HVAC software: business software and CRM for installers
RegiaPro is HVAC software for people who fit split, multi-split systems and heat pumps in homes: business software for quotes, contracts and payments, and a CRM for the enquiries that all arrive in spring. Further down, the setup has already picked the air conditioning installer; all you do is choose the features.
Built for more than 50 trades: this one is already set up for yours
Site visit booked
mileage and tolls already worked out
Today in RegiaPro
Example with made-up data
14
Enquiries
+4 this month
6
Site visits
this week
5
Quotes accepted
+2 this month
Site visit booked for Thursday at 9:30
5 min ago
Quote sent for the bathroom
yesterday
Deposit received
yesterday
- Free for 14 days, no card needed
- Works in the browser, on your phone too
- Calendar synced with Google and iCloud
- WhatsApp messages already written
- Invoices from your Fatture in Cloud, from the Pro plan
- Public prices, the same for everyone
Type of work
What do you do? If you can’t find yours, the last option is just fine.
What do you need? The basics for HVAC software for installers are already on. Switch on what you really need: we pick the plan from here.
Your RegiaPro is ready.
Tap a plan: below you see what is inside.
There is only one price list. Photo galleries come with every plan: if you don't deliver photos you simply don't open them, and the price stays the same. Compare all the plans
What you get with
The menu
An enquiry record
The fields of your trade are highlighted
The stages of the job
Where every job stands, at a glance
For an air conditioning installer the year is decided between March and July: dozens of site surveys, quotes to compare, installations back to back. RegiaPro, the HVAC software, keeps track of who you’ve seen, what you offered them and who has paid, starting from €19.90 a month.
What you’ll find inside RegiaPro: from site visit to invoice
One program for enquiries, quotes, jobs and payments. Tap a card to see how it works.
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One record per client
Calls, quotes, contracts and payments in date order: when they call back six months later, you know at once where you left off.
The Lead module -
Who to call back today
Every morning, the list of people to get back to, with the WhatsApp message already written. It goes from your own number, when you decide.
Follow-ups and messages -
Quotes from your own template
The PDF with your logo, sent as a link: you know when it was opened. If there is no reply, the program brings it back to you after 3, 7, 14 and 30 days.
The quote -
The contract without retyping
It comes from the accepted quote, with the details already in, and comes out as a PDF ready to sign. From the Pro plan.
Which plans include it -
The site visit
It is a stage of the job, with its own date; the travel cost is worked out on the real route.
The costs of each job -
Maintenance contracts
The draft invoice for each period gets ready on its own. From the Pro plan.
Fees and renewals -
Deposit, balance and invoice
Deposit and balance are recorded separately, each with its own date. The invoice comes out of the record with numbering that carries on by itself: from the Pro plan, with the XML file from the Studio plan.
The plans compared -
The calendar you already have
Appointments and jobs in your phone’s calendar: RegiaPro connects to Google Calendar and iCloud.
The connected calendar -
What is really left
A job’s costs come off that job, the business costs off the year: in December you know what is left, not just what came in.
The figures of each job -
From your phone, on site
It works in your phone’s browser: open the client’s record and attach photos and documents, up to 15 MB each.
How it works
RegiaPro up close: the real screens
This is what the program looks like inside. Sample data: the clients, the jobs and the amounts are made up.
HVAC software for air conditioning and heat pump installers
RegiaPro works best for the F-gas certified installer who works alone or in a pair, sells directly to households, offices and shops, and also services the clients they’ve installed for.
Single split and dual split
The most common job: one site survey, two proposals with different brands, installation in a day.
Multi-split for the whole home
Several indoor units, long pipe runs to hide, a larger deposit and often a date to agree with the builder.
Heat pumps for heating
Bigger quotes, slow decisions and clients who compare incentives carefully.
Split system checks and sanitising
Short jobs to offer clients you’ve already served before the hot weather arrives.
Where the installer starts at the end of winter
In February, before the enquiries arrive, you add the clients you’ve installed something for in the last two years: a service record for each, with the follow-up date in April. Then, when the season starts, every new call becomes a record the moment it comes in.
Three different kinds of air conditioning software
Anyone looking for air conditioning software finds programs built for different purposes. On 14 September 2026 we read Assistance, ClimaSync and Clima Go, which came up among the top results: they talk about systems, logbooks, F-gas deadlines and technicians out on the road, and only one showed a price, per user.
| Service and maintenance management software | Load calculation software | RegiaPro, business software and CRM | |
|---|---|---|---|
| Built for | Service centres with technicians and maintenance contracts | Designers who size the system | Installers who sell and fit for households and shops |
| Keeps track of | Installed systems, logbooks, deadlines, job reports | Heat load calculations, consumption, data sheets | Enquiries, site visits, quotes, contracts, deposits, invoices, follow-ups |
| Price | On request, or per user | Depends on the vendor | From €19.90 a month, published |
CRM for air conditioning: the spring rush of enquiries
In April the phone never stops ringing and everyone wants their site survey first. RegiaPro’s CRM answers five questions the installer asks every evening.
Who asked me for an air conditioning survey?
Every enquiry is a new record, even the one jotted down on your phone while you’re up another client’s ladder. The home page shows the enquiries waiting.
Where do the clients who get air conditioning fitted come from?
On the record you note the source: website, word of mouth, the appliance shop that sends you clients. In the “Report” you find, channel by channel, how many jobs and how much money it brought you.
Who did I send the air conditioning quote to?
RegiaPro brings those clients back among the ones to follow up at three, seven, fourteen and thirty days after the offer, until you change the record’s status yourself.
Which split am I fitting, and for whom?
Every confirmed installation has a day and time, and if you connect Google Calendar or iCloud you’ll find it there too. If you move an installation from your phone, the record updates within a few minutes.
Who still owes me the balance for an installation?
Deposits and balances are on the record for each installation, and the home page shows you the total still to collect.
Air conditioning installation in a two-bedroom flat: March to July
A whole season seen through a single client, month by month. Elena, the flat, the dates and the figures are invented: they’re there to show the journey inside RegiaPro.
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March: Elena’s message and the survey on the balcony
On 12 March, at eleven at night, Elena messages you on WhatsApp after finding your website: she wants cooling in the living room and both bedrooms of a third-floor, two-bedroom flat. The next morning you open the record with name, phone, request and source “website”. On 19 March you do the site survey: you photograph the balcony wall for the outdoor unit, measure 14 metres of pipework and find where to drain the condensate. Photos and measurements go on the record, and from the town RegiaPro works out kilometres, diesel and travel time (you need your own Google Maps key).
Follow-ups and messages -
March: tri-split or just the bedrooms
On 24 March you enter €3,400 and generate the quote for the tri-split: in the note a 7 kW outdoor unit, three indoor units of 9,000, 9,000 and 12,000 BTU, copper pipework, brackets, condensate drain, commissioning and F-gas registration. Elena asks how much just the two bedrooms would cost: on 26 March you change the amount to €2,300 and prepare the second proposal, which takes the next number.
The quote from your template -
April: Elena talks it over with the family
On 29 March Elena reappears among the clients to follow up. You send her one of your WhatsApp texts and she replies that she needs to talk it over with the family. You move the record to negotiating and set the next contact for 12 April. That day she calls you back: she’s going for the tri-split.
Follow-ups and messages -
April: installation contract and deposit
On 15 April, from the Pro plan, you prepare the installation contract on your template, with name, town, installation date, total, deposit and balance already filled in. Elena signs it at home and sends you a €1,000 bank transfer: you record it as the deposit, confirm the job and book the installation for 7 June, from 8am to 5pm.
The contract, from the Pro plan -
May and June: units ordered and a two-person install
In the important note you wrote “order the units from the wholesaler and book the scaffold tower”. On 31 May, a week before, it appears among your tasks. On 7 June the two of you fit it: on the record you note the colleague who helped you, €160, and under out-of-pocket costs the units and copper, €1,850.
The figures of each job -
July: balance, F-gas registration and next year’s service
On 21 June Elena pays the €2,400 balance. On the record you attach the F-gas registration PDF and photos of the installed units. In July you already open the record for next year’s service, left as new, with the follow-up date on 1 April: that day Elena will appear among the people to call.
Invoices and payments in the plans
Elena’s season in a table (example with invented figures)
| When | At Elena’s | In RegiaPro |
|---|---|---|
| 12 March | Messages on WhatsApp in the evening | Record opened the next morning, source website |
| 19 March | Site survey on the balcony | Photos, measurements, travel cost |
| 24-26 March | Tri-split or bedrooms only | Two numbered quotes, €3,400 and €2,300 |
| 29 March - 12 April | Talks it over with the family | Follow-up, negotiating with a date you choose |
| 15 April | Signing and €1,000 deposit | Contract as PDF, job confirmed for 7 June |
| 31 May | Materials to order | Reminder from the important note |
| 7 June | Two-person install | Colleague and units in the job costs |
| 21 June and July | Balance, documents, next year’s service | €2,400 recorded, F-gas attached, new record for April |
Air conditioning quotes in your business software: brand, model and installation made clear
With air conditioning quotes the client compares brand, output and noise, and often already has two others in hand. Yours needs to be clear at a glance.
The air conditioner price, front and centre
The agreed total sits on the record and heads the document, under your logo and the client’s details. If the client pays VAT, RegiaPro works the tax out of the price and the total doesn’t change.
BTU, metres of pipework and the hole in the wall
In the note you write the brand and model of the units, output in BTU or kW, metres of pipework included, brackets, hole through the wall, condensate drain, commissioning. It’s the part that saves you the call “was the hole included?”.
A cheaper brand or a quieter unit
A cheaper brand, one room fewer, a quieter unit for the children’s bedroom: for each option you change the figure and generate another numbered document, without losing the previous one.
Sending the air conditioning quote
The quote goes out by email from the record and the client’s status changes by itself. After that, RegiaPro remembers the follow-ups.
What it costs to install an air conditioner, from the installer’s side
The client looks at the final price; you need to know how much you keep. On each installation record RegiaPro holds the pieces of the sum.
Units, copper and brackets bought for the client
Units, copper, brackets and trunking bought for that client go under the job’s out-of-pocket costs, with a note on what they are.
The colleague on the split installation
If you fit in a pair, you note who helped you and how much you paid them.
The journey to the home getting air conditioning
When you enter the town, RegiaPro works out the round-trip distance, diesel, any tolls and the value of the hours at the wheel, using the costs you’ve set.
The margin for the installation season
In the “Report” these outgoings, plus the year’s overheads, are taken off your takings: out comes the margin month by month and channel by channel. At the end of the season you see which months and which channels really made you money.
A sample RegiaPro screen with made-up amounts: vacuum pump, van and F-gas courses go here. Units installed for a client, on the other hand, go on the record for that installation.
Want to see it with your own work?
Fourteen days with the Full plan features, no card needed. Then you decide.
Free photos from Pexels and real screenshots of the software, with made-up data.
Air conditioner servicing and sanitising in the CRM: last year’s clients
Clients you’ve already served are the easiest to bring back for a service or sanitising. RegiaPro helps you not to forget them.
The split service record, opened in advance
When you close an installation you open a new record for the service, leave it as new and choose the follow-up date yourself, for example early April. When that day comes, the client is on the home page among those to call.
The pre-summer sanitising message
From the record you open WhatsApp with one of your texts, for example “it’s time for your pre-summer sanitising: does next week suit you?”, and send it from your own number.
F-gas documents and the system logbook
The F-gas registration, the system logbook and photos of the units are attached to the record, as PDF or image. When you go back for the service, you have them on your phone.
Sanitising invoiced as a job
The service is a job like any other: amount, date, payment and, from the Pro plan, the invoice.
Heat pump quotes and installation contracts
A heat pump costs more, takes longer to decide and deserves a well-written contract. The method is the same as for air conditioners, with a little extra care.
The heat pump quote
Total on the record and, in the note, the unit, output, hot water cylinder if there is one, connections to the existing system, removal of the old boiler. If the client asks for the hybrid version, you prepare the second proposal from the same record.
The long negotiation over a heat pump
When the client thinks it over for weeks, you move the record to negotiating: the automatic follow-ups stop and you set the next date to get in touch yourself.
Building work and unit delivery in the contract
In your template (Pro plan) you set out what the installation includes, who handles the building work, the unit delivery time and what happens if it’s late. RegiaPro fills in name, town, date, total, deposit and balance from the record.
The office or shop paying for the system
If the system belongs to an office or a shop, you set the company as the billing party, with its VAT number and SdI code, and the contract and invoice go out in its name.
Signing the installation contract
The contract comes out as a PDF: you print it, sign it together during the site survey or when the units are delivered, and the copy stays on its record.
How to start: three steps, no card needed
You sign up, try it on your real work, and only decide at the end.
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Sign up in a minute
Your name, your business name and your email. We don’t ask for a credit card: access starts when you confirm your email.
Start the trial -
Set it up for your trade
Menus, record fields and job stages speak your language. You connect the calendar you already use.
Choose your trade here -
Try everything, then choose
Fourteen days with the Full features. At the end you choose a plan, or you stop: nothing renews on its own.
See the plans
What business software costs for an air conditioning installer
Prices are public and they’re what you pay. For those who install and service, the most popular plan is Pro, with contracts and invoices.
| Plan | Monthly | Annual | For an air conditioning installer |
|---|---|---|---|
| Start | €19.90 | €199 | Unlimited records and follow-ups, WhatsApp texts, ten quotes a month |
| Pro | €34.90 | €349 | Unlimited quotes, contracts and invoices for every installation |
| Full | €44.90 | €449 | Pro with much more space for photos and videos |
| Studio | €59.90 | €599 | XML e-invoices and an annual summary for your accountant |
Try it before the air conditioning season
For fourteen days you get the complete Full plan without giving a credit card. You leave your email and, as soon as you confirm it, you’re in. It’s best done in February or March, before the enquiries arrive.
Why you can trust it: your data stays yours
What matters before you put your clients into a new program.
Your data stays in Europe
On servers in Europe. Each business sees only its own data: the database itself enforces the separation.
If you stop, your data stays yours
The account goes read-only and nothing is deleted unless you ask. We send you a copy in a readable format.
Prices written up front
A public price list, the same for every trade: you can read it on the pricing page before you sign up.
You talk to a person
Born in a studio in Tuscany, not in an office. Write to info@regiapro.it or use the contact page.
HVAC software: installers’ questions
How do I prepare two quotes for the same client?
From the record you generate the first with the amount and note; then you change the amount, update the note and generate the second. They have two different numbers and both stay saved on the record: when the client chooses, you know exactly what they read.
Can I remember to call clients for next year’s service?
Yes, with a new service record, left as new, and a follow-up date you choose. That day the client appears on the home page among those to call, ready for a WhatsApp message.
Where do I keep the F-gas registration and the system logbook?
In the attachments on that client’s record: PDF documents or photos, up to 15 MB each. You find them on your phone when you go back for a service, searching for the client by name or number.
In April twenty enquiries a week come in: how do I keep them in order?
Every call or message becomes a record from your phone, with its source and status new. When you call and wait for photos of the wall you set it to contacted, and the record comes back to the top forty-eight hours later, then again on the fifth day and the tenth; on the home page you always see who’s still waiting for a site survey.
Where do I record the costs of an installation?
On the record you enter units and materials under out-of-pocket costs, the colleague who helped you and the town for the travel cost. The “Report” takes them off the period’s takings, and at the end of the month you know what you kept.
Can I use it on the balcony during the site survey?
Yes, RegiaPro works in your phone’s browser. While on site you open the record, take photos of the wall and attach them, and note the measurements before getting back in the van. At the computer in the evening, everything’s ready for writing the quote.
Do installations go on my phone’s calendar?
If you connect Google Calendar or iCloud, every confirmed installation arrives with day and time. A change made on your phone comes back into RegiaPro within a few minutes.
How do I record payments for a multi-split, from deposit to balance?
The deposit with amount, date and method when the client signs; the balance all at once or split into instalments. On the record you can see at any time how much has come in and how much is outstanding.
Content updated on 14 September 2026 and checked against the software, feature by feature. Elena and her flat are an example with invented figures; the three programs in the comparison are described from their public pages as read on that date. If you read something you can’t find in RegiaPro, let us know at info@regiapro.it and we’ll correct it.
Try RegiaPro for air conditioning before the heat arrives
Open a record for the next site survey request and follow it through to installation and final payment. Two weeks with Full switched on are enough to see whether RegiaPro keeps your season in order; you choose the plan afterwards.
Other pages in the same sector: plumber software, solar installer software, electrician CRM. Trades not listed here are on the professionals page.