HVAC Software

Functionally, HVAC systems have long been integral to modern-day premises. Operationally, they have become supporting pillars in helping sustain business activities. Think of all the servers at data centers that will malfunction due to overheating! 

These systems are highly specialized equipment, similar to electrical systems, which are handled by specific organizations/personnel known as HVAC contractors. These contractors not only have to manage administrative tasks, such as creating schedules for new or follow-up technician visits to client sites, but also keep up with the latest advancements in building technology and equipment to stay competitive. 

To lessen the administrative burden, HVAC contractors need specialized solutions known as HVAC software. The tool helps contractors save precious time by automating routine tasks, allowing them to focus on planning and executing business growth strategies. 

In this buyers guide, we’ll cover the top features of HVAC software and how contractors can use these solutions to manage their day to day operations more effectively.  

Here’s what we’ll cover:

• What is HVAC software?

• Deployment options for HVAC software

• What are the common features of HVAC software?

What is HVAC software?

HVAC software is a tool that helps HVAC contractors create and manage work orders, track technician tasks, create project estimates, generate invoices, and manage customer information. 

The solution is essential for HVAC contractors to effectively manage and track business operations, from the time they capture a request for new installation to the scheduling of post-installation, follow-up visits by technicians. 

Deployment options for HVAC software

HVAC software comes with two deployment options: cloud-based or on-premise. Below are the details of each: 

• Cloud-based: You can avail the software for a monthly/annual subscription fee, typically priced on a per user model. Software security, feature updates, and data backup are vendor responsibility; since the vendor manages the software, your data will be accessible to them. 

• On-premise: You can buy the software license for a one-time fee (some vendors might charge a recurring fee). You own the software, so you have exclusive control over your data, however, you will also have to take care of software maintenance and data backup.  

Key questions to ask SaaS vendors:

• Can you show me real-time reports of your software’s uptime and downtime?

Key question to ask on-premise solution vendors:

• What is the average time it takes your average customer to get started with the tool? 

What are some common features of HVAC software?

HVAC solutions come with functionalities such as scheduling, customer management, and work order management. Most of these solutions also support mobile devices for on-the-go access to project information. Listed below are the most common features you can expect:  

Scheduling and dispatching: Create task schedules for and assign jobs to team members based on their skill sets and job requirements. Allow team members to view their work allocations on built-in calendar dashboards.

Scheduling in Workiz

Work order management: Capture and track details of work orders—such as customer names, completed/pending tasks, project timelines, and payments—at a central location.

Work order management in FieldEdge

Customer management: Store details of customers—such as their account details, payment history, and service requests—in a searchable repository. 

Customer management in Wintac

Invoicing and billing: Generate invoices and email them to customers directly from the software. Additional functionality might include integrations with third-party payment processing software.

Invoicing in WorkWave Service

Inventory management: Track items used in a project and monitor their stock levels to identify which products need ordering.

Inventory management in ServiceTitan 

Estimates and quotes: Generate project cost estimates and proposals using pre-built templates and send them to clients. 

Creating estimates in ServiceTitan

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*Note: The applications selected in this article are examples to show a feature in context, and are not intended as endorsements or recommendations. They’re obtained from sources believed to be reliable at the time of publication.