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HVAC Software

Companies in most other industries typically specialize in either service or product sales. HVAC companies handle both. To make things more complex, HVAC companies generally not only do service work but job-oriented contract work. This contract (warranty work) can amount to a large percentage of your service calls. Proper warranty tracking is necessary to ensure a company is not accumulating costs in an unneeded situation, such as performing work “under warranty” only to find out a customer should have been invoiced. You’ll also need to track any work performed stemming from a warranty situation to manage the claim process and tie in with your billing (accounting).

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The companies and representatives you sent our way were prompt and thorough… I definitely would recommend your company as a means to exploring options with qualified providers. — Bruce Conley
Your service saved me some very valuable time and hooked me up with some excellent resources. Thanks for providing this top-notch service. — Linda Vittori
Thanks! Having a service like this to help navigate the ocean of accounting software and help identify potential good-fits without having to delve through numerous bad-fits is of tremendous value! — Mark Carpenter

What is HVAC software?

HVAC software is designed for use in the heating, ventilation, and air conditioning industry. Whatever sort of job your HVAC business is contracted out for, you’ll need a field service software that provides functionalities relevant to the HVAC industry by linking financial and operational modules together.

The goal of HVAC service software will be to increase the efficiency of your business and eliminating errors. Purchasing a software solution that was developed with your industry in mind will give you the peace of mind that the developer and/or reseller are experienced in working with companies just like yours.

HVAC software can come in many forms, such as software intended for use by a single contractor, to software that can be referred to as an enterprise system. Office staff and technicians alike can benefit from HVAC service software that provides scheduling and dispatch functionalities and more.

Common HVAC Software Functionalities

The core of your HVAC software will be organizing your technician’s tasks, generating work orders, and providing customer service. Below is a detailed description of the functionalities found in the top HVAC software options:

  • Accounting: Office staff can store information on payments to vendors (accounts payable), and record invoices and payment arrangements made with customers (accounts receivable). Discover profitable areas of the business (as well as areas in need of improvement) through monitoring the company’s financial performance in real-time via reports from the general ledger.
  • Estimating & Job Costing: Create accurate estimates of equipment, labor, materials, and other costs that contribute to the overall cost of performing the job. Allows a company to analyze the cost of a single or multiple jobs and compare costs across the jobs you perform. Cost reporting will look for trends in profitable opportunities by location, service type, or even specific employees.
  • Dispatching & Fleet Management: Maps and routes all service calls. Allows for an easy sync of scheduling and dispatch to coordinate proper workflow. Mobile integration can allow greater visibility into technician location and assign jobs based on proximity to customer emergencies. Tracks all vehicles and vehicle inventories to ensure technicians have the appropriate equipment on-site.
  • Work Order Management: Handles all aspects of coordinating the field work a service techs perform. Work order modules will assign labor to specific employees, by knowing which technicians are qualified to handle each job as well as maximizing the amount of labor that can be performed per employee.
  • Bidding & Proposals: Lets users generate bid and proposal documents to convey the scope, specifics, and quality of work that will be provided. Bids can convert estimates to customer-facing documents.
  • Warranty Tracking: Track accurate warranty details on all customer accounts to ensure the proper benefits can be allocated to customers and work isn’t performed outside dated periods. Software that allows visibility to all staff levels ensures technicians can validate warranties when performing work outside of regular business hours.

Best HVAC Software Products

  • SimpleHVAC (shown above) is an example of a low-cost entry-level option for small to midsized HVAC contractors. The solution was created by former HVAC contractors and they pride themselves on providing affordable and easy to use software that requires little training.
  • FieldEdge is more complete field service solution intended for use by the HVAC industry, as well as plumbers, electricians, locksmiths, and other technician based companies. This software was first developed with the HVAC industry in mind by two HVAC contractors and relies on heavy input from owners, dispatchers, and technicians.

HVAC Software Trends

  • Mobile access for field technicians. HVAC technicians work in the field, and allowing access to the software via mobile device allows employees an easier way to quickly handle work. Working with software that has cloud-based functionality (with access on mobile devices in the field) lets employees provide estimates on the fly, answer incoming dispatch calls, print out billing statements or work orders, and more.
  • Smart HVAC technologies. In 2018, Klugo found that smart technologies were becoming more and more prevalent in the HVAC industry to meet high customer demand for accuracy. This technology allows for the temperature to be controlled and adjusted remotely through wireless networks. Not only does this give businesses the ability to monitor system performance and get more detailed insights on their energy savings, but it also can allow for remote diagnostics to be performed by the HVAC contractor.

Common HVAC Software Pain Points

  • Underestimating labor expenses. Often HVAC companies underestimate the expense associated with the labor required to handle administrative tasks such as accounts payable, bank reconciliations, and asset depreciation. Accounting automation functionality creates the opportunity to create efficiencies in these areas and lower your administrative overhead costs. Billing and accounts receivable modules can make sure that you are receiving complete and timely customer payment.
  • Difficulty finding the right industry-specific option. Most “HVAC software” will be grouped together as “Field Service software”, which includes any other business that operates as a similar service-based business (plumbers, electricians, etc.). While the same type of functionality may be needed, there are benefits to consider when it comes to one that is narrowly focused on the HVAC industry. Many HVAC service software has been created with feedback from HVAC professionals. Many developers or resellers of these software solutions have a background in the HVAC industry, whether from having been a contractor directly, or having succcessfully implemented their software to HVAC businesses.

Using Quickbooks As HVAC Software

Quickbooks software is used by many small HVAC or other service businesses. The industry neutral solution provides basic financial management at one of the lowest costs available on the market. The most important features needed in an HVAC software that Quickbooks lacks is scheduling and dispatch.

As Quickbooks was designed for bookkeeping, it won’t do what an HVAC contractor needs and will require integration with 3rd party add-ons to become a complete HVAC software. This can be accomplished through a variety of add-ons, or one “complete” add-on that covers all the needed functionalities, such as tracking work orders, equipment installation details, service agreements, and maintenance reminders. The best approach will be figuring out which functionalities you need to be added on to Quickbooks the most, or if the number of functionalities needed can perhaps justify a completely new system.

Related HVAC Software

While a solution developed specifically for the HVAC industry may be ideal, it may not always be the most practical or cost-effective. Here are some related software categories that an HVAC company could see success using a product from:

  • Field Service Software: HVAC companies are doing work out in the field, and this industry-neutral option will provide you with all the similar tools an HVAC software can offer (work orders, estimating, service contracts, dispatching, and more)
  • Construction Software: HVAC contractors can usually be a small part of a large construction project. Many needed tools of HVAC service companies, such as job costing, estimating, and bid management, are included in general contractor or construction focused software.
  • Fleet Management Software: Tracking the locations of your employees and their vehicles inventory is a common need for many HVAC companies. This functionality, along with scheduling and dispatch features are the heart of fleet management software.
  • ERP Software: Best suited for midsize to larger companies, enterprise resource planning software can handle everything from financials to logistics, to project management and more.

Popular HVAC Software Products

Looking for software for your HVAC business? Over the years, we’ve helped match thousands of businesses just like yours with great software. Below you can check out a list of the options most commonly considered by others in your industry. Browse for fits or let us help you find the best choices for your needs.

Which software is right for you? Get quick and accurate recommendations.

What if you could simply tell someone about your software needs and they’d find your best choices? Look no further. We’ll listen to your needs and find your top software matches. That’s it. There’s no pressure, no cost.

The companies and representatives you sent our way were prompt and thorough… I definitely would recommend your company as a means to exploring options with qualified providers. — Bruce Conley
Your service saved me some very valuable time and hooked me up with some excellent resources. Thanks for providing this top-notch service. — Linda Vittori
Thanks! Having a service like this to help navigate the ocean of accounting software and help identify potential good-fits without having to delve through numerous bad-fits is of tremendous value! — Mark Carpenter
  • Sage 100 Contractor by Sage

    Sage 100 Contractor is an integrated business management and accounting system for general and engineering contractors and subcontractors of all trades. The software includes estimating, scheduling, project management, equipment management, payroll,...

  • Spectrum by Dexter + Chaney

    Version 14 is the most innovative new version of software in Dexter + Chaney’s 30+ year history. With v14, Spectrum enters the cloud. But we’ve done much more than simply move our existing software to a hosted environment. We’ve completely...

  • ProContractor by Viewpoint® by Viewpoint Construction Software

    ProContractor by Viewpoint® is an all-in-one cloud software solution that helps small to mid-sized contractors handle the complexities of the entire project lifecycle. With an all-in-one solution, you have end-to-end control and seamless...

  • SAM Pro Enterprise by Data-Basics

    SAMPro Enterprise, Data-Basics’ flagship software suite, provides a comprehensive job costing, service management, mobile workforce, and back office accounting platform. The software components function seamlessly, enabling customers to proactively...

  • ComputerEase Construction Software by ComputerEase Software

    With ComputerEase you can control costs during the job, produce more accurate estimates; improve job profitability, control vendor and subcontractor costs, manage cash flow, and better know your business from a financial point of view. We have built...

  • KEY2ACT | Signature by KEY2ACT

    KEY2ACT provides field service and construction management solutions. We empower specialty trades businesses to deliver proactive service, increase profitability, optimize operational efficiencies and drive higher customer retention. We believe...

  • Foundation 3000 by Softrend Systems

    For Field Service companies that Service, Sell or Rent Equipment, having a single Integrated software solution is key to becoming truly efficient and ultimately profitable. Foundation 3000 enables your Service business to succeed by integrating...

  • Alert Field Service by FieldPoint Services Applications

    Alert Software is a .NET web-based service management, job costing and professional services automation product with full mobility capabilities. It provides Dynamics GP or QuickBooks customers with a highly customizable front-end application while...

  • Sage 300 Construction and Real Estate by Sage

    Sage 300 Construction and Real Estate (formerly Sage Timberline Office) has proven accounting and estimating applications, covering the entire project lifecycle. Integrated Sage 300 Construction and Real Estate product suites include accounting,...

  • Vista by Viewpoint by Viewpoint Construction Software

    Viewpoint Construction Software® provides construction professionals with integrated, configurable software applications for all aspects of construction management. Our contemporary software product, Vista® by Viewpoint features Accounting, Job...

  • FIELDBOSS by FieldBoss

    FieldBoss automates workflow for companies in the field service industry. It allows those companies to dramatically improve their efficiency and reduce their operating costs while improving the level of customer service that they can provide to...

  • PENTA by Penta Technologies

    Built with state-of-the-art technology and an open ORACLE database, PENTA delivers with Project Management, Financial Management, Equipment Cost Control and Labor Management. PENTA's Project Management Module is a comprehensive solution...

  • Wintac by Intac International

    Are you a service company? Do you have field technicians/employees? Do you have between one and sixty service trucks/vehicles in the field? Do you have between one and twenty office personnel? Are you looking for software that will...

  • Total Office Manager by Aptora

    Total Office Manager is a complete accounting program, uniquely created by contractors for contractors. Total Office Manager has it all: appointments, audit trails, cash flow management, customer contact logs, depreciation, dispatching, estimates,...

Your HVAC Software Recommendations

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