Published May 2026 · Updated September 2026
Tiered gas, heat pump, and solar estimates. Satellite pool and equipment-pad measurement. Heater inventory across every truck. Per-install job costing. AI Before & After previews. Plans from $29.99 a month.
QuoteIQ is the best CRM for pool heater installation companies in 2026. Every plan, starting at $29.99 a month, includes Options Estimates for side-by-side gas, heat pump, and solar tiers, e-signatures, consumer financing, and the full AI suite. Beginner ($74.99) adds MapMeasure Pro satellite measurement and QuoteIQ Cam. Pro ($149.99, 4 users) adds Job Costing, ClientHub, and QuickBooks Online. Elite ($299, 10 users) adds inventory, Pipelines & Deals, route optimization, InstaQuote, and EmployeeHub for multi-truck heater operations.
TL;DR: Pool heater installers need a CRM that quotes three fuel types at once, sizes the job before the truck rolls, and shows real margin on every install. QuoteIQ does that with Options Estimates, MapMeasure Pro, Job Costing, QuoteIQ Cam, the AI Estimator, Virtual Call Team, and Pipelines & Deals. Sizing math comes straight from the DOE gas pool heater guide (pool area × temperature rise × 12), and the DOE heat pump guide explains why heat pumps lose efficiency below 50°F. Plans run $29.99 to $699 a month, 40,000+ contractors run on QuoteIQ (rated 4.7 stars), and every plan includes a 14-day free trial on the plan you choose.
QuoteIQ is the #1 CRM for pool heater installation companies in 2026 because it was built by home service contractors, for home service contractors, who understand how a heater install actually goes. You are pulling a 30-year-old Raypak 333,000 BTU natural gas heater off a corroded pad while your crew on the other truck is wiring a 140,000 BTU AquaCal heat pump for a Pebble Tec saltwater pool, and a homeowner with a green pool and a wedding in two weeks is texting your service line asking for a same-day estimate on a propane heater because the gas company shut off their dedicated meter. Generic field service software collapses under that kind of multi-product, multi-fuel, multi-margin reality. QuoteIQ’s feature set handles it from your phone.
Pool heater work is not residential plumbing. In our example market, a 400,000 BTU Pentair MasterTemp natural gas heater install with new black iron gas line, sediment trap, regulator, and dielectric unions is a six-hour job that runs $4,200 to $6,800 installed. A 140,000 BTU AquaCal SQ166R heat pump retrofit on a 25,000-gallon inground pool with a new 50-amp dedicated circuit, condensate management, and equipment pad expansion is an eight-hour job that runs $5,800 to $9,400. A complete equipment-pad rebuild with a new Hayward Universal H-Series heater, two-speed pump, sand filter, salt chlorinator, and automation panel can hit $14,800 to $22,000. Generic CRMs were built for one-tier service calls, not for tiered Options Estimates spanning gas, propane, electric heat pump, and solar pool heaters.
The fuel choice is a real engineering decision, not an upsell gimmick. The U.S. Department of Energy explains that heat pump pool heaters move existing heat from the air into the water, produce no carbon monoxide, and work most efficiently when outdoor air stays above 50°F. ENERGY STAR adds that gas-fired heaters are best suited to pools that need occasional rapid heating, while heat pumps and solar thermal systems excel at holding a set temperature range for long stretches. That is exactly why a tiered estimate showing the homeowner a gas tier, a heat pump tier, and a solar tier side by side lands better than a single take-it-or-leave-it number. Homeowners do not want to be sold one heater. They want to compare three, and the right CRM for pool heater installation companies makes that comparison effortless.
MapMeasure Pro, included from the Beginner plan, pre-scopes every site from satellite before your truck rolls. You can trace the pool surface area, the equipment pad, and the runs to the gas meter and electrical panel from the office, and the August 2026 release added historical aerial imagery so you can scroll back through years of photos of the property. That means a same-day estimate from a phone call, while the homeowner is still on the line — the speed Mike Vidan talks about constantly. On the Elite plan, inventory management tracks Raypak, Pentair MasterTemp, Hayward Universal H-Series, Jandy LXi, AquaCal SuperQuiet, Pentair UltraTemp, FAFCO solar panels, copper bonding wire, brass adapters, dielectric unions, T&P relief valves, and propane regulators across every truck and warehouse so the install crew never arrives short.
Pipelines & Deals (Elite and up) tracks every install from first call through site survey, permit application, gas company coordination, equipment delivery, install day, startup and combustion analysis, customer training, and final invoice. Per-install Job Costing (Pro and up) reveals real margin on every heater that leaves the warehouse — not just the equipment markup, but labor on the gas line, the electrician sub on the heat pump circuit, the permit fee, and the post-install combustion adjustment. QuoteIQ Cam captures 4K install documentation that protects against warranty disputes and inspection callbacks, and the AI Before & After image generator shows a homeowner what the new heater will look like on the pad in roughly 15 to 20 seconds.
QuoteIQ was founded in Savannah, Georgia, in 2022 by Co-Founders Mike Vidan and Justin Rogers, and more than 40,000 contractors now run their businesses on it. The QuoteIQ YouTube channel hosts walkthroughs of real quoting, scheduling, and invoicing workflows. Every feature in this CRM for pool heater installation companies is there because contractors needed it on real jobs.
The rest of this guide covers 12 pool heater features, a six-step day in the life on a real install day, a pricing comparison against Jobber, Housecall Pro, and ServiceTitan verified on their own pricing pages, a crew structure that scales from solo to multi-truck, a three-channel growth strategy, the DOE sizing and efficiency math your estimates should show, full pricing across all five plans, and the eight questions pool heater installers ask most before switching software.
Every feature in the QuoteIQ CRM for pool heater installation companies maps to a real pool heater job-site problem: tiered gas, heat pump, and solar pricing, satellite equipment-pad measurement, multi-brand heater inventory, and per-install profit visibility. The plan tier is shown on each card so you know exactly where every tool unlocks.
Present a 400K BTU natural gas Pentair MasterTemp at $4,800, a 140K BTU AquaCal SQ166R electric heat pump at $7,400, and a 4-panel FAFCO solar pool heater system at $5,950 on one screen. Homeowners pick the tier that fits their fuel availability and operating-cost preference, and Options Estimates are included on every plan.
Measure pool surface area, trace the equipment pad, and map the runs to the gas meter and electrical panel from your office before the truck rolls. Measurements save to the customer profile and screenshots attach to the estimate as proof of scope. MapMeasure Pro starts on the Beginner plan at $74.99.
Track Raypak, Pentair MasterTemp, Hayward Universal H-Series, Jandy LXi, AquaCal SuperQuiet, Pentair UltraTemp, and FAFCO solar across trucks and warehouses with Products, Locations, Suppliers, Orders, and Transactions. Stock deducts when the invoice is paid — a deposit alone does not move inventory — so counts stay honest.
A $5,800 heat pump install with $1,950 in equipment, $480 in copper and electrical, a $200 permit, and 8 labor hours at $52 per hour shows real margin in real time. Job Costing runs Total Price − Labor − Expenses = Profit, with labor pulled from clocked hours, so you learn which heater brands and fuel types actually make money.
Bundle the new heater with a two-speed pump replacement at $980, a sand-to-cartridge filter swap at $1,250, a salt chlorinator at $1,650, an automation panel at $2,200, and bonding wire correction at $380. Package Estimates turn a $4,800 heater install into a $9,400 equipment-pad rebuild on one signature.
Turn a photo of a corroded 30-year-old Raypak on a cracked concrete pad into a realistic preview of a new Pentair MasterTemp on a fresh pad in roughly 15 to 20 seconds. The AI Image Generator attaches the preview to any estimate type, so the homeowner sees the finished pad before they sign.
Drag the heater install onto your calendar, schedule the electrician sub for the heat pump circuit, and block the permit pickup the day before; from the Pro plan up you can assign your gas-licensed lead and helper to the job. Scheduling shows multi-day jobs as continuous events and offers Schedule Later for installs waiting on equipment.
Capture before photos of the failed heater, during photos of the gas-line pressure test and combustion analysis, and after photos of the finished pad with model and serial numbers visible. QuoteIQ Cam organizes everything by job and date and attaches it to quotes and invoices.
Bundle the heater install with a Year One Heater Care Package — combustion-analysis tune-up, vent-cap clearance check, and gas-pressure verification — at $295 a year, or a Heat Pump Annual Care Package at $345. Invoice Subscriptions bill it on a recurring schedule for the life of the equipment.
Tell AI Autopilot to “Move all of today’s jobs to Friday and text every customer” when a cold front kills your heat pump startups, or “Invoice all of today’s completed jobs and send them” at the end of the day. Autopilot runs 55 integrated tools across 13 categories and shows the IQ Credit cost before any action runs.
A homeowner with a green pool, a wedding in two weeks, and a dead heater calls Saturday at 6 PM. Virtual Call Team answers, qualifies the lead, filters spam, records and transcribes the call, and sends you a summary so you can confirm the site survey Monday. It is billed through IQ Credits (125 credits per minute), so minutes scale with your plan.
Track every install from First Call → Site Survey → Permit Application → Gas Co Coordination → Equipment Ordered → Install Scheduled → Combustion Tested → Customer Trained → Final Invoice on a visual Kanban with close-probability weighting. Pipelines & Deals runs up to 5 pipelines on Elite and unlimited on Max.
Elite runs up to five separate Deals pipelines — enough for pool builder subcontracts, HOA programs, insurance replacements, commercial pools, and residential leads — while Max removes the cap entirely.
Here is a typical install day for a three-truck pool heater installation company running QuoteIQ Elite, from morning equipment-pad teardown through closing a $7,400 retrofit and reviewing the week’s margins. The plan tier behind each feature is noted so a smaller shop can see exactly what applies to it.
Open Scheduling. Today’s calendar shows three jobs. Truck One: a 400K BTU Pentair MasterTemp natural gas swap at 4218 Lakeshore Drive ($4,800). Truck Two: a 140K BTU AquaCal SQ166R heat pump retrofit at 1156 Saltmarsh Lane ($7,400) with a sub-electrician arriving at 9 AM for the dedicated 50-amp circuit. The third job is a same-day diagnostic on a no-fire Hayward H-Series at a vacation rental — the owner says guests check in at 4 PM. Crews clock in through Time Tracker Pro inside EmployeeHub, with GPS clock-in verification. Inventory shows two dielectric unions and one 60-PSI propane regulator in Low status against their reorder points, so you draft a purchase order in the Orders module before coffee is done.
Truck One arrives at Lakeshore Drive. The 30-year-old Raypak is corroded through the heat exchanger, the gas valve is leaking, and the combustion chamber is rust-flaked. QuoteIQ Cam captures 4K before photos of every failed component — protection against any future “this was working when you got here” dispute. The old heater drains and disconnects. The new gas line gets a sediment trap, a dielectric union, and the manufacturer’s required clearances. The new Pentair MasterTemp drops onto a freshly trowelled concrete pad, and Cam captures the install at every stage.
While Truck One finishes Lakeshore, you swing by Saltmarsh Lane to walk the heat pump retrofit before the electrician arrives. MapMeasure Pro already measured the pool surface at 768 square feet and the run from the equipment pad to the electrical panel at 47 feet. The existing pad is 32 by 48 inches — too shallow for the AquaCal without a 12-inch extension. You build a tiered Options Estimate on site: Standard $5,800 (140K BTU AquaCal SQ166R, 50-amp circuit, pad extension), Upgraded $7,400 (larger AquaCal SuperQuiet model, two-speed pump replacement, automation panel), Premium $9,400 (full equipment-pad rebuild with new sand filter, salt chlorinator, and bonding correction). You show an AI Before & After preview of the finished pad. The homeowner picks Upgraded, signs by e-signature on their phone, and pays a 40-percent deposit ($2,960) through Online Payments. The deal moves to “Contract Signed” in Pipelines & Deals. The whole sequence took 22 minutes.
Truck One’s MasterTemp install is 90 percent done when the customer asks about adding a salt chlorinator while you are “already here.” You build a Package Estimate add-on right on the pad: Pentair IntelliChlor IC40 at $1,650, swap-in plumbing at $280, and a return-line cell mount at $145, for $2,075. Margin math is simple — $940 cell cost, $48 plumbing, and 1.5 labor hours at $52 = $1,066 cost on $2,075 revenue, a 49 percent margin on the upsell alone. Signed. The project jumps from $4,800 to $6,875.
Pull Job Costing on the Lakeshore install. Revenue: $6,875. Equipment: $1,840 (heater) + $940 (salt cell) + $185 (gas-line materials) = $2,965. Labor: 7.5 hours at $52 = $390, pulled automatically from clocked time. Permit: $85. Total cost: $3,440. Profit: $3,435 — a 49.96 percent margin. The heat pump job at Saltmarsh pencils at 38 percent once the electrician sub is logged through Expense Tracking. Justin Rogers would call this exactly the right kind of data — visibility you cannot get from a stack of paper invoices.
The Lakeshore customer pays the $6,875 final invoice online. Review Multiplier redirects them straight to your review page the moment payment goes through, and its email and SMS review-request automation can follow up if they do not leave one. Now the heater inventory for that job deducts, because the invoice is paid. Open Business Analytics. This week: 11 estimates sent, 7 closed at a 64 percent close rate, $48,920 in signed revenue, an average ticket of $6,989, gas-heater margin at 47 percent, heat pump margin at 39 percent, and a 31 percent salt-chlorinator attach rate. Tomorrow’s pricing adjusts before margin erosion compounds.
No pool heater spreadsheet. No separate photo app. No paper combustion-analysis worksheets. One CRM for pool heater installation companies handling estimates, scheduling, inventory, job costing, photo documentation, AI answering, and reviews from the same screen — that is the operational reality QuoteIQ ships out of the box.
“Same day. Not tomorrow morning — same day. Whoever sends a clear, specific estimate first is the one the customer starts comparing everyone else to. That’s a psychological anchor, and it’s real.”
— Mike Vidan, Co-Founder, QuoteIQ · Full insights →
Pool heater installers comparing software eventually hit the same cost question. Every competitor figure below was read from that vendor’s own pricing page on September 11, 2026 — Jobber, Housecall Pro, and ServiceTitan — and uses monthly, no-commitment list prices. Annual and commitment terms are lower on some vendors, so confirm current terms with each company before you decide on a CRM for pool heater installation companies.
| Capability | QuoteIQ | Jobber | Housecall Pro | ServiceTitan |
|---|---|---|---|---|
| Entry plan (monthly) | Essentials $29.99 · 1 user | Core $49 · 1 user | Basic $79 ($59 billed annually) · 1 user | Per-technician pricing by sales quote |
| Around 4–5 users | Pro $149.99 · 4 users | Connect $199 · 5 users; Grow $299 · 5 users | Essentials $189 ($149 annually) · 5 users | Sales quote |
| Around 10 users | Elite $299 · 10 users | Grow $399 · 10 users; Plus $599 · 10 users | Max $329 · 8 users, +$75 per extra user | Sales quote |
| Tiered / optional estimates | Options Estimates — all plans | Optional line items — Grow | Sales proposal tool — included on Max | — |
| Job costing | Pro and up | Grow and up | Listed from Basic | — |
| AI call answering | Virtual Call Team — every plan, metered at 125 IQ Credits per minute | Receptionist add-on $29/mo (included on Plus) | CSR AI — listed as an add-on | — |
| Sales pipeline | Pipelines & Deals — Elite (5 pipelines), Max (unlimited) | Pipeline add-on $49/mo (included on Plus) | Pipeline — listed as an add-on | — |
| Satellite measurement inside estimates | MapMeasure Pro — Beginner and up | — | — | — |
| Consumer financing for customers | Affirm, Klarna, Afterpay — every plan | — | Consumer financing — every plan | — |
| Free trial | 14 days on the plan you choose | 14 days on Grow | 14 days on Max | — |
— = not listed on that vendor’s public pricing page as of September 11, 2026; ask the vendor directly. ServiceTitan does not publish a rate card.
For a pool heater operation with ten people in the field and office, the gap is concrete. QuoteIQ Elite at $299 a month covers 10 users and includes Pipelines & Deals, inventory, Route Optimization, InstaQuote, and InstaSchedule, with Virtual Call Team minutes drawn from the plan’s 5,000 monthly IQ Credits. Jobber Grow for 10 users is $399 a month, and adding its Receptionist ($29) and Pipeline ($49) add-ons brings it to $477. Housecall Pro Max includes 8 users at $329 a month, so two more users at $75 each puts a 10-person team at $479. At those list prices QuoteIQ Elite runs about $178 to $180 less per month — roughly $2,136 to $2,160 a year — before any other add-ons.
ServiceTitan sells per-technician plans through a sales conversation and does not publish prices, which makes an apples-to-apples comparison impossible without a quote; the ServiceTitan pricing calculator helps you estimate the range before that call. If you are also evaluating a bolt-on self-quoting tool, ResponsiBid lists its Scaling plan at $179 a month and its Pro plan at $229 a month, each plus a one-time setup fee, on its pricing page (verified September 11, 2026). QuoteIQ’s InstaQuote is built into Elite, so there is no second system to connect. The full side-by-side library lives on the QuoteIQ comparison hub.
QuoteIQ Elite (10 users, $299/mo) versus Jobber Grow for 10 users with Receptionist and Pipeline ($477/mo), using list prices verified on getjobber.com on September 11, 2026.
A pool heater operation does not run on one job description. Gas-licensed leads handle natural gas and propane installs and combustion-analysis tune-ups. Heat pump specialists wire 50-amp dedicated circuits and handle refrigerant work that, under EPA Section 608 rules, requires a certified technician. Solar pool heater installers route plumbing across the roof, set vacuum-relief valves, and tie into the existing equipment pad. Roles and permissions — fully overhauled in August 2026 — let you decide exactly who sees pricing, who edits estimates, and who only sees their own schedule.
Lead installer — premium gas and heat pump. Handles every 400K-plus BTU gas heater swap, full equipment-pad rebuild, propane conversion, and high-end residential heat pump install ($5,800 to $14,800 jobs). Builds and closes the tiered Options Estimates and owns the customer relationship from first call to final combustion analysis. Give this role full estimate, scheduling, and pricing permissions.
Service tech — volume and warranty. Handles smaller heater swaps (sub-200K BTU residential gas), heater-care annual tune-ups, no-fire diagnostics, and warranty service calls ($295 to $4,800 tickets). Runs the same-day diagnostic visits that turn into next-week installs. Give this role view-only pricing with full access to scheduling and customer notes, so the tech can document with Inspection Forms without editing your price book.
Office estimator — pre-scoping and follow-up. Handles satellite pre-scoping in MapMeasure Pro, phone qualification, office-built estimates, and follow-up on cold leads from the past 90 days using Email & Text Automations (Pro and up). On Elite, this role also works the Deals board; on Max, the Sales Team Tracker adds commission percentages and conversion metrics per rep.
Assigning people to jobs is part of scheduling from the Pro plan up, and Elite adds GPS location tracking for clocked-in employees (tracking stops at clock-out) plus Team Communication for group chats per job. Formal crew creation, tracking, and scheduling with crew-level analytics is a Max-plan feature, along with unlimited users at a flat price — the right fit once you are running five or more trucks.
Pool heater installation is one of the few residential trades where a builder partnership, an HOA program, and an insurance relationship can each independently drive serious annual revenue. The contractors who scale fastest usually do it on these three channels rather than on paid ads alone. The figures below are illustrative examples to show the math, not guarantees.
Many new pools are built with a heater, and new-construction pool builders rarely keep heater installers in-house — the work is too specialized and too licensing-heavy. In our example, a pool builder doing 30 new pools a year at an average heater install of $5,200 equals $156,000 in subcontract revenue from a single relationship. Build it through the builder’s project manager, deliver same-day estimates with Options Estimates, and use the August 2026 multiple-contacts feature so the builder’s PM and the homeowner both get every estimate, text, and on-the-way notification. Three builder relationships at 30 pools each equals $468,000 a year in heater work.
An HOA with 14 community pools needs every heater serviced annually and replaced on a long cycle. Community pools open to the public are also held to local pool codes, which many jurisdictions build from the CDC Model Aquatic Health Code — so documented, on-schedule service matters. In our example, a 14-property portfolio at a $6,200 average annual contract equals $86,800 a year in recurring revenue, tracked in Pipelines & Deals and billed through Invoice Subscriptions. The Client Portal (Pro and up) lets the property manager view estimates, approve work, and pay invoices without calling your office. Three HOA portfolios equals $260,400 a year before a single new install.
Lightning strikes fry pool heaters. Hail damages heat pump coils. Freeze events hit Sun Belt installers in hard winters. Insurance adjusters need licensed heater installers who can document damage with organized photos, write a clean replacement estimate, and complete the work inside the carrier’s claim window. QuoteIQ Cam documentation and contract attachments (Beginner and up) make adjuster relationships easier to win. In our example, one adjuster relationship feeding 8 claims a month at a $5,400 average ticket equals $43,200 a month, or $518,400 a year.
Combined, the example math is $468,000 (pool builders) + $260,400 (HOA contracts) + $518,400 (one insurance adjuster relationship) = $1,246,800 in annual revenue from three channels, none of which depend on paid search.
“Around $75,000 to $100,000 in annual revenue is where the invisible cost of manual management typically starts exceeding what software would cost. The most expensive thing in manual management isn’t the time spent on the tasks — it’s the revenue lost to the things that don’t get done.”
— Justin Rogers, Co-Founder, QuoteIQ · Full insights →
The fastest way to win trust on a heater quote is to show your work. The U.S. Department of Energy’s gas pool heater guide gives a simple sizing rule for outdoor pools: subtract the average temperature of the coldest month of pool use from the desired water temperature, then multiply pool surface area × temperature rise × 12 to get the required Btu-per-hour output. The formula assumes a 1°F to 1.25°F rise per hour and a 3.5 mph average wind at the pool surface, and DOE notes gas heaters are rated from 75,000 to 450,000 Btu of output.
Worked example: the 768 sq ft Saltmarsh Lane pool, heated to 82°F against a 62°F coldest-month average, needs a 20°F rise — 768 × 20 × 12 = 184,320 Btu per hour of output, per the DOE sizing formula.
Heat pumps follow different rules. DOE’s heat pump pool heater guide says units are rated by Btu output and horsepower, lists standard sizes of 75,000, 100,000, and 125,000 Btu, measures efficiency by coefficient of performance (COP), and warns that efficiency drops once outdoor air falls below the 45°F to 50°F range. That is the conversation your Standard and Upgraded tiers need to have with a homeowner who wants to swim in March. Solar is sized by collector area: the DOE solar pool heater guide recommends collector surface equal to 50% to 100% of the pool’s surface area, so the same 768 sq ft pool needs roughly 384 to 768 square feet of collectors depending on climate and season length.
Efficiency is the second half of the pitch. ENERGY STAR notes that the federal minimum efficiency for gas-fired pool heaters is 82%, while the most efficient gas models reach about 95%. DOE gives the replacement-savings formula: current annual heating cost × [1 − (current efficiency ÷ new efficiency)].
Example: a homeowner spending $1,200 a year on an old 70%-efficient gas heater who upgrades to a 95%-efficient model saves about $1,200 × (1 − 0.70 ÷ 0.95) ≈ $316 annually, using DOE’s savings formula.
QuoteIQ makes this math part of the sale instead of a whiteboard exercise. Measure the pool surface in MapMeasure Pro, drop the sizing result and the efficiency comparison into line-item notes on each tier of your Options Estimate, and save the whole structure as an Estimate Template (added June 2026) so every tech presents the same numbers. For quick sanity checks, the home service business calculators hub and the in-app Business Calculators with the National Average Guide sit alongside the HVAC cost calculator for heat pump equipment pricing and the concrete cost calculator for the pad extension. When a homeowner sends photos instead of scheduling a visit, the AI Estimator turns those photos into a line-item draft priced for your local market.
Pool heater installs sit at the intersection of gas, electrical, plumbing, and — for heat pumps — refrigeration work, and each carries its own paper trail. DOE’s gas heater guidance recommends having a qualified pool professional handle installation and complicated repairs, and local permitting and fuel-gas rules vary by jurisdiction, so confirm requirements with your local authority before pricing the job. On the heat pump side, EPA Section 608 requires technicians who attach gauges or add or remove refrigerant to hold certification, with apprentices exempt only while closely supervised by a certified tech.
The Bureau of Labor Statistics lists keeping records of work performed as a core duty of HVAC mechanics and installers, and pool heater pros are no different. QuoteIQ turns that record-keeping into a byproduct of the job. Build a heater startup checklist in Inspection Forms — gas pressure, venting clearance, bonding continuity, flow switch, combustion readings — and every completed form becomes a clean PDF. QuoteIQ Cam stores 4K photos and video by job and date on the customer record, the Before & After Photo Editor builds side-by-side pad comparisons for your gallery, and contract attachments put the manufacturer warranty terms and your workmanship warranty on the same document the customer signs.
Two August 2026 additions matter for heater shops. Estimates and invoices can now expire on a date you set, which protects you when a manufacturer raises equipment prices mid-season, and editing an estimate after it is sent automatically voids the outstanding signature request so a customer can never sign an outdated scope. From the Pro plan up, the Client Portal gives each customer a branded, secure link to their estimates, invoices, inspections, and photo galleries, and Export Data on every plan means your install records are always yours.
Heater demand is lumpy. Spring startups and fall shoulder seasons bring a wave of no-fire calls and replacement quotes, and heat pump owners call the moment nights dip below the efficiency range DOE describes. The shops that stay profitable through the swings do three things well: they staff carefully, they keep drive time down on service days, and they lock in recurring revenue before the season starts.
Median pay for HVAC mechanics and installers in May 2025, per the BLS Occupational Outlook Handbook ($61,010 a year), with employment projected to grow 11% from 2025 to 2035 and about 40,600 openings each year.
That BLS outlook means experienced technicians are scarce, so every labor hour has to be priced correctly. An eight-hour heat pump install at the median wage is $234.64 in base pay before payroll taxes, insurance, and truck costs, which is why labor should flow into Job Costing automatically from clocked hours rather than from memory. On tune-up days, Route Density shows where your heater-care customers cluster so you plan the day’s zone, and Route Optimization sequences the stops inside it (both Elite and up).
Route Optimization sequences each day’s stops around appointment windows and job duration, cutting drive time 15% to 30% on multi-stop service days.
Recurring revenue smooths the curve. Convert an accepted install estimate straight into a recurring heater-care plan with Invoice Subscriptions, then let Email & Text Automations (Pro and up) send the pre-season tune-up reminder — you can now describe an automation in plain language and QuoteIQ builds it. Before spring, Mass Campaigns on Elite send targeted SMS and email blasts to tagged segments such as “gas heater, 8+ years old”; you connect your own Twilio and SendGrid accounts, so carrier fees stay under your control. For big-ticket replacements, Consumer Financing lets customers split the cost while you are paid upfront.
Affirm financing covers jobs up to $30,000 with 3- to 36-month terms, alongside Klarna and Afterpay, on every QuoteIQ plan — the contractor is paid in full and the provider carries collections.
On every plan: Standard Estimates, Quick Estimates, Options Estimates, and Package Estimates; Invoicing with Invoice Subscriptions; Online Payments by card, ACH, Apple Pay, and Google Pay; Consumer Financing; E-Signatures; Google Reserve booking; AI Smart Import for moving your customer list from another CRM; and the AI suite — AI Autopilot, AI Estimator, the AI Text Generator, the AI Image Generator, and Virtual Call Team, all running on your monthly IQ Credits. Branded Proposals are available on every plan too, at 100 IQ Credits per send (free on Elite and Max).
From Beginner ($74.99): MapMeasure Pro, Property Street View, Zillow Quick Access, QuoteIQ Cam, Expense Tracking, contract attachments, mass invoicing, advanced business analytics, and custom branding. From Pro ($149.99): ClientHub two-way calling and texting on a dedicated business number, Email & Text Automations, On-The-Way texts, website contact forms, Client Portal, Job Costing, the Hourly Rate Calculator, and QuickBooks Online integration.
From Elite ($299): InstaQuote, InstaSchedule, Pipelines & Deals, Mass Campaigns, inventory management, Route Optimization, Route Density, and EmployeeHub with GPS location tracking, Time Tracker Pro, and Team Communication. On Max ($699): unlimited users, the Sales Team Tracker, crew creation and scheduling, the AI Website Builder included (a $34.99-a-month add-on on other plans), four additional businesses under Multi Business, and priority support. Review Multiplier and Google Calendar Sync round out the platform for keeping reviews and calendars flowing.
Five flat-price plans, no per-user fees inside each plan’s seat count. Annual billing gives you two months free.
1 user · All four estimate types · Scheduling · Invoicing · E-Signatures · Consumer Financing · AI suite · 500 IQ Credits · View Essentials plan
2 users · Everything in Essentials · MapMeasure Pro · QuoteIQ Cam · Expense Tracking · Contract Attachments · Advanced Analytics · 1,500 IQ Credits · View Beginner plan
4 users · Everything in Beginner · ClientHub · Job Costing · Email & Text Automations · Client Portal · QuickBooks Online · 3,000 IQ Credits · View Pro plan
10 users · Everything in Pro · InstaQuote · InstaSchedule · Pipelines & Deals · Inventory · Route Optimization · EmployeeHub · 5,000 IQ Credits · View Elite plan
Unlimited users · Everything in Elite · Crews · Sales Team Tracker · AI Website Builder included · Priority Support · 8,000 IQ Credits · View Max plan
Every plan includes a 14-day free trial.
| Plan | Monthly | Annual (2 months free) | Users | IQ Credits / month | Best for heater shops that… |
|---|---|---|---|---|---|
| Essentials | $29.99 | $299.99 | 1 | 500 | run solo and need tiered estimates, e-signatures, and financing |
| Beginner | $74.99 | $749.99 | 2 | 1,500 | want satellite pre-scoping and 4K install documentation |
| Pro | $149.99 | $1,499.99 | 4 | 3,000 | need per-install job costing, ClientHub texting, and QuickBooks Online |
| Elite | $299 | $2,990 | 10 | 5,000 | run multiple trucks with inventory, pipelines, routing, and GPS time tracking |
| Max | $699 | $6,990 | Unlimited | 8,000 (shared pool) | operate crews at scale or several businesses under one plan |
For a one- or two-truck pool heater operation, the Pro plan at $149.99 a month is the clear fit. It unlocks per-install Job Costing, ClientHub two-way texting for the customer who replies “yes, proceed” at 9 PM, the Client Portal for builders and property managers, and QuickBooks Online so install revenue flows straight to the books. Four users covers the gas-licensed lead, the heat pump tech, a helper, and the office estimator.
Operations running three or more trucks should move to Elite at $299 a month. Elite adds inventory across every truck, Pipelines & Deals for builder, HOA, and insurance work, Route Optimization for tune-up days, InstaQuote on your website, InstaSchedule for the homeowner who wants to book a Saturday diagnostic at 11 PM on a Tuesday, and EmployeeHub with GPS clock-in for up to 10 users. Compare every plan in detail on the QuoteIQ pricing page.
QuoteIQ is the best CRM for pool heater installation companies in 2026 because it matches how heater jobs are actually sold and built. Every plan includes Options Estimates, so you can price a gas heater, a heat pump, and a solar system side by side, along with e-signatures and consumer financing. MapMeasure Pro (Beginner and up) measures the pool and equipment pad from satellite, Job Costing (Pro and up) shows profit on every install, and Elite adds inventory, Pipelines & Deals, and route optimization for multi-truck shops. The AI Estimator and Virtual Call Team run on monthly IQ Credits on every plan. Plans start at $29.99 a month, more than 40,000 contractors use QuoteIQ, and it holds a 4.7-star rating across 4,103 reviews. Pair it with the DOE heater sizing formula and every quote shows the math behind the heater you recommend.
Pool heater CRM software ranges from about $30 a month for a solo plan to several hundred dollars a month for a 10-person team, and enterprise platforms quote per technician. QuoteIQ runs Essentials at $29.99 (1 user), Beginner at $74.99 (2 users), Pro at $149.99 (4 users), Elite at $299 (10 users), and Max at $699 (unlimited users), with two months free on annual billing — every detail is on the QuoteIQ pricing page. Most heater shops choose Pro for Job Costing and ClientHub, or Elite for Pipelines & Deals and Route Optimization. For reference, Jobber Grow for 10 users lists at $399 a month and Housecall Pro Max at $329 for 8 users on their own pricing pages as of September 11, 2026, while ServiceTitan quotes by technician — the ServiceTitan pricing calculator estimates that range. Labor matters too: the Bureau of Labor Statistics puts median HVAC installer pay at $29.33 an hour.
Yes. QuoteIQ Options Estimates put a gas tier, a heat pump tier, and a solar tier on one estimate so the homeowner chooses instead of shopping you against two other contractors. Each tier carries its own line items, photos, notes, and deposit rules, and Package Estimates bundle pad upgrades like two-speed pumps, filters, salt chlorinators, and automation panels. Explain the trade-offs with numbers: the DOE heat pump guide notes heat pumps lose efficiency once outdoor air drops below the 45°F to 50°F range, while gas heaters suit pools that need occasional rapid heating. Add an AI Before & After preview of the finished pad, collect the signature with E-Signatures, and offer Consumer Financing through Affirm for jobs up to $30,000. All four estimate types are included on every plan, starting at $29.99 a month.
Most pool heater installers now pre-scope from satellite before a truck ever rolls. QuoteIQ MapMeasure Pro, included from the Beginner plan at $74.99 a month, measures pool surface area, traces the equipment pad, and maps the runs to the gas meter and electrical panel inside estimate creation, then saves the measurements to the customer profile and attaches screenshots to the quote as proof of scope. The August 2026 release added historical aerial imagery, so you can scroll back through years of photos of the property. Property Street View and Zillow Quick Access fill in access and property details. Surface area drives solar sizing too: the DOE solar pool heater guide recommends collectors equal to 50% to 100% of the pool surface, so a 768 sq ft pool needs roughly 384 to 768 sq ft of panels. On site, QuoteIQ Cam and Inspection Forms capture what satellite imagery cannot see.
On the Elite plan, QuoteIQ inventory management tracks heaters, heat pumps, solar panels, gas-line fittings, and regulators through five modules — Products, Locations, Suppliers, Orders, and Transactions — with In Stock, Low, and Out indicators against each reorder point. Stock deducts when the invoice is paid, and a deposit alone does not move inventory. Per-install Job Costing (Pro and up) calculates Total Price − Labor − Expenses = Profit, pulling labor from hours clocked in Time Tracker Pro and costs from Expense Tracking. In our example, a $6,875 gas heater and salt-cell job with $3,440 in total cost returns $3,435 in profit, just under 50%. Business Analytics then compares gas, heat pump, and solar margins across the week, and the concrete cost calculator helps price pad extensions. With the BLS median HVAC wage at $29.33 an hour, accurate labor capture is the difference between a profitable install and a busy one.
Use a separate sales pipeline for each channel. QuoteIQ Pipelines & Deals on Elite runs up to five pipelines — for example pool builder subcontracts, HOA programs, insurance replacements, commercial pools, and residential leads — with close-probability stages and weighted forecasting, and Max removes the cap. Multiple contacts on a job, added in August 2026, sends every estimate, text, and on-the-way notification to both the builder’s project manager and the homeowner, or to the HOA manager and a board member. The Client Portal (Pro and up) lets property managers approve estimates and pay invoices online, Invoice Subscriptions bill annual service agreements, and QuoteIQ Cam plus contract attachments give insurance adjusters documented damage and scope. Public and HOA pools often fall under local pool codes modeled on the CDC Model Aquatic Health Code, so organized service records protect the relationship.
Yes. Every plan includes a 14-day free trial, and the trial gives you full access to the features of the plan you choose, so pick the tier you actually intend to run. Start on Pro to test Job Costing and ClientHub, or on Elite to test Pipelines & Deals and InstaQuote. There is one trial per person, business, and payment method, and the trial converts to the selected plan’s rate unless you cancel before it ends. A credit or debit card is required to start. Use the 14 days to bring your customer list over with AI Smart Import, build gas, heat pump, and solar tier templates, and send your first Options Estimate. Load the DOE sizing formula into your template notes during the trial so every tech presents the same numbers from day one. Plans start at $29.99 a month after the trial, and you can upgrade mid-cycle with the prorated difference if the season picks up.
Answer every call, even at 6 PM on a Saturday. QuoteIQ Virtual Call Team picks up inbound calls 24/7 with an AI phone agent trained on your own knowledge base, qualifies the lead, filters spam, records and transcribes the call, and sends you a summary and notification so you can confirm the site survey first thing. It is billed through IQ Credits at 125 credits per minute, so available minutes scale with your plan’s monthly allocation. From Pro up, ClientHub call routing sends after-hours calls to the Virtual Call Team automatically, and on Elite InstaSchedule lets customers book against your real calendar availability. AI Autopilot reshuffles tomorrow’s jobs by voice, and Email & Text Automations follow up on every unanswered estimate. Cold snaps drive these calls: the DOE heat pump guide notes heat pumps lose efficiency below roughly 50°F.
Watch the QuoteIQ platform walkthrough to see estimates, scheduling, invoicing, and photo documentation working together in one app — the same workflow a pool heater installation company uses from the first call to the final invoice.
Pick the plan that matches your crew size — Pro for one or two trucks, Elite for three or more — and start your 14-day free trial from the QuoteIQ signup page.
Upload a CSV from your old CRM or spreadsheet with AI Smart Import, which maps the columns automatically, or pull customers in from your phone contacts.
Create gas, heat pump, and solar tiers with your equipment, labor, and pad-work line items, add the DOE sizing math to the notes, and save them as Estimate Templates.
Measure the pool, attach an AI Before & After preview, and send the estimate by text, email, or link so the customer can compare tiers and sign on their phone.
Co-Founder, QuoteIQ. Mike writes about speed-to-quote, pricing, and follow-up for home service contractors on Mike Vidan’s QuoteIQ Insights page, including the same-day estimate principle quoted in this guide.
Co-Founder, QuoteIQ. Justin covers the business side of running a service company — when software pays for itself and where manual processes leak revenue — on Justin Rogers’ QuoteIQ Insights page.
“QuoteIQ has already started paying dividends for my new business. The Estimates and Invoices are outstanding, including the ability to add photos. Clearly, lots of entrepreneurial thinking has gone into the design of this CRM! If you’re considering your options, choose QuoteIQ”
— Vance Dickey · Google Play · 5★“I have been using quoteiq for a year and a half now and I can’t express enough how easy/User friendly it is to use. I have tried a couple other crm’s and though they also had a lot of features they were hard to navigate and had a poor layout. I get tons of compliments from customers on how professional my quotes look and how easy it is to make payments. Also the cost of quoteiq is second to none, by far most affordable. I highly recommend!!”
— Josh Shaffer · Google Play · 5★“We are in the pressure washing business and have used several different quoting systems that all required multiple programs to do the quoting, follow up, and billing. We are now changing to Quote IQ because it has everything in one app. It also makes it easier to complete quotes on the phone or even in person. We are an expanding company and it is making it easier for us to have everybody on the same system.”
— Rick Abend · Google Play · 5★If your crews also handle adjacent work, see QuoteIQ for pool service companies, pool cleaning businesses, HVAC contractors who install heat pumps, plumbers running gas lines, and solar installers, or browse every trade on the QuoteIQ industries hub.
Join 40,000+ contractors running on the all-in-one CRM built by home service contractors. Tiered estimates, satellite measurement, heater inventory, per-install job costing, AI tools, and 24/7 call answering — with plans from $29.99 a month.
Every plan includes a 14-day free trial.
Tell Google that QuoteIQ is a source you trust. One tap unlocks up to 40% off your annual plan. No free trial — billed in full at checkout.
Estimates
Create and send professional estimates.
Invoicing
Send, track and collect invoices.
QuoteIQ Cam
Capture and document every job with ease.
Scheduling
Schedule jobs to your calendar in seconds.
Inspection Forms
Create and complete inspection reports.
MapMeasure Pro
Measure and price properties instantly.
Business Analytics
Real-time insight into your performance.
EmployeeHub
Assign, schedule & pay employees.
Virtual Call Team
Never miss a call with 24/7 AJ, assistant.
ClientHub
Send and keep messages inside QuoteIQ.
InstaQuote
Allow customers to create estimates themselves.
InstaSchedule
Let clients schedule appointments themselves.
Facebook User Group
Connect with and get advice from other QuoteIQ users.
Competitor Comparisons
See how QuoteIQ compares to it’s top competitors.
QuoteIQ Partners
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Press & Media
Brand assets and coverage about QuoteIQ’s journey.
