HVAC, Business Tips, Pro Features

HVAC Checklist App: Streamline Maintenance & Inspections

August 31st, 2023
7 Min Read

If you’re in the market for an HVAC checklist app, there are two main types of solutions available:

  1. Checklist app point solutions: These are apps designed solely for building and utilizing checklists. They can be helpful for facilitating this one specific business function, but they generally won’t integrate seamlessly with the other HVAC apps and processes you use to run your business. 

  2. HVAC contractor software with checklist features: This is an all-in-one field service software that offers checklist functionality alongside the other key tools HVAC businesses need: scheduling, dispatching, customer relationship management (CRM), billing and payments, inventory management, and more. 

While using a checklist-only app can seem like a good option, point solutions come with some key drawbacks. For example: 

  • Data often won’t automatically transfer to the software you use to carry out the rest of a job: drafting estimates and work orders, generating invoices, etc. It must be manually transferred, which causes significant workflow inefficiency.

  • Data won’t transfer into your CRM for easy reference among field and office staff. Therefore inspection data isn’t always accessible when you need it.

  • Because checklist-only apps don’t integrate with the other tools you use, there’s more need for duplicate data entry, along with a higher potential for errors. 

For these reasons, many HVAC contractors can benefit more from holistic HVAC contractor software with checklist functionality built in. In this article, we’ll walk through how ServiceTitan’s checklist features work, and how they integrate seamlessly with the other key tools that HVAC businesses use throughout the job workflow. 

Want to see how ServiceTitan’s HVAC software can streamline operations and grow your business? Schedule a call for a free product tour.

ServiceTitan HVAC Checklists: Ensure the Proper Forms and Checklists Are Completed for Every Job

ServiceTitan’s HVAC software allows contractors to create customized forms — including HVAC maintenance and inspection checklists.

Users can create checklists and easily add them to specific jobs, customers, locations, or equipment. All forms can be accessed on our desktop or mobile app (compatible with Android and iOS devices). 

With this functionality at their fingertips, there’s no need to keep stacks of paper checklists stocked in your trucks, or transfer job and customer data from one app (or Excel spreadsheet) to another. This convenience allows HVAC professionals and business owners to save time and eliminate errors. 

Since ServiceTitan stores every piece of information entered into the platform in the cloud, both office and field staff can find and access forms and customer info in real-time.  

Forms can be built from scratch. But our users also enjoy access to a wide variety of pre-built templates — sourced from forms used by other HVAC service businesses via TitanExchange. These, too, can be customized to the specific needs or preferences of a given HVAC shop.  

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Ensure Checklists Are Used Every Time

In form settings, business owners can select the option to require HVAC techs to fill out certain mobile forms for certain jobs. 

For example, if a tech is performing a preventative maintenance check-up on an air conditioning unit, they can be required to complete your HVAC maintenance checklist before they’re able to mark the job as complete. 

Or, if they’re installing a new HVAC system, they can be required to complete an HVAC installation checklist and warranty form before closing out the job. 

This fosters accountability through automation, reducing stress on owners and managers, while ensuring standard operating procedures are followed in the field for every job. 

Customize and Adjust Checklists with Ease

Users can also add or subtract from checklists to perfectly match their needs and preferences. For example, any of the following could be added to checklists to ensure that HVAC technicians make thorough assessments:

  • Refrigerant levels / refrigerant charge

  • Refrigerant lines

  • Proper airflow

  • Duct sizes

  • Drain pans

  • Heat exchangers

  • Flue system

  • Pulleys

  • etc.

In addition, every form and checklist can be duplicated as many times as necessary to address all of the HVAC units present, right from the job site.

Note: Check out our post on the 20 best HVAC apps for service techs to explore additional tools for your business.

Seamlessly Integrate with Job Workflows That Surround HVAC Inspections

Create and Present Estimates When Issues Are Discovered

For business owners, one of the benefits of having a consistent HVAC inspection process is that it empowers field technicians to discover and capitalize on valuable sales opportunities.  

For example, when a tech finds an issue with HVAC equipment in the course of an inspection, ServiceTitan gives them the ability to build a custom Good Better Best proposal right from our  integrated pricebook

Using a tablet, techs can present proposals including product photos, equipment specs, and pricing to homeowners on the spot, as well as email them to customers for review and approval (even when they’re offline). This feature saves time on delivering estimates to customers whose needs are often urgent. 

ServiceTitan also provides for automated tracking and follow-up on outstanding estimates, enabling users to improve close rates and maximize their bottom line.

Easily Track, Access, and Update Maintenance Agreements

Oftentimes, HVAC maintenance checklists are used in the context of HVAC memberships or maintenance agreements. ServiceTitan's membership feature gives HVAC businesses the ability to effectively and efficiently document, manage, and track recurring services associated with maintenance agreements

Crucially, all of the records and specifications of HVAC memberships are stored in one place, making them easy to search and reference with just a few clicks.  

Details that ServiceTitan users store with this feature include:

  • Membership type 

  • Agreement period 

  • Membership locations (single or multiple)

  • Billing schedule and price

  • Service frequency (e.g. quarterly, biannual, or annual maintenance plan, etc.)

  • Revenue recognition (point of sale or deferred)

Since this information is archived in a central location, contractors have no need to sift through paper files or spreadsheets to find exactly what they’re looking for. The details are easy to edit, and can be viewed from our desktop app by office staff and technicians in the field.  

Furthermore, membership tracking is seamlessly integrated with the software tools that our users rely on to do things such as schedule jobs, build proposals, send invoices, and collect payment. 

Leverage Automation to Schedule Preventive Maintenance Visits On Time

Once recurring service events are set up, they are automatically added to your schedule based on the defined dates and frequency. This saves office staff significant time from manually tracking and adding these jobs to the schedule, while reducing the chances of missing maintenance visits.

Office staff can view upcoming recurring service events by date range, and initiate individual jobs by contacting the customer to coordinate a time and book the job. At that point, the job will be assigned to a technician, and be automatically viewable on their schedule and through the dispatch board.

You can also create follow-up notifications for cases where you’re unable to contact a customer, they aren’t ready to book a job, or they no longer want the service. These offer HVAC contractors peace of mind and help to ensure that office staff follow up in these instances. 

In the event that you’re scheduling a maintenance visit that’s not connected to a service agreement, our call booking workflow offers a suite of features that make this seamless, including:

  • Providing CSRs with the names and customer histories of incoming callers.

  • Guiding CSRs through an intuitive set of form fields and drop-down menus to ensure all essential details are captured on the first call.

  • Allowing CSRs to efficiently schedule appointments from the same screen.

  • Automatically adding scheduled jobs and job details to our sophisticated, yet easy-to-use dispatch board.

Efficiently Send Invoices and Get Paid Faster

Drawing on the equipment, hourly rates, and other factors that go into an HVAC quote, ServiceTitan automatically populates invoices so that there’s no discrepancy between the estimate and the bill. 

HVAC contractors can choose to send invoices by email — with a link to allow clients to pay online — or have them e-signed on site with a mobile device. 

Collecting payments is similarly painless. Homeowners and commercial clients alike can settle up through our customer portal, which allows them to save credit card information. Contractors are still free to take cash or check, too. (As revenue flows in, our QuickBooks integration makes it easy to keep track of.)   

Finally, ServiceTitan can help HVAC contractors overcome objections by providing near-instantaneous access to one of our financing partners. It takes just minutes on our mobile software for customers to apply and get approved, reducing cost obstacles that might otherwise reduce profitability.

Get a ServiceTitan Demo to See How We Can Help You Optimize and Grow Your HVAC Business 

While HVAC inspection checklist apps are better than using paper checklists, they simply can’t solve many of the business process challenges inherent in the surrounding workflows of executing HVAC work. 

Using a best-in-class HVAC software like ServiceTitan gives contractors the ability to build customizable forms and checklists that are seamlessly integrated with other vital business processes — an incomparably superior way to address these and other challenges. 

In addition to simply optimizing the HVAC inspection process, our software offers additional features to facilitate other core business functions as well, including:

Want to see how ServiceTitan’s HVAC software can streamline operations and grow your business? Schedule a call for a free product tour.

ServiceTitan HVAC Software

ServiceTitan is a comprehensive HVAC business software solution built specifically to help service companies streamline their operations, boost revenue, and achieve growth. Our award-winning, cloud-based platform is trusted by more than 100,000+ contractors across the country.

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