HVAC dispatch software can help you create and assign work orders, schedule technicians, and stay in touch with customers. We review the 6 best HVAC dispatch software in 2024.
Running a heating, ventilation, and air conditioning (HVAC) business means balancing multiple service requests and technicians distributed throughout the field, going from job to job. When you add in the challenge of creating optimal schedules, keeping track of customers and work orders, and staying on top of your team’s work, it’s easy to get overwhelmed.
Thankfully, HVAC dispatch software can help. Like an HVAC dispatcher in your computer or mobile device, dispatch software makes it easy to create schedules, assign work orders, track job progress, and more.
In this article, we look at the 6 best HVAC dispatch software options and explain how to choose the right one for your business.
If you don’t have the time to read through our research, jump down to our quick comparison table.
Our Top Picks
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Best all-in-one HVAC dispatch software
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Good for inventory management
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Good for HVAC businesses focused on growth
Why trust us?
Our team of unbiased software reviewers follows strict editorial guidelines, and our methodology is clear and open to everyone.
See our complete methodology
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What to Look For in a HVAC Dispatch Software
Knowing where to start when looking for the best HVAC dispatching software can be hard. Here are some of the key features to consider.
- Scheduling and dispatching features let you coordinate and track all appointments and requests. An all-in-one solution like Connecteam, for example, provides HVAC scheduling software that you can customize, automate, and manage in real-time from any location.
- Work order management helps streamline creating, tracking, and managing work orders. Look for dispatch software that goes beyond just the basic creation of these orders. Ideally, you should be able to attach instructions or notes to work orders and track progress as work is completed.
- Reporting and analytics features inform you about insights like the volume of jobs, worker productivity, and customer happiness. You can use this data to identify areas for improvement and see what’s going well.
- Customer management tools let you keep all customer information—like contact information and service history—in one place. You should be able to set notifications for customer communication and get in touch with them easily, wherever you are.
- Integration with other systems helps streamline processes and saves time. Look for software that integrates with other tools you already use. For example, Connecteam integrates with QuickBooks Online, simplifying payroll for service calls and HVAC jobs.
- Mobile access allows you and your technicians to log in from anywhere. Contacting customers or updating work orders on the go helps ensure no detail falls through the cracks.
The 6 Best HVAC Dispatch Softwares of 2024
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Connecteam — Best all-in-one HVAC dispatch software
Connecteam is an all-in-one work management solution that offers features for work order management, scheduling, client management, reporting, and more.
Read on for a closer look at what Connecteam can offer HVAC companies.
Build schedules and assign shifts to your workers
Connecteam enables you to quickly and easily create work schedules for your team using the drag-and-drop interface or reusable shift templates.
Employees can add their availability and shift preferences, and Connecteam will automatically flag any scheduling conflicts so you can correct them before publishing a schedule. You can also set limits for overtime so you don’t inadvertently schedule anyone for too many hours.
You can even assign shifts based on workers’ availability, preferences, and roles. There’s also the option to create open shifts any qualified worker can grab.
Employees can access their schedules directly from their mobile devices and directly swap shifts or request schedule changes. Connecteam will send you push notifications when someone requests a schedule change, and you can set requests to require your approval.
Finally, you can add descriptions, tasks, forms, checklists, file attachments, due dates, and more to shifts.
Additionally, you can share read-only schedules with clients through a sharable link, keeping them informed about employee schedules and work progress without needing access to the system.
Task management features put important information right into your employees’ hands
Using Connecteam’s task management features, your technicians will always know what they need to do and how to do it.
The tools enable you to create and assign tasks to workers, set task due dates, and monitor their progress in real-time. The task management features work seamlessly with the scheduler, too. You can add certain tasks to shifts so employees know what to tackle each day.
When you use the features for HVAC dispatching, you can add detailed information to each work order so your technicians have all they need upfront. Add specific instructions, service agreements, or customer information to avoid confusion. Plus, use the checklists tool to create easy-to-follow processes and procedures for your employees.
You can even build a knowledge base so workers can access important documents like service agreements, guidelines, and policies on the go.
Ensure prompt, reliable service with GPS location tracking
Connecteam includes GPS location tracking so you can view your technicians’ real-time locations and verify they’re where they should be.
This feature also makes responding to work orders easier, as you can use workers’ locations to determine who can take jobs as they come in. Routing technicians to jobs near their current location helps you reduce travel time and get workers to customers quicker.
Plus, GPS functionality can help you track job progress. Knowing where your workers are gives you insight into which work orders they’re completing. It can also help you see if they’re spending longer than expected at a certain location.
Communicate with your team in real-time
Connecteam lets you easily connect with your staff even when they’re out and about on calls. The built-in team chat enables instant group and one-on-one messaging between you and your technicians, regardless of time or location.
You can use read receipts to see who’s viewed your messages, making it easier to know when to follow up. Plus, you can share files, links, images, videos, and more in messages.
The chat is highly secure, and conversations can’t be downloaded or exported off the app. As a manager, you can control chat permissions and settings, ensuring discussions stay safe and professional.
Connecteam also offers an Updates feed perfect for communicating information with your entire workforce at once. Schedule posts, check who’s seen your announcements, and add GIFs, images, and more to updates to make them more engaging.
Keep customers informed
Connecteam enables you to create a company directory that can include contact information for your business’s customers, including any specific contact preferences, like out-of-office hours.
Your workers can pull up customer contact information and quickly make a call or send an email—all from within the app.
This makes it easy to keep customers updated on job progress, dispatch estimates, and more.
Streamline payroll with timesheets and direct integrations
Using time entries employees record with the built-in time clock, Connecteam automatically generates digital timesheets. You can review these and make changes before sending them off for payroll processing, ensuring they’re always 100% accurate.
You have 2 options when it comes to timesheets: export them for use with your preferred payroll software, or send them straight to QuickBooks Online or Gusto, which Connecteam directly integrates with.
Keep track of data with robust reporting
Finally, Connecteam offers reporting tools that let you track and analyze useful data—such as how long it takes technicians to complete work orders, how many hours workers spend on specific tasks, and more. This detailed information can help you make better, more data-driven business decisions.
Key Features
Manage and create schedules
Assign, track, and manage tasks
Customer management and communication
Automated time tracking and payroll integration
Reporting and analytics
Company-wide communication
Pros
Excellent user interface for desktop, web, and mobile
All-in-one solution
Affordable pricing with a free option
Helpful, knowledgeable customer support
Customizable to your business’s needs
Cons
Needs internet or wifi access to work
Pricing
Free-for-life plan availablePremium plans start at $29/month for 30 users
14-day free trial, no credit card required
Start your free trial -
ServiceTitan — Good for inventory management
Available on
- Web
- iOS
- Android
- Windows
- Mac
ServiceTitan is service management software built for businesses in commercial or residential trades. It offers the ability to manage dispatching and sales. Users can schedule technicians, create work orders, and communicate using the mobile app. It also has features to manage inventory and determine job costs versus budget.
Unfortunately, while ServiceTitan is a robust system, it’s quite expensive. The ServiceTitan website doesn’t list pricing details, but customer reviews note monthly fees starting from multiple hundreds of dollars per month.
Additionally, some users note that learning to use the software is difficult.
Key Features
- Scheduling and dispatch features
- Reporting and dashboards
- Call recording
- Inventory management tools
Pros
- Features for the office, the field, and client management
- Includes a mobile option
Cons
- Users report some difficulty onboarding and learning the software
- Customer service isn’t always available
Pricing
Contact vendor for price Trial: No Free Plan: No
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FieldEdge — Good for HVAC businesses focused on growth
Available on
- Web
- iOS
- Android
FieldEdge is an HVAC dispatching solution with scheduling tools, performance dashboards, and customer management features (including a mobile CRM). The software also offers integrations with payment systems like QuickBooks. Technicians can use customized price books to understand customer options and upsell when out on calls.
In addition, FieldEdge offers tools to track business performance, making it an option for HVAC companies looking to improve and grow.
However, users have reported difficulty figuring out how to use FieldEdge. Similarly, there are reports of challenges accessing or receiving help from the customer service team.
Key Features
- Scheduling and dispatching
- Price books
- Invoicing and payments
- Performance and business insight tracking
Pros
- Integrates with QuickBooks
- Mobile access
Cons
- Can be difficult to learn and navigate
- Users report unreliable assistance from customer service
Pricing
Contact vendor for price Trial: No Free Plan: No
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Jobber — Good for providing customer experience and convenience
Jobber offers tools to help home services businesses provide a better customer experience and a more convenient process. Users can send quotes to potential customers via text message, and customers can book appointments online, which Jobber then automatically schedules based on set preferences.
Jobber also offers the ability to create automated workflows, dispatch technicians immediately, and optimize routing. However, the platform doesn’t have as many customization options as others.
While Jobber offers an affordable Lite version, the more comprehensive software is pricey. Plus, users report that the higher price point doesn’t always result in strong customer support.
Key Features
- Online appointment booking
- Route optimization
- Invoicing and payments
- Mobile app
Pros
- Helps automate processes
- Integrates with multiple payment systems
Cons
- More affordable plans have limitations
- Not as customizable as other software
Pricing
Starts at $40/month, for 1 user only Trial: Yes — 14-day Free Plan: No
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HouseCall Pro — Good for HVAC team management
Available on
- Web
- iOS
- Android
- Windows
- Mac
Housecall Pro offers solutions for dispatching, team management, and streamlining processes. Users can create schedules with a drag-and-drop calendar, track employee time, and sync hours with integrated payroll solutions.
Housecall Pro allows users to dispatch work orders with instant notifications to scheduled technicians. It’s also possible to create estimates and quotes, then convert them directly into work orders.
A downside is that some users report that HouseCall Pro has limited customization options for forms and invoices. Its reporting and analytics options are also less comprehensive than other software.
Key Features
- Schedule management
- Dispatching and notifications
- Invoice and payment management
- Estimation and quote software
Pros
- Integrates with QuickBooks
- Helpful customer support
Cons
- Not an all-in-one solution
- Lacks customization options
Pricing
Starts at $49/month, for a single user Trial: Yes Free Plan: Yes
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Workwave — Good for HVAC technician scheduling
Available on
- Web
- iOS
- Android
- Windows
- Mac
Workwave lets HVAC company managers create and manage technician schedules with dedicated scheduling software. A centralized system collects job and customer information so technicians can stay updated, including from a mobile app.
The platform also has reporting dashboards and training videos. Additionally, Workwave integrates with QuickBooks for payment processing.
Multiple plans are available, but unfortunately, each lacks certain features. The small business plan doesn’t include workflow or inventory management, while the enterprise resource planning plan lacks scheduling, customer portals, and route optimization.
Key Features
- Routing, dispatching, and scheduling
- Job and customer management
- Reporting dashboards
- Billing and payment processing
Pros
- Easy to schedule and resolve work orders
- Includes training videos
Cons
- Important features not included in all plan options
- Limited customer contact options
Pricing
Pricing is not publicly available Trial: Yes Free Plan: No
Compare the Best HVAC Dispatch Softwares
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Start for free
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| Reviews |
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| Pricing |
Starts at just $29/month for the first 30 users
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Contact vendor for price
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Contact vendor for price
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Starts at $40/month, for 1 user only
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Starts at $49/month, for a single user
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Pricing is not publicly available
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| Free Trial |
yes
14-day
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no
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no
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yes
14-day
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yes
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yes
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| Free Plan |
yes
Free Up to 10 users
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no
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no
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no
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yes
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no
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| Use cases |
Best all-in-one HVAC dispatch software
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Good for inventory management
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Good for HVAC businesses focused on growth
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Good for providing customer experience and convenience
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Good for HVAC team management
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Good for HVAC technician scheduling
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| Available on |
Web, iOS, Android, Windows, Mac
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Web, iOS, Android
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Web, iOS, Android, Windows, Mac
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Web, iOS, Android, Windows, Mac
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What Is HVAC Dispatch Software?
HVAC dispatch software is specifically designed to manage the dispatching, scheduling, and management of work orders for companies in the HVAC industry.
Typically, this software includes appointment scheduling and calendar management, customer data and communication features, and the ability to create and dispatch work orders.
HVAC dispatching software also aims to automate and streamline the process of solving customers’ HVAC issues. By using software instead of manual processes, your business will be more efficient, get more done, and have more satisfied customers.
How Does HVAC Dispatch Software Work?
HVAC dispatch software typically includes features to create technicians’ schedules, take in and assign work orders, track completed work, manage customer data, send bills, and collect service payments.
Historically, HVAC companies have had field service dispatchers handle incoming work orders and assign them to the appropriate technician. This software makes it easy for any employee to be an HVAC dispatcher.
They can receive requests via the system, then use the software to determine which technician can handle the job. They can update the schedule or create new appointments and send all relevant information to the technician in just a few clicks.
Often, HVAC software also includes reporting features so service managers can keep an eye on the team’s productivity or customer satisfaction. In addition, many include route optimization and GPS location tracking to keep technicians as efficient as possible.
The Benefits of HVAC Dispatch Software
The right software allows field technicians and HVAC contractors to be more efficient and productive. It ensures technicians and customers have the most accurate information about HVAC jobs.
Additionally, HVAC software can provide insight into business performance, offering details on how many jobs you’ve booked, customer satisfaction ratings, first-time fixes, and more.
Let’s take a closer look at the benefits of using HVAC dispatch software.
Improved efficiency
Thanks to automated workflows, dispatching, and appointment scheduling, getting technicians out to customer sites can happen faster than ever. The software eliminates the need for paperwork and messy files, so workers can spend their time on the job instead of looking for customer information.
Increased productivity
HVAC software can help technicians be more productive. It includes scheduling features that take care of manual appointment-setting and assignments and route optimization tools that provide the most efficient route to a job. These free up technicians’ time so they can focus on the important work at hand.
Likewise, less travel time and fewer scheduling conflicts lead to workers completing more jobs each day.
Better accuracy
Using software reduces the risk of human error in job orders, customer details, and appointments.
The software centralizes important information so you can be confident all your technicians have what they need to do their jobs correctly and efficiently.
Plus, HVAC dispatch software enables you to track the status of jobs and tasks so you always know what’s in progress and what’s been completed.
Improved decision-making
HVAC software that includes reporting and analytics tools can help improve your business’s decisions.
You can get valuable insights into the time to complete different types of jobs, first-time fix rates, customer satisfaction, and overall productivity. Then, you can use this information to make any needed changes to optimize your business further.
Happier customers
Not only does this software help your business run smoothly, but it also improves customer satisfaction. The software helps your technicians be quicker, more efficient, and more productive. Customers receiving this kind of service are more likely to be satisfied.
How Much Does HVAC Dispatch Software Cost?
Most HVAC dispatch software is usually billed monthly or annually, and total pricing depends on the number of users and the features included.
For example, Jobber starts at $19 per month for 1 user, while HouseCall Pro starts at $49 per month for a single user. For more users, you might pay over $100 per month for some software.
Finding an option that provides everything you need at a reasonable price is key. Connecteam doesn’t make you pick between quality and affordability. Its Small Business Plan is 100% free for life for up to 10 users. And its paid plans start at only $29 per month for up to 30 users.
FAQs
What is the best HVAC schedule app?
Connecteam is the best HVAC scheduling app. It’s an all-in-one solution that lets you create schedules, assign work orders, communicate and share important information with team members, and generate detailed reports about your workforce’s productivity, labor costs, project progress, and more.
How much is HVAC software?
The average cost of HVAC software varies but can be anywhere from $19 per month to over $100 per month. Total pricing depends on the number of users and the specific features included in the software package.
Is HVAC software compatible with QuickBooks?
While many HVAC dispatching software solutions integrate with QuickBooks, not all have that option. Consider Connecteam if you’re searching for a tool that seamlessly connects with QuickBooks Online—this integration comes standard.
The Bottom Line on HVAC Dispatch Software
Managing an HVAC business requires juggling schedules for multiple technicians, coordinating who will take which work order, communicating with customers, and dealing with operations and administration.
The right software helps you minimize the time you spend creating and updating technician schedules. It also lets your workers access and change their shift details from anywhere. It’s a snap to take in work orders and assign jobs to the right technician based not only on schedules and workloads but also proximity to the job’s location.
When you use HVAC dispatch software, you can focus more on growing your business and less on figuring out how to be a successful HVAC dispatcher.
With Connecteam—the best HVAC dispatch software for 2024—you can easily automate scheduling, assign tasks, and stay in touch with your team and customers from anywhere.