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HVAC / Ventilation CRM

With the survey note in a notebook, the quote lines in a spreadsheet and the installation calendar on the crew chief's phone, every change that comes up on site has to be written down in three separate places.

The duct take-off and equipment list from the survey go into the quote lines; a change on site is kept dated on the same project record. The maintenance period is a field on the account.

HVAC / Ventilation CRM
  • Set out the duct take-off and equipment list measured at the survey as quote lines, and keep the revision on the same project record
  • Set up the installation calendar and make crew assignments, and follow site progress from the record
  • Keep the maintenance period in a field on the customer record; let those whose period has run out drop onto a list, and tie the filter change and duct cleaning reminder to that list as a rule
  • Add up the material, labour and overhead lines of every project and measure profitability
Duct Take-off and Survey RecordThe duct take-off, the suspended ceiling height and the equipment list measured at the survey go into the project's quote lines; when the take-off changes on site, the revision is kept under the same project record with its own date.
Installation Crew CoordinationInstallation jobs are tasks tied to the project; crew and date are in their fields, and site progress is read from the task list.
Maintenance Contract ManagementA maintenance contract is a record tied to the customer account; filter changes and cleaning tasks are opened again and again according to the period field.
Project Profitability AnalysisMaterials, labour and overheads are line items on the project; profitability is visible on the project card over the total of those lines.

In ventilation the quote is built on a ceiling that has not been opened yet: when the duct take-off, the suspended ceiling height and access to the equipment change on site, the number of installation days changes too. The difference looks small, but because the same crew will be on another site that day, a two-day slip pushes back two projects at once.

Because Rapitek CRM keeps the survey note, the quote lines and the installation plan on the same record, a change on site feeds straight through to the calendar and the cost; what the difference does to the profit is visible while the work is still going on. When the installation is finished, the same record continues with the maintenance contract; because the period is a field on the customer card, customers whose period has run out drop onto a list and the next visit does not depend on anyone remembering it.

The scope of the plans and the separately priced items are written on the pricing page.

Frequently asked questions

Can the quoting process for ventilation projects be managed from the CRM?
Yes, you can run the whole process through Rapitek CRM, from the customer enquiry to the technical survey, and from preparing the quote to signing the contract.
Are periodic maintenance reminders sent automatically?
The maintenance period and the last maintenance date are fields on the customer account; customers whose period has run out drop onto a list on those fields, and the filter change, duct cleaning and general inspection tasks are opened from that list. How many days in advance the reminder goes to the customer, and through which channel, is tied to a rule during setup.
What happens to the quote and the cost if the take-off changes on site?
The duct take-off, the suspended ceiling height and the equipment list measured at the survey go into the project's quote lines; when the take-off changes on site, the revision is kept under the same project record with its own date, and because the material and labour lines change, profitability is updated on the project card.
Which is the best CRM software for Ventilation?
When choosing a CRM for the ventilation sector you should look at industry workflows, integration capabilities, customisation options and support quality. You do not set up Rapitek CRM — we do: we configure the fields, the stages and the reports around your ventilation process, we migrate your data, and we train your team in Turkish. Before we built our own platform, our team completed more than 200 enterprise CRM projects in its Salesforce years; we do the setup with that experience.
How much do Ventilation CRM system prices cost?
On the ventilation side, installation jobs are tasks carrying crew and date fields; it is this field workforce that uses the system. We keep current plan prices in one place and publish them openly on our pricing page; we do not put figures on this page, so that you never read a different price in two places. The price is set by the number of users and the plan chosen. The scope of setup, data migration and training is not the same in every project; the scope and the setup fee, if any, are worked out together in the discovery call and shared in writing. The Rapi AI credit and ERP integration are separately priced items.
How are CRM integrations done in the Ventilation sector?
If you use Logo, Netsis, Mikro or SAP, your CRM talks to it — we build the connection. There is no out-of-the-box module: because access and field structure on the ERP side differ from one installation to the next, a single button does not work the same way everywhere. The connection is built specifically for the project over our REST API covering 183 business objects, OAuth2, webhooks and import/export. We work out the scope and the cost in the discovery call and share them in writing.
How does the move to a CRM system work in the Ventilation sector?
We start with a discovery call: we work out your ventilation process together, and which fields and which stages are needed. After the call we give you a date, not a range. We migrate your data and we train your team in Turkish. There is no call centre on our support line. Your question is answered by the team that builds and develops the product — this is a choice, not a matter of capacity.
Can mobile CRM be used for Ventilation?
Yes. Field and branch staff can update the customer card, notes and follow-up tasks from a phone. The app is live on both the App Store and Google Play. The web interface works on tablets and phones too. The app does not work offline; if the connection drops while you are filling in a form, what you have typed is kept on the device for 24 hours.
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