The contractor CRM built for HVAC
Installs, repairs, and seasonal maintenance plans — all in one app. Work Pilot helps small HVAC crews quote systems, schedule techs, automate maintenance reminders, and get paid online.
No credit card required · Free plan available · Cancel any time
What hvac contractors tell us
The day-to-day headaches Work Pilot was built to remove.
- ✕Maintenance customers slipping through the cracks every season.
- ✕Quoting full system installs from memory and missing line items.
- ✕No clean place to track equipment and service history per address.
- ✕Chasing customers for payment after the install is done.
Built around the HVAC workflow
One app for leads, scheduling, quotes, invoices, payments, and client messaging.
Install & service scheduling
Book installs and service calls on a mobile-first calendar your whole crew can see.
Seasonal maintenance reminders
AI reminders nudge you to follow up with maintenance customers before the season hits.
System quotes & contracts
Build itemized quotes for full system installs and send contracts for e-signature.
Deposits & milestone payments
Collect deposits and milestone payments on bigger installs without spreadsheets.
Client messaging
All customer conversation tied to the job — not lost in personal texts.
Equipment history
Track what was installed where, when it was serviced, and what's due next.
Everything a small crew needs
No per-user pricing. No enterprise complexity. Just the tools hvac contractors use every day.
- Lead capture & follow-up
- Mobile-first job scheduling
- Quotes & contracts with e-signature
- Invoices & online payments
- Client portal & messaging
- AI smart reminders
- On-site sketchpad for notes
- Customer history in one place
FAQs for hvac contractors
Is Work Pilot a good CRM for small HVAC contractors?+
Yes. Work Pilot is built for 1 to 5 person HVAC crews who want a simple CRM for installs, service, quoting, invoicing, and maintenance reminders — without ServiceTitan-level pricing.
Does Work Pilot help with seasonal maintenance plans?+
Yes. AI reminders help you stay in front of maintenance customers each season, and you can keep service history per address.
Can I quote and contract full system installs?+
Yes. Build itemized quotes for installs, send contracts for e-signature, and collect deposits and milestone payments online.
How is Work Pilot different from ServiceTitan?+
ServiceTitan is built for large HVAC enterprises. Work Pilot is built for small crews who want the essentials — leads, scheduling, quotes, contracts, invoices, and a client portal — without enterprise complexity or per-user pricing.
Do I need to install an app?+
No. Work Pilot runs in your browser and as a Progressive Web App on iOS and Android.
Looking for the full feature list? See the Work Pilot homepage.