Why

10-50 inquiries/month across five channels with 2-3 people is small enough that any CRM becomes the tab nobody opens between service calls. Commercial refrigeration is service-led — most "leads" are existing customers needing maintenance, not a sales pipeline. The real risk is a restaurant calling about a dead walk-in at 4pm and the message dying in someone's personal inbox or DMs while the tech is on-site.

What you actually need

1. Jobber (starts around $69/mo for Core) — built for HVAC/refrigeration trades. Handles inquiry → quote → scheduled job → invoice in one place, with a shared calendar your 2-3 techs can see from the van.
2. One shared email + one shared phone number — kill the personal-inbox routing. Every web form, every Instagram DM forwarded, every call logged here. Jobber pulls from it.
3. A habit — the end-of-day dispatch check — last 15 minutes of each day, one person opens every channel (email, IG DMs, voicemail, web form) and makes sure every inquiry from the day is either booked, quoted, or has a callback scheduled in Jobber for tomorrow.

Do this today

Go to getjobber.com, start the 14-day free trial, and in Settings → Work → Job Types create three: "Commercial Service", "Commercial Install", "Residential Heat Pump". Then add your 2-3 techs as users so they get the mobile app on their phones. By tomorrow morning every inquiry that comes in gets a client record and a scheduled visit instead of living in someone's text thread.

What to ignore

Skip HubSpot Sales Hub, Pipedrive, and Salesforce — they're built for B2B sales cycles with proposals and forecasting, not "the freezer at the bistro is at 8°C, can you come today." ServiceTitan will get pitched to you and it's superb, but at $300+/user/mo it's built for 20-tech operations, not three guys in two vans. Ignore anyone selling you Instagram DM automation at this volume.

What doing nothing costs you

A commercial refrigeration emergency call missed because it sat in an Instagram DM overnight is one lost recurring maintenance contract — those are worth thousands a year each in your industry. Two of those a year and the cost of Jobber pays itself back ten times over.

When to revisit this

When you hire a fourth tech, or when you start separating quoting from dispatching because one person can't do both anymore.