As demand grows, run your HVAC business more efficiently and better manage your employees with one of these top HVAC business software solutions.

Table of contents
  1. Our Top Picks:
  2. What to Look for in HVAC Business Software Solutions
  3. The 10 Best HVAC Business Software Solutions of 2022
  4. What Is HVAC Management Software?
  5. How Does HVAC Software Work?
  6. The Benefits of HVAC Company Software
  7. How Much Does HVAC Software for Small Businesses Cost?
  8. FAQs
  9. The Bottom Line on HVAC Business Software

HVAC software is the ideal tool to streamlining your employee dispatching, time/location tracking, and manager-to-employee communication, all from one place. Here are some of the best HVAC software solutions available today.

With your HVAC technicians dispatched all over town, actually managing them and ensuring everything is running smoothly can be more like Mission Impossible. And with budgets to think about and your employees’ and clients’ health and safety on the line, it’s a lot to juggle all at once.

Trying to do all of this with information scattered all over multiple plaftorms (spreadsheets, piles of paper documents, and text chains) is no way to get things done. Thankfully, many software solutions are designed for you to run your HVAC business and workforce in the simplest way possible. 

You need HVAC software to simplify your admin work so that your technicians can spend more time and energy executing their job perfectly. We’ve explored the market and compiled a list of the very best HVAC software solutions that could be an ideal fit for your business’s needs.

Our Top Picks:

1. Connecteam – Best all-in-one HVAC management software

2. AI Field Management Software – Good for small-to-medium sized businesses

3. Synchroteam – Good for scheduling and service dispatch

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What to Look for in HVAC Business Software Solutions

With HVAC workers constantly on the move, they need a software that is dynamic and meets their everchanging set of needs. There are some baseline characteristics that should be present in the software you end up choosing. These include:

  • An available mobile app for employees: While you need a desktop dashboard to manage your HVAC workforce, your employees also need a mobile version of the software that is available at their fingertips. After all, they work in the field, and need an easy way to clock in, see their schedules, and invoice, amongst other standard processes.
  • An attractive, easy user interface: All of the useful HVAC features in the world won’t make a difference if your employees find them difficult to use. You need a software solution that is pleasing on your team’s eyes and makes sense.
  • Powerful invoicing and tracking features: Being able to invoice customers, regardless of location, is a vital element of working in HVAC. You also need to track your workers in order to guarantee that they are at the right location and are taking optimal routes to get there. 

The 10 Best HVAC Business Software Solutions of 2022

Best all-in-one HVAC management software

Platforms: Web, iOS, Android

HVAC dispatching & employee scheduling app

Connecteam is the all-in-one mobile software for your HVAC business. This means that it offers so many features

Connecteam is an award-winning HVAC company software solution designed for managers to easily schedule, dispatch, manage and communicate with their employees, regardless of location. 

This all-in-one software solution is intuitive and easy to use for even your least tech-savvy employees. This means that they can navigate through schedules, time clocks, tasks and various other workflows directly from their mobile phones.

With Connecteam, you can:

  • Efficiently dispatch and track technicians with effective employee scheduling. Provide each employee with the right job details, including notes, images, locations, dates, and more. Employees can claim open shifts, and swap shifts with each other to maximize their availability.
  • Keep track of your technicians’ location and time with effective GPS tracking, and keep an eye on their job routes through breadcrumbs technology.
  • Set a virtual perimeter around your employees’ job site with geofence time clock capabilities, so that they can only clock in and out within their work zone.
  • With digital forms and checklists, technicians can easily create invoice forms, job ticket info forms, standard operating procedures, inspection checklists, risk assessments, and more.
  • Easily reach out to every employee with instant communication tools such as 1:1 or employee team chats and company-wide updates.

Key Features

  • Employee scheduling

  • GPS Tracking

  • Geofence technology

  • Forms and checklists

  • 1:1 and team chat

  • Company-wide updates

Pros and Cons

  • Attractive and easy to use

  • Super helpful, responsive customer support

  • Easy to implement

  • Affordable solution

  • Free plan only for up to 30 users

Pricing

  • Starts at just $29/month for up to 30 users

  • Unlimited free plan for up to 10 users

  • Free 14-day trial to get started

Why Is Connecteam The Best HVAC App?

It’s the leading HVAC business software! From scheduling and dispatching to communication to digital training and more, you’re covered with Connecteam.

Good for: Small-to-medium sizes businesses

Platforms: Web, iOS, Android

AI Field Management

AI Field Management is a cloud-based solution that helps your company manage and collaborate with field employees. You can track customers’ information, like name, location, contact information, credit cards, and also how they prefer to communicate. Some of their features include inventory/asset management, time tracking, payroll reports, and job management. 

Additionally, you can track sales revenue and commissions and can create customizable reports. AI Field Management integrates with QuickBooks, Dropbox Mileage Tracker, Slack, Apple Maps, Google Maps, and Waze. 

Key Features

  • Track data

  • Estimates

  • Allocate jobs and pay employees per hour or per job

  • Add activity notes and custom tasks

Pros and Cons

  • Sleek design

  • Good customer support

  • Long learning curve

  • Limited number of languages included

Pricing

  • Starts at $7.99/month per user

  • Free trial: Yes

  • Free plan: Yes

Good for: Scheduling and Service Dispatch

Platforms: Web, iOS, Android

Synchroteam software

Synchroteam has a free mobile HVAC app that  features scheduling, dispatch, reporting, GPS tracking, invoicing, job management, and more. Its mobile field service software has many management features, like job tracking, customer history, and “live” scheduling capabilities.

It’s also able to integrate with 2,000+ apps.

Key Features

  • Map and GPS tracking

  • Custom forms

  • Online booking

  • Contract management

  • Inventory management

  • Invoicing

Pros and Cons

  • Great customer service

  • Highly customizable

  • Not so easy to use

  • Includes bugs and formatting issues

Pricing

  • Starts at $24/month per user

  • Free trial: Yes

  • Free plan: Yes

Good for: Better HVAC organization

Platforms: Web, iOS, Android, Windows, Mac

mHelpDesk software

mHelpDesk is a field service solution that “automates everything from first customer contact to getting paid.” Scheduling, dispatch, billing, inventory management, and more. This HVAC software can integrate with both QuickBooks Online and QuickBooks Desktop.

Additionally, it has an offline mode so you can still use the mobile app when you’re in an area without internet or cell reception.

Key Features

  • Lead CRM

  • Estimates and quotes

  • Online booking

  • Workflow and job management

  • Recurring jobs

  • Scheduling and dispatching

  • Offline access

Pros and Cons

  • Great customer support

  • Integrates with multiple apps

  • There is a learning curve

  • Reporting needs work

Pricing

  • Contact a representative to learn more

Good for: HVAC, plumbing, and electrical businesses

Platforms: Web, iOS, Android, Windows, Mac

Housecall Pro software

HoHousecall Pro is an HVAC management software that makes automation a breeze. Some features included are job scheduling, dispatching, GPS tracking, payment processing, customer notifications, chat, and email marketing automation. The software is also available on all mobile devices so employees can access it at any time. You can integrate Housecall Pro with QuickBooks. 

Key Features

  • Scheduling and dispatching

  • Send custom texts & auto-notifications

  • Estimates & job management

  • Invoices and payments

Pros and Cons

  • Great customer support

  • Sleek interface

  • Bit of a learning curve

  • Could use more features

Pricing

  • Starts at $49/month for one user

  • Free trial: Yes

  • Free plan: Yes

Good for: Residential cleaning companies

Platforms: Web, iOS, Android, Windows, Mac

WorkWave Service

WorkWave Service is a cloud-based field service solution available on both desktop and mobile. Its features include accounting software management, scheduling, dispatch, business development, billing, payment, reporting, and more.

A cool feature on WorkWave is the route optimization feature which calculates and delivers the best route choices, this is based on customer preference, eligibility, mileage tracking, drive time, and more.

Key Features

  • Scheduling and dispatching

  • Job management

  • Estimates and billing

  • Routing and GPS Tracking

Pros and Cons

  • Good customer service

  • Includes seamless integrations

  • Not so easy to use, learning curve

  • Can be glitchy

Pricing

  • Contact a representative to learn more about pricing

Good for: Providing fast customer service

Platforms: Web, iOS, Android

Service Fusion HVAC software

Service Fusion is a cloud-based HVAC management software that offers field service management, GPS tracking, cService Fusion is a cloud-based HVAC management software that offers field service management, GPS tracking, credit card processing, dispatching, scheduling, invoicing, inventory management, time tracking, payroll and reporting. All users can customize their dashboard and set user-specific permissions. Additionally, a user can view product catalogs, handle payment processing, track sales revenue, and access integrated voice and text messaging.

The software can integrate with Quickbooks Online, hardware GPS tracking devices, VoIP systems, and payment processing systems.

Key Features

  • Scheduling and dispatching

  • View converted estimates, job statuses, payments

  • Process credit cards securely

  • Create estimates and jobs

Pros and Cons

  • Nice design and easy to use

  • Can easily schedule workers

  • Can be hard to navigate sometimes

  • Poor customer support

Pricing

  • Starts at $126/month

  • Free trial: No

  • Free plan: No

Good for: Making billing more efficient

Platforms: Web, iOS, Android, Windows, Mac

Jobber HVAC Software

Jobber is a cloud-based field service and its features include time and GPS tracking, scheduling, routing, dispatch, invoicing and payments, quotes and estimates, and CRM. The CRM (customer relationship management) tracks contact information, and users can create custom fields, tags, attach files or phones, and more. Through the scheduling module, users can update jobs, include information on progress and completion, and can set up individual jobs or a recurring contract. 

You can integrate Jobber with QuickBooks, Stripe, PayPal, and Square. 

Key Features

  • Estimates and quotes

  • Scheduling and dispatching

  • Job management

  • Invoicing and online payments

Pros and Cons

  • Sleek, nice design

  • Great customer support

  • Can be hard to navigate

  • Some plans are limited

Pricing

  • Starts at $39/month for one user

  • Free trial: Yes

  • Free plan: No

Good for: Scaling HVAC businesses

Platforms: Web, iOS, Android, Windows, Mac

FieldEdge by dESCO

FieldEdge by dESCO is a cloud-based field service management solution. It makes it easy to see how your employees are performing, offers scheduling and dispatching, customer management, and service agreements. 

Through the dispatch board, users can see suggestions regarding work orders, which is based on the technician’s skill set and expected location. It also features a customizable price book so you can present different pricing options to potential customers.

FieldEdge can integrate with QuickBooks. 

Key Features

  • Advanced sales enablement tools

  • Dispatch board to assign, deploy and track techs

  • Customer management

  • Invoicing

Pros and Cons

  • Great customer support

  • Highly customizable

  • Hard to navigate

  • Reports can’t be generated in all formats

Pricing

  • Chat with a representative to learn more

Good for: Water treatment companies

Platforms: Web, iOS, Android, Windows, Mac

ServiceTitan software

ServiceTitan is a cloud-based field management platform that features scheduling, service dispatch, invoicing, sales, custom reporting, call recording, text messaging, and more. Through the HVAC software, you can track marketing ROI and conversion tracking capabilities. There is also a mobile solution for when you’re in the field, so you can still process HVAC invoices and credit cards if needed. 

Key Features

  • Scheduling and dispatching

  • Financing and bidding

  • Proposals and quotes

  • Reporting

Pros and Cons

  • Smooth interface

  • Great customer support

  • Hard to navigate sometimes

  • Learning curve

Pricing

  • Speak to a representative to learn more

What Is HVAC Management Software?

HVAC management software is a digital tool used to manage the business operations and workflows of heating, ventilation and air conditioning maintenance businesses. Technicians usually have access to this kind of software via a mobile app version, in which they can take photos on-site and share with their managers, take notes, access customer details and accept payments.

How Does HVAC Software Work?

There is usually a specific set of features and functionalities that make up a typical piece of HVAC management software. These include tools to manage work orders, the daily tasks of a business’s technicians, inventories, contracts, billing, invoicing and even customer data. 

More often than not, this kind of software also includes GPS time clock tracking to pinpoint the locations and routes of field technicians. HVAC company software often includes a desktop dashboard for managers, as well as a mobile device that technicians can use via their mobile devices.

The Benefits of HVAC Company Software

While there are numerous reasons that HVAC contractors should consider implementing industry-specific software into their day-to-day, there are two standout benefits that future users should take note of:

  • It boosts efficiency: HVAC dispatch software is designed to automate any task that HVAC managers would usually need to accomplish, such as invoicing, work orders, dispatching, etc. Keeping these tasks automated allows your team to focus their time and attention to other areas of business, such as punctually addressing customer requests. Automation also makes data entries completely accurate, from customer details to billing and invoicing entries.
  • Improved scheduling: Practically all HVAC company software solutions include emploiyee scheduling capabilities to provide managers and technicians with a complete overview of their schedules, availability and other important details pertaining to their jobs. Schedules are often designed in a drag and drop format, allowing users to easily move shifts around, claim shifts, swap with each other, ensuring that there are no scheduling conflicts or cases of overstaffing or understaffing.

How Much Does HVAC Software for Small Businesses Cost?

Pricing of HVAC systems varies depending the features they include and the number of users are required. It’s also worth mentioning that many solutions don’t disclose pricing information online, in which case customers need to contact a sales rep.

Some HVAC software for small businesses are more affordable than others. For example, Service Fusion starts at $126 per month for unlimited users. Whereas software solutions are on the pricier side, such as Synchroteam, which costs $720 per month for 30 users.

Overall, we advise selecting the HVAC software that provides the widest range of features at the most affordable price. That’s why Connecteam is such an attractive solution to consider, with a basic pricing plan of just $29 per month for the first 30 users.

FAQs

Is HVAC business software expensive?

If you review the list of HVAC business software solutions above, you can see that pricing varies per solution. So, know what your budget is and find the HVAC business software that fits your monetary capabilities.

Keep an eye out for free options, some of the best free HVAC software can cost you nothing every month. Although it can only offer limited features so understand what features are critical.

What Features Are Included in HVAC Business Software?

It depends on the HVAC business software that you choose, but generally:

  • Scheduling and dispatching (look up HVAC business scheduling software for something specific if that’s all you need)
  • Invoice management
  • Customer service management
  • Internal communcation with group or 1:1 chat
  • Surveys and polls
  • Digital checklists, reports, and forms

Is HVAC business software hard to implement?

It really depends on the HVAC business software that you choose. Some have long implementation steps, others require one of their own employees to set up the system for you. And others are much easier to implement, like the Connecteam HVAC business software.

How Is HVAC business scheduling software different?

Some HVAC business software already includes scheduling and dispatching in all of its feature capabilities. If you just need HVAC business scheduling software, then you will need to look up software solutions that only do scheduling.

Is HVAC business software easy to use?

Similar to the pricing question, it depends on the HVAC business software that you choose to use. Go through our list and look up customer reviews to learn if it’s easy to use or not. Otherwise, if it has a free trial, sign up to test the HVAC business software yourself.

The Bottom Line on HVAC Business Software

Automation and HVAC business software is another emerging trend in the HVAC industry.

The days of operating your HVAC organization manually are over (or at least, they should be). There are various examples of HVAC software for small businesses, that are capable of enhancing invoicing, estimating, payments, routing, and communications with clients, as well as within the team. 

Implementing such tools allows HVAC businesses to operate more efficiently by ensuring their clients are taken care of and project accountability is maintained.

Once you know what you want the HVAC business software to include, it’s about choosing the right solution for your company and employees, and your wallet too. Be sure to go through each of our 10 best HVAC software solutions carefully, if there is a free trial or a free plan, sign up! You have nothing to lose.

Manage Your HVAC Business with Connecteam

From anywhere, with all the data and features at your fingertips, Connecteam helps takes your business to the next level.