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Rodok for commercial HVAC contractors

CRM for HVAC: win commercial service contracts and bids

Win service contracts and bids with property managers and facilities teams, and follow up before renewals.

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From $29 a month for 3 seats.

Your contacts, with their company, deal stage and last activity. Example data.

Win service contracts and bids with property managers and facilities teams, and follow up before renewals. Built around how commercial HVAC contractors actually sell, so you start from your own stages instead of a blank page.

Your pipeline, in your stages

Deals move through the stages commercial HVAC contractors actually use. Drag a deal, and its forecast and reports follow.

Example data.

The whole CRM, not just the pipeline. Contacts, companies, tasks, email, automations, chat and the lead finder, in one app.

01Find

People from one sentence

Describe who you sell to. Rodok finds them by role, company size and city, with their work email, and sets apart the ones already in your CRM.

Every feature, and which plan has it

Pro includes everything in Starter.

  • Companies and peopleStarterEvery email, meeting, note and file on the record.
  • Deals and the pipeline boardStarterYour own stages, amounts, close dates and owners.
  • Tasks and remindersStarterA next step on every record and one list for the day.
  • Gmail and OutlookStarterEmail syncs onto the right contact, and you send from your own mailbox.
  • Calendar and booking linksStarterYour free times on a page; a booking files the contact and lands in both calendars.
  • Reports and forecastingStarterForecast against quota, pipeline by stage and win rates, per rep.
  • Team chatStarterChannels, direct messages and a thread on every deal, with @mentions.
  • ImportStarterBring contacts and companies in from Excel or CSV.
  • LinkedIn signalsProDescribe a signal in a sentence; trackers find the posts, job changes and hiring that match.
  • Lead finderProFind people by title, seniority, company size, industry and market, usually with a work email.
  • EnrichmentProFill in the company, website and LinkedIn page for the people you add.
  • SequencesProEmail steps from your own mailbox and LinkedIn steps as tasks for the rep.
  • Replies inboxProReplies sorted by intent, so the ones that matter come first.
  • AutomationsProSay what should happen; it runs from a signal, a deal moving, a schedule or a webhook.
  • AI assistantProAsk in plain words; it finds people, writes emails and fills the CRM, and asks before it sends or spends.
  • Teams and custom rolesProDecide who sees what, down to a field, and check it with View as.

And the rest. Integrations, booking, reports, chat, roles and an audit log, already connected.

Works with the tools you already use

Gmail, Outlook or any mailbox, Google Calendar, LinkedIn, Slack, webhooks, and imports from Excel or CSV. AI is built in, with nothing to set up.

Booking links

Your own page with your free times. A booking files the contact and lands in both calendars.

Reports and forecasting

Forecast against quota, pipeline by stage, win rates and the sequence-to-deal funnel, per rep.

Team chat on every record

Channels, direct messages and a thread on every deal, with @mentions of teammates and records.

AI that knows your business

Give it your website. It writes your profile, who you sell to and how, and every message starts from there.

Roles, teams and permissions

Decide who sees what, down to a single field. Scope deals to their owner or team, and check it with “View as”.

An audit log of everything

Every action by every person and automation, searchable and exportable.

What Rodok does for commercial HVAC contractors

A clear line between what is in the product and what is not, so you can decide in a minute.

Covered

  • Commercial leads, quotes and renewals as deals
  • Property managers and facilities contacts
  • Email and calendar next to each account
  • Renewal reminders

Not what Rodok is for

  • Dispatch and technician scheduling
  • Invoicing and service agreements
  • Equipment and maintenance records

Pricing

Seats are included, and credits cover signals, lead lists and AI.

Starter$29a month

3 seats, $9 per extra seat. The CRM: pipeline, contacts, Gmail and Outlook, calendar, booking links and reports.

Start with Starter
Pro$79a month

3 seats, $19 per extra seat. Everything in Starter plus LinkedIn signals, the lead database, sequences and AI agents to find new clients.

Start with Pro

A CRM for HVAC contractors tracks the business side of the work: which property managers, facilities directors and general contractors you are pursuing, what you have quoted and when each service agreement renews. It is not dispatch or scheduling software, so residential service calls still need a field service tool.

How selling works in commercial HVAC

HVAC splits into two businesses that need different software.

Residential service is a phone call, a technician, a truck and an invoice. The work is driven by dispatch, routing, call booking and payments. Rodok is not that. If you are searching for CRM software for HVAC house calls, you want a field service platform.

Commercial HVAC is the part a sales CRM helps with. The buyers are:

  • Property managers and building owners, who buy replacements, retrofits and planned maintenance.
  • Facilities directors at hospitals, schools, manufacturers, retailers and offices, who buy service agreements and emergency response.
  • General contractors and mechanical engineers, who bring you into new construction through a bid or a design-build team.

The stages a commercial HVAC shop usually names: lead, site walk, proposal, bid or negotiation, agreement signed or job awarded, install, renewal. Two long loops define the business. The bid loop runs for weeks or months. The renewal loop repeats every year. Put the renewal date in a field and create a reminder 90 days ahead on the day you sign, which leaves time to review the building and propose changes.

One public fact gives you a reason to call building owners. The EPA's HFC restriction tables set installation dates for new systems by equipment type, so owners with aging equipment are asking what to replace and when. Read the EPA page for the details that apply to your equipment before you quote.

What to look for in a CRM for HVAC contractors

  • A record for the building, the owner and the manager. Equipment lives in the building. Decisions are made by a person who may change jobs.
  • Custom fields for what you sell. Agreement type, renewal date, equipment age, number of rooftop units, whether the contact is the decision maker. Rodok supports custom fields.
  • Reminders tied to dates. Renewals, bid due dates and follow-ups after a site walk.
  • Email and calendar on the record. Site walks are booked by email, and proposals go out as attachments. Gmail or Outlook sync keeps them on the deal.
  • A forecast you can trust. Open bids, weighted by stage, so you know what next quarter looks like.

Signals worth watching

Commercial buyers leave public traces. Rodok's Pro trackers watch LinkedIn posts, job changes and hiring.

EventWhy it mattersTracker to type in Rodok
A new facilities manager or director of property operations startsThey review vendors in the first months"People who started as facilities manager, director of facilities or property operations in the last 90 days in (region)"
A property company hires building engineers or maintenance supervisorsThey are growing or bringing work in house"Property management companies in (region) hiring building engineers or facilities technicians"
A multi-site operator posts about opening new locationsNew sites need HVAC"Retail and restaurant companies in (region) posting about opening new locations"
A general contractor posts a project awardMechanical packages are next"General contractors in (region) posting that they were awarded a project"
A company announces a building purchase or expansionEquipment and maintenance needs change"Companies announcing a new facility or acquisition in (region)"
A permit or an equipment failure at a buildingDirect needRodok does not see permits or outages

More on sales trigger events and the new executive signal.

A first message example

An example with made-up names. Rewrite it in your own voice.

Hi Marcus, congratulations on the new role at Crestline Properties. When you take over a portfolio, the first thing most facilities directors review is who services the rooftop units. We maintain commercial HVAC for 40 buildings in the metro. Can I send you a short walk-through checklist you can use on any building, whether or not you use us?

Where Rodok fits and where it does not

Rodok's Starter plan ($29 a month for 3 seats) is a CRM with companies, people and deals, Gmail and Outlook sync, calendar, booking links, reports and team chat. Pro ($79 a month for 3 seats, $19 per extra seat) adds LinkedIn signals, a lead database and sequences.

Rodok does not schedule technicians, dispatch trucks, track equipment service history, build invoices, take payments, or manage inventory. That is field service and HVAC service software. If most of your revenue comes from residential service calls, that is the tool to choose. If you run a commercial shop with a few salespeople, or you chase maintenance agreements and bids, Rodok covers the sales side and sits beside your service software. Plumbing contractors have the same split: see CRM for plumbers.

Frequently asked questions

Is there a CRM software for HVAC that also handles dispatching?

Those are usually field service platforms, which handle scheduling, routing, invoices and a customer record in one place. Rodok is a sales CRM and does not dispatch. Choose a field service tool for residential calls, and a CRM for the commercial sales pipeline.

What should an HVAC contractor track in a CRM?

For each commercial account: the decision maker, the building or buildings, agreement type, renewal date, last proposal and the next step. A note after every call matters more than extra fields.

Can I use a CRM to renew service agreements?

Yes. Store the renewal date, create a task 90 days before it and keep the last email thread on the record. The CRM reminds you and keeps the history. It does not bill or schedule the visits.

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