $ pricing, English support | TL pricing, local support in Turkish |
| Starter | Invisible cost in time | Long setup, exchange rate risk | 7-day free trial |
Starts at 2.500 ₺ / month
7-day free trial · No setup fee · Upgrade your plan any time
Every message answered late is an opportunity handed to a competitor.
If your average sale is ₺4,000: the monthly cost of your subscription is not even a single sale.
Frequently asked questions
Have another question? Write to us and we’ll look at your workflow together.
What can a CRM do for an HVAC service business?
Service work has two critical moments: when the request comes in and when the season starts. A CRM gathers requests from WhatsApp, Instagram and web forms in one dashboard; AI surfaces urgent breakdowns and tags price inquiries. The technician schedule lives on the task board, part stock warns you at critical levels, and payments are tracked with due dates. Because your maintenance customers are on record, you reach them again every year with a pre-season campaign.
Does the system send periodic maintenance reminders automatically?
No. The system does not send scheduled messages on its own, and that is an honest limitation. The right flow works like this: you tag every customer you service with a label such as “boiler maintenance” or “AC maintenance.” At the start of the season, you open the campaigns module, target by tag and last contact date, and send a bulk maintenance offer with a Meta-approved template. Duplicate protection prevents double messages to the same person; those who respond are turned into appointments on the dashboard.
The service line and the sales line use separate WhatsApp numbers; can I connect both?
Yes. ÖzgürKod works with the official WhatsApp Cloud API; you can also connect multiple numbers to the same dashboard via QR. Breakdowns coming into the service line and price questions coming into the sales line sit in one unified inbox, separated by source label. With message assignment, each technician and sales rep sees only their own customers; the full history comes together on the customer card.
How do I distribute jobs to technicians?
Incoming requests can be assigned in order via round-robin or routed manually from the dashboard. Every job is a task card: address, device details, breakdown note and check steps sit on the card as a checklist, and the assigned technician gets a notification. The daily schedule is tracked in columns on the board, and finished jobs are moved to the completed column. Stalled jobs stand out in the overdue jobs view; nobody has to ask “who had that job?”
Can I track spare parts stock too?
Yes, at a basic level. The service and parts catalog holds the price and stock quantity of each item; you set a critical stock level and the dashboard warns you when it drops below. Supplier cards hold which part you buy from whom, along with contact details. ÖzgürKod is not a warehouse or accounting system; the goal is to know whether the part is available before the technician sets out, and to avoid the cost of a second visit.
Is customer data safe under KVKK?
Yes. Customer addresses, phone numbers and service history are protected by role-based permissions; technicians see only the details of jobs assigned to them, while pricing and payment data stays with authorized users. Data access is logged in line with KVKK. Bulk maintenance campaigns run with rate limiting and duplicate protection; if the error rate rises, sending stops automatically. You handle data deletion requests from the dashboard.
HVAC and boiler service software and CRM the same thing? Which one is ÖzgürKod?
In practice they describe the same need. Businesses usually search for "HVAC and boiler service software", "HVAC and boiler service software", "HVAC and boiler service job tracking software“ or “customer management software”; “CRM” is this solution is the international name. ÖzgürKod delivers all of these names on one platform: customer communication, appointments, quotes and orders, payment collection and reporting are all in one place. So whatever term you search with, the solution you reach is the same; you don’t need to set up separate software.
Solutions for similar businesses
Move this season's call traffic onto your dashboard
Free for 7 days, no card details required. On day one, gather fault reports in a single panel; before the season opens, prepare your campaign for your maintenance customers.