8 best email marketing tools for HVAC companies in 2025
The HVAC industry often means juggling emergency calls, seasonal demand spikes, and fierce local competition. When your schedule‘s packed during summer heatwaves and winter chills but crickets in spring, staying top-of-mind with customers is critical. That’s where email marketing...
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The HVAC industry often means juggling emergency calls, seasonal demand spikes, and fierce local competition. When your schedule‘s packed during summer heatwaves and winter chills but crickets in spring, staying top-of-mind with customers is critical. That’s where email marketing for HVAC companies delivers. Email marketing generates $36–$40 for every $1 spent, making it still one of the most cost-effective marketing channels. In fact, email marketing has an average ROI of 4200% for HVAC companies specifically. But any old email tool won't cut it for HVAC companies. You need tools to handle appointment reminders, seasonal maintenance campaigns, and equipment replacement nurturing without being too technical. The right software automates follow-ups, segments customers by system type, and tracks which campaigns actually fill your calendar. This guide breaks down the best email marketing platforms built for HVAC companies like yours (i.e. HubSpot), complete with pricing, must-have features, and how to pick the right one for you. Note: Heating and air conditioning company Viessmann orders increased by 12% and revenue increased by 15% while using HubSpot. Table of Contents Email marketing for HVAC companies involves using targeted email campaigns to stay connected with customers from the initial installation of their equipment or service through annual maintenance to eventual replacement. Unlike spray-and-pray advertising, email marketing for HVAC companies segments customers by equipment age, service history, or property type, then sends personalized messages when relevant and appropriate. For HVAC contractors, this includes automated appointment reminders, seasonal tune-up campaigns, filter change alerts, and equipment replacement nurturing sequences. The goal? Keep your schedule full year-round while building the customer relationships that turn one-time service calls into lifetime maintenance contracts. HubSpot’s free email marketing tools are a great choice for HVAC companies. So, why do HVAC companies need email marketing software exactly? There are a handful of benefits. HVAC demand fluctuates wildly with seasons, but your customer relationships shouldn't. Email automation keeps you connected during slow periods while nurturing future equipment replacement opportunities. HubSpot's workflows, for example, automatically trigger seasonal maintenance reminders, filter replacement alerts, and tune-up campaigns based on customer equipment age and service history—ensuring no customer falls through the cracks when your schedule lightens. Not every customer needs the same message. I mean, homeowners with 15-year-old systems need equipment replacement nurturing, while commercial clients with maintenance contracts need different touchpoints than residential one-time service customers. The right email marketing tool for HVAC companies will enable this. HubSpot's CRM-powered segmentation lets you create customer lists based on equipment type, property classification, service history, and dozens of other criteria, then automate targeted campaigns that speak to each segment's specific needs. Traditional HVAC advertising (radio spots, direct mail) leaves you guessing which channels drive results. Email marketing shows exactly which campaigns drive bookings and revenue. HubSpot Marketing Hub connects every email to your CRM, attributing appointments and revenue directly to specific campaigns. You'll know whether your spring tune-up campaign generated 15 appointments worth $3,000 or your equipment replacement series closed $45,000 in system installations. One-time service calls keep you busy, but maintenance contracts create predictable recurring revenue that smooths seasonal volatility. Email nurturing converts one-time customers into contract holders. HubSpot lets you create automated sequences that educate customers about preventative maintenance benefits, showcase contract member advantages, and gradually move customers toward enrollment—turning transactional relationships into long-term partnerships. Your email platform shouldn't live in isolation from your scheduling software, CRM, and other business tools. It should speak and work along with them without much manual effort on your part. HubSpot natively integrates with ServiceTitan, Jobber, Housecall Pro, and hundreds of other platforms HVAC contractors already use. Customer data syncs bidirectionally, so your CRM always reflects email engagement, and your email campaigns are personalized automatically based on scheduling system data. Now that you know why you need email marketing software, let’s dig into what you should look for. No two HVAC customers are alike. They can differ dramatically in equipment age, property type, and service needs. Robust segmentation lets you send filter replacement reminders only to customers with specific unit types, target commercial property managers separately from homeowners, and identify systems approaching replacement age. HubSpot lists let you segment by basically any trait or activity logged in your CRM, and if they’re active, they’ll automatically update based on any changes, keeping segments current as customer situations change. Generic automation templates don't address HVAC-specific customer journeys. Look for platforms that let you build workflows around service appointments, seasonal maintenance windows, and equipment lifecycle stages. While not HVAC specific out-of-the-box, HubSpot's visual workflow builder allows you to create sequences like quote request → follow-up email → phone call reminder → closed deal → maintenance reminder → filter replacement → equipment replacement nurturing over multiple years. Your techs and customers are on the go. They’re accessing email primarily on phones, not desktop computers. In fact, 65% of all email opens now happen on mobile devices. This means responsive design is non-negotiable. You need an email marketing tool that has it built in. HubSpot's email templates automatically adjust for smartphone screens, ensuring your seasonal campaigns and appointment reminders display perfectly regardless of device. You can also preview what your emails look like on a variety of devices before scheduling or sending. Email campaigns inform better service delivery when you know what your customers have been through with your company — what services they’ve received, what emails and conversations they’ve had. An integrated CRM means every email, form submission, and website visit appears in the customer profile alongside service history, so you can use it to inform your marketing. HubSpot's unified platform eliminates data silos. Your marketing team sees service history while your techs reference email engagement before arriving on-site. Starting with a blank canvas can waste time that contractors don't have. Having pre-built templates handy for seasonal tune-ups, maintenance reminders, and equipment replacement campaigns help cut this time and keep things moving quickly. HubSpot provides service business templates you customize with your branding, stock images of HVAC equipment, technicians, and satisfied customers. This eliminates the need for custom photography. Opens and clicks matter less than appointments booked and revenue generated. Look for platforms that attribute business outcomes to specific campaigns. HubSpot's robust analytics connect every email to CRM data, showing exactly which campaigns drove quote requests, maintenance bookings, and equipment sales, plus lifetime value of customers acquired through each marketing channel. Email Marketing Tool Best For Key Features Pricing HubSpot Marketing Hub Full-service HVAC companies wanting CRM integration Marketing automation, CRM integration, landing pages, and advanced segmentation Free plan available; Starter at $15/month (1,000 contacts) ServiceTitan Marketing Pro HVAC contractors using ServiceTitan FSM Native ServiceTitan integration, equipment-based segmentation, revenue attribution Add-on to ServiceTitan subscription; contact for pricing Housecall Pro Campaigns Small to mid-size HVAC businesses using Housecall Pro Built-in automation, SMS + email, Mailchimp integration Included with Housecall Pro plans starting at $49/month Jobber + Mailchimp HVAC contractors using Jobber FSM Mailchimp integration, customer data sync, automated campaigns Jobber from $69/month + Mailchimp from $13/month Mailchimp Small HVAC businesses getting started Drag-and-drop builder, basic automation, landing pages Free plan available; Essentials at $13/month (500 contacts) AWeber HVAC businesses prioritizing automation Smart designer, automated tagging, subscriber segmentation Free plan available; Lite at $15/month (500 contacts) ActiveCampaign Mid-size HVAC companies needing complex workflows Advanced automation, CRM features, predictive sending Lite at $29/month (1,000 contacts) MailerLite New HVAC businesses Website builder, landing pages, clean interface Free plan available; Growing Business at $10/month (1,000 contacts) HubSpot Marketing Hub’s strength lies in connecting marketing campaigns directly to your customer database (CRM). This allows you to see exactly which content drives appointments to inform your email campaigns, use customer behavior to segment lists, and improve your targeting. Best For: Full-service HVAC companies wanting integrated marketing automation and customer management in one platform. Key HubSpot Marketing Hub Features: HubSpot Marketing Hub Pricing: ServiceTitan Marketing Pro is one of the only email marketing tools built natively inside field service management (FSM) software. This eliminates data sync headaches and allows you to use existing customer, job, and equipment data to power hyper-targeted email campaigns. Best for: HVAC contractors already using ServiceTitan who want email marketing powered by their FSM data; new, small teams that want to streamline their technology toolkit. Key ServiceTitan Marketing Pro Features: ServiceTitan Marketing Pro Pricing: Learn about ServiceTitan Marketing Pro Housecall Pro brings email, SMS, and direct mail marketing into the Housecall Pro field service platform. The Marketing Center consolidates campaign creation, scheduling, and performance tracking, where contractors already manage jobs, eliminating the need to juggle separate marketing tools. Best For: Small to mid-size HVAC businesses using Housecall Pro for field service management. Key Housecall Pro Campaigns Features: Housecall Pro Campaigns Pricing: Explore Housecall Pro Campaigns Jobber integrates with Mailchimp to provide email marketing capabilities for contractors using Jobber's field service management platform. While not as seamless as native solutions like ServiceTitan Marketing Pro, the integration syncs customer data between platforms for targeted campaigns. The integration syncs contacts from Jobber into Mailchimp to allow you to send emails and postcards and even reach new customers through Facebook and Instagram ads. Best For: HVAC contractors using Jobber FSM who need email marketing without switching platforms. Key Jobber + Mailchimp Features: Jobber + Mailchimp Pricing: View Jobber pricing | View Mailchimp pricing Mailchimp remains the go-to starter platform for small businesses, and that includes HVAC contractors. Its familiar interface and extensive template library make creating professional campaigns straightforward, though automation features require upgrading from the free tier. Best For: Small HVAC businesses getting started with email marketing on a limited budget Key Mailchimp Features: Mailchimp Pricing: AWeber earned a strong reputation in HVAC circles for its powerful automation capabilities and intuitive subscriber management. HVAC Webmasters recommends AWeber for its Smart Designer, automated tagging, and ability to track multiple segmentations within a subscriber list. Best For: HVAC businesses prioritizing automation and customer segmentation Key AWeber Features: AWeber Pricing: ActiveCampaign delivers enterprise-level automation at mid-market pricing. The platform‘s CRM features and conditional workflows handle complex customer journeys that typical contractors can’t manage manually. Best For: Growing, mid-size HVAC companies looking for complex automation workflows and CRM functionality. Key ActiveCampaign Features: ActiveCampaign Pricing: MailerLite delivers a surprisingly robust feature set at budget-friendly pricing, wrapped in one of the cleanest interfaces in email marketing. Best For: New HVAC businesses building their first email marketing system Key MailerLite Features: MailerLite Pricing: Before comparing platforms, document how customers progress from first contact through years of service relationship. What emails do prospects receive after requesting quotes? How do you nurture equipment replacement over the 10-15 year system lifecycle? When do you send maintenance reminders, filter replacement alerts, seasonal tune-up campaigns? Mapping these touchpoints identifies must-have automation capabilities. HubSpot's journey mapping tools visualize customer progression while its workflow builder automates every stage. Feature priorities differ for residential-only contractors versus commercial HVAC companies, versus hybrid businesses. Residential contractors need strong homeowner segmentation and seasonal campaign automation while commercial-focused companies require account-based features for managing property managers and facility teams. Companies selling equipment online need e-commerce integration. List the non-negotiables for your specific business before comparing platforms. HubSpot's modular approach lets you start with basic email marketing, then add CRM, sales, and service tools as your needs evolve. Your email platform must connect with tools you already use (i.e. scheduling software, CRM, phone system, accounting platform). Manual data entry between systems wastes time and increases the risk of human error. That said, consider whether your email marketing tool options offer native integrations with your scheduling system or require third-party connectors like Zapier. HubSpot maintains hundreds of native integrations with tools HVAC contractors actually use, plus an open API for custom connections. Most email platforms charge per contact, with costs escalating as your database expands. Make sure that, as you grow, you can still afford your tool. Calculate pricing at your current list size, then project costs at 2,500, 5,000, and 10,000 contacts to avoid surprises. Also, compare what's included at each tier, as some platforms lock automation, CRM, or advanced segmentation behind expensive upgrades. HubSpot's transparent pricing includes free CRM for unlimited contacts, with email marketing starting at just $15/month for 1,000 marketing contacts. Early on, you need basic email functionality (i.e. appointment follow up) but as your HVAC business expands, you'll likely need more robust campaigns which use marketing automation, CRM, customer service tools, and sales pipeline management. Platforms that force you to migrate when you outgrow them cost time and money. Look for solutions that scale from startup to enterprise without switching systems. HubSpot's unified platform combines free CRM with optional Marketing Hub, Sales Hub, Service Hub, and Operations Hub — all working together as your business grows. One Richmond HVAC contractor saw impressive upward trends in website visits after implementing HubSpot's integrated platform, demonstrating the value of choosing a scalable solution from the start. Regardless of which email marketing platform you choose, here are some basic steps you can follow to create your first campaigns. Establish clear, measurable goals for each email campaign before creating content. This gives you direction on your messaging and segmentation and something to help you evaluate how you’re doing. HubSpot's campaign management tools enable setting specific goals, such as appointment bookings or consultation requests, tracking performance against those targets in real time, and calculating ROI by attributing revenue directly to specific campaigns. Pro tip: Keep a Seasonal Campaign Calendar HVAC businesses live and die by seasons. Plan campaigns 3-6 months in advance around key periods: spring AC preparation, summer emergency service availability, fall heating system checks, winter freeze protection tips, and off-season equipment replacement opportunities. Scheduling these campaigns to reach customers 2-4 weeks before peak demand will help you get ahead of the competition. HubSpot's campaign planning tools let you build entire seasonal strategies, assign workflows, and track performance across related emails in unified dashboards. Email marketing effectiveness depends on targeting the right customers with relevant messages. Start by importing existing customers from your scheduling software if needed. Then segment according to your goals. Perhaps this means targeting a specific geographic region, equipment type, or even residential versus commercial. Whatever the traits may be, HubSpot's lists tool can import contacts from spreadsheets or directly from your CRM, while active lists automatically update based on customer behaviors and attributes. With your goals and list complete, now’s the time to write your email or emails. AI tools like HubSpot’s Breeze can help you draft this copy, even right within the email tool. With most emails opened on smartphones, responsive design isn't optional. Choose or create templates for your campaign that automatically adjust to screen size and mobile behaviors. This means including clear calls-to-action with large, thumb-friendly buttons linking to your booking page and eliminating clutter. HubSpot's email builder shows you how your email will appear on a variety of devices. It also provides service business templates you can customize with your branding. This ensures a professional appearance across all devices without the need for design expertise. Rather than manually sending, build an automated sequence that triggers based on customer actions or dates. Essential workflows for HVAC may include: HubSpot‘s workflow builder uses drag-and-drop logic to create sophisticated sequences. For example, if a customer opens a spring tune-up email but doesn’t book, an early-bird discount is automatically sent three days later. Monitor which campaigns drive actual appointments and revenue, not just email metrics. Test subject lines, send times, offers, and calls-to-action to improve conversion rates. Review unsubscription patterns to identify content customers don‘t want. Track customer lifetime value by acquisition source to understand which campaigns attract your most valuable customers. HubSpot’s marketing analytics connect email engagement to appointments booked and revenue generated, showing exactly which campaigns fill your calendar and grow your business. This depends on your needs, but HubSpot Marketing Hub stands out as the top email marketing choice for HVAC companies because it combines powerful automation with an integrated CRM that tracks customer relationships from first contact through years of service history. HubSpot connects marketing campaigns directly to your customer database, appointment scheduling, and revenue attribution, unlike standalone email platforms and in-FSM email tools. This unified approach means you can segment customers by equipment age and service history, automate seasonal campaigns based on CRM data, and get performance analytics to improve each campaign. One HVAC contractor used HubSpot's automated drip campaigns to upsell existing customers on their membership program, generating several new leads and signups in the early stages. For contractors already using field service management software, ServiceTitan Marketing Pro and Housecall Pro Campaigns offer native integrations that eliminate data sync challenges. Prioritize platforms with robust customer segmentation (e.g. equipment type, age, property type), appointment-focused automation workflows, mobile-optimized templates, CRM integration, and analytics that connect emails to actual revenue. HVAC-specific needs include seasonal campaign scheduling, maintenance reminder automation, equipment lifecycle tracking, and integration with scheduling software like ServiceTitan or Jobber. HubSpot excels in all these areas while adding unified customer profiles that show email engagement alongside service history, creating seamless handoffs between marketing and service teams. Absolutely. HubSpot serves HVAC companies extremely well because it solves the industry's core marketing challenges: staying connected during slow seasons, nurturing long-term equipment replacement opportunities, converting one-time customers into maintenance contract holders, and tracking marketing ROI accurately. Multiple HVAC companies have documented strong results with HubSpot. Aermec North America, an HVAC manufacturer, increased website traffic by 1,377% after implementing HubSpot's Marketing Hub, while Viessmann, a heating and air conditioning company, increased new leads by 16% year-over-year using HubSpot's customer-centric approach and content strategy. Email marketing costs typically range from free plans with limited contacts to $15-50/month for small HVAC businesses and $100-800/month for larger operations, depending on the tool, your contact count, and features needed. Most platforms charge per contact tier, escalating costs as your database grows. HubSpot offers exceptional value with free CRM and email marketing, paid plans starting at just $15/month for 1,000 contacts, and transparent pricing that scales predictably as your business grows. Yes, email marketing is great at combating seasonal volatility that plagues HVAC businesses. Strategic campaigns keep you top-of-mind during shoulder seasons while nurturing future opportunities. For instance, you can launch off-season equipment replacement campaigns targeting customers with aging systems when your installation schedule has availability. Send pre-season maintenance reminders 4-6 weeks before peak demand to fill your calendar before competitors. Promote maintenance contracts during slow periods to create recurring revenue streams. A 2024 Blue Corona client campaign sent a “Beat the Summer Rush” AC maintenance email to existing customers, generating 122 service appointments in two weeks with zero paid advertising spend. HubSpot's automation ensures these campaigns deploy consistently without manual effort, while CRM integration identifies exactly which customers need outreach based on equipment age and service history. HubSpot combines email marketing automation with a powerful CRM platform explicitly designed for service businesses like HVAC contractors. Unlike standalone email tools that operate in isolation, HubSpot creates a unified system where marketing campaigns, customer data, and service operations work together seamlessly. Many real HVAC companies have achieved measurable results with HubSpot. Viessmann increased new leads by 16% year-over-year, partner numbers jumped 14%, and revenue grew 15% using HubSpot's customer-centric approach and hubs rather than one-off tools like Mailchimp. And one Richmond-based HVAC contractor generated several new membership program signups through HubSpot's automated upsell campaigns targeted at existing customers. Ready to see how HubSpot can work for your HVAC business? Start with the free CRM and basic email marketing tools, then scale into advanced automation as your needs grow. Get started with HubSpot today and transform how you stay connected with customers year-round.
What is email marketing for HVAC companies?
Benefits of Email Marketing Software for HVAC Companies
Automates Year-Round Customer Communication
Segments Customers for Targeted Campaigns
Tracks Marketing ROI
Builds Maintenance Contract Recurring Revenue
Integrates with Existing Business Tools
6 Important Features for Email Marketing Software for HVAC Companies
Customer Segmentation and List Management
Appointment-focused Automation Workflows
Mobile-optimized Templates
CRM Integration for Complete Customer Visibility
Local Service Business Templates and Assets
Analytics That Connect Emails to Revenue
Comparison Table: Email Marketing Tools for HVAC Companies
Best Email Marketing Software for HVAC Companies
1. HubSpot Marketing Hub
2. ServiceTitan Marketing Pro
3. Housecall Pro Campaigns
4. Jobber + Mailchimp Integration
5. Mailchimp
6. AWeber
7. ActiveCampaign
8. MailerLite
How to Choose an Email Marketing Tool for HVAC Companies (Step-by-Step)
Step 1: Map your customer journey and communication needs.
Step 2: Identify must-have features for your business model.
Step 3: Make sure it works with your existing tech stack.
Step 4: Compare total cost as your customer list grows.
Step 5: Choose a flexible platform that grows with your business.
How to Create Email Marketing Campaigns for HVAC Companies
1. Define campaign objectives and success metrics.
2. Build your target list.
3. Create email content.
4. Test your email on mobile.
5. Set up your automated workflow.
6. Track performance and optimize based on results.
Frequently Asked Questions About Email Marketing for HVAC Companies
What is the best email marketing tool for HVAC companies?
What features should I look for in email marketing tools for HVAC companies?
Is HubSpot good for HVAC companies?
How much does email marketing software for HVAC companies cost?
Can email marketing help fill my HVAC schedule during slow seasons?
Meet HubSpot: The Top Email Marketing Choice for HVAC Companies
Why HVAC Companies Choose HubSpot
Integrated CRM – Track every customer interaction (emails, calls, service appointments, equipment history) in unified profiles that marketing and service teams both access, eliminating data silos between departments.
Robust automation abilities – Build sophisticated email sequences that nurture customers from quote request through installation, maintenance reminders, and eventual equipment replacement without manual follow-up at each stage.
Mobile-optimized templates and a drag–and–drop builder— Create professional campaigns quickly using service business templates that automatically adjust for smartphone screens.
Revenue attribution and campaign analytics – Connect every email to appointments booked and revenue generated, seeing exactly which campaigns fill your calendar and grow your business, rather than vanity metrics like opens and clicks.
Seamless integration with HVAC scheduling software – Even if not using the native CRM, HubSpot has native connections with ServiceTitan, Jobber, Housecall Pro, and hundreds of other platforms contractors use. This syncs customer data bidirectionally so your systems always stay current.
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