These are the questions HVAC owners and office managers ask most before they hire help with a CRM. The answers are short on purpose. Where a topic needs more depth, we link to the page that covers it.
Frequently asked questions
How much does CRM setup cost?
Our published prices are the HVAC.Agency family plans, from $2,998 a month, with CRM integration included in the Growth plan at $4,498 a month. Larger CRM projects are scoped in a written proposal. Prices are in Canadian dollars plus GST/HST by province, and software licences are paid separately to the vendor.
Do we have to sign a long contract?
No lock-in is part of how the HVAC.Agency family works. Your specific terms, including any notice period, are written into your proposal before you agree to anything.
How long does a setup take?
It depends on the number of data sources, the volume of records, the number of users and how many services you choose. A small shop with one clean export moves quickly; a multi-location company with several old systems takes longer. The proposal lists each phase and date.
We tried an agency or consultant before and the CRM still doesn't work. What's different?
We start by finding out why it didn't stick, usually through short interviews with each role. Most failed setups have too many fields, undefined stages, a messy import or one-off training. We fix those specifically and measure usage weekly afterwards.
Who owns the CRM account and the data?
You do. The account is in your company's name with the vendor, and every record, automation, template and recording belongs to you. If we stop working together, nothing needs to be handed back.
Do you get paid by CRM vendors?
We are vendor-neutral and don't sell software. You buy licences directly from the vendor. Our own fees are the ones written in your proposal.
Which CRM should we buy?
We don't push a particular product. If you haven't chosen yet, list your must-haves first: job types, equipment records, maintenance agreements, mobile use for techs, texting and integrations. Our sister site HVACSoftware.ca is a buyer's guide for comparing options.
Can you train our team in person?
Training runs by video with screen sharing and is recorded, and consultations are available in person or by video call; the format is set in your proposal. Short role-based sessions followed by real use tend to work better than long classroom days anyway.
What about privacy laws?
Your CRM holds personal information, so Canadian privacy law applies. PIPEDA covers most private-sector businesses, while Alberta, BC and Quebec have their own substantially similar laws. We configure consent and retention fields but don't give legal advice; confirm obligations with your own advisor.
Will reminders and texts break anti-spam rules?
They shouldn't if consent is recorded and honoured. Canada's anti-spam law sets consent, identification and unsubscribe requirements, so we add consent fields, opt-out handling and sender details to every template.
How do you report on results?
With numbers from your own CRM: field completion, open estimates with next steps, estimate close rate, maintenance visits booked before the season and calls with a source attached. You can check every figure yourself.
Can you promise more sales?
No. No honest consultant would. What we can do is show you the measures we'll track, what your own data shows today and what changed after each step.
Are you an HVAC company?
No. HVACCRM.ca is a digital marketing and business consulting service for HVAC companies. We don't install, repair or service equipment, and we don't do mechanical design or inspections.
Cost and contracts
Our prices are the HVAC.Agency family plans, starting at $2,998 a month, with CRM integration in the Growth plan. Larger or stand-alone CRM projects are scoped in writing. The pricing page explains what drives cost and which third-party costs, such as software licences and call tracking numbers, you pay directly.
There is no lock-in, and the terms for your engagement are confirmed in your proposal. If something matters to you, such as notice periods or payment timing, ask for it in writing before you start.
Timelines and effort from your team
A CRM project takes some of your team's time, and it's better to plan for it than be surprised. Expect:
- an hour or so each from the owner, office lead, a dispatcher, a technician and an advisor for discovery interviews;
- someone who knows your customer history to answer duplicate-record questions during the import;
- short training sessions for each role;
- a weekly 20-minute review of open estimates once follow-up is live.
The services overview suggests a sensible order if you can't take on everything at once.
What a good setup looks like after three months
You should be able to answer these questions from the CRM, in under a minute each, without asking anyone:
- How many open estimates do we have, and how many have a next step booked?
- Which marketing sources produced booked visits last month?
- How many maintenance visits are booked for the coming season, and how many are still unbooked?
- Which technicians are closing jobs in the system, and which aren't?
- How many customers have equipment older than 15 years and no agreement?
If any of those still needs a spreadsheet or a phone call, something in the setup needs attention.
Common reasons a CRM project stalls
Most stalled projects stall for the same few reasons: the import started before the structure was agreed, training happened once and was never repeated, or the owner kept asking for updates by text instead of reading the system. Each has a straightforward fix, and the services overview explains where each fits.
Ownership, vendors and independence
Your company owns everything: the CRM account, the data, the automations, the templates and the training recordings. We work inside your accounts rather than setting anything up under our name.
We are vendor-neutral. We don't sell software, and we work in whichever system you have chosen. If you are still choosing, the CRM blueprint page explains why it helps to know your structure before comparing products.
Privacy and consent
Customer records, call data and recordings are personal information under Canadian privacy law. We set up consent fields, retention rules and opt-out handling, and we explain the rules that apply in your region on each area page. We don't give legal advice, so confirm your obligations with your own advisor.
Working with your existing agency or IT provider
You don't have to replace anyone to work with us. If an agency runs your ads or an IT provider manages your devices, we coordinate with them on the pieces that touch the CRM, such as call tracking numbers, lead source names or user accounts. Clear ownership is written into the proposal, so nobody assumes the other party is handling something. If our parent brand HVAC.Agency already runs your marketing, the call tracking and reporting can be shared directly.
If you tried before and it didn't stick
This is the most common situation we see. A capable system was bought, set up quickly and trained once. The fix is rarely new software. It's a shorter intake screen, clear stage definitions, a clean import and weekly attention to usage for a couple of months. The adoption plan guide shows the sequence we follow.
Still have a question? Contact us by call, text or email.