An HVAC business’s ability to scale operations and revenue depends on solving a set of key challenges involved in HVAC business management:
Workflow inefficiencies that waste valuable time (e.g. repetitive and manual data entry, working with many disconnected apps, etc.)
Miscommunications between field and office staff that lead to job delays and poor customer experiences
Missing sales opportunities that could generate more revenue
Having limited access to key business data and metrics (i.e. inability to spot problems before they lead to significant losses, or gain real-time insights for better decision making)
Difficulty implementing standard operating procedures (SOPs) and industry best practices
To solve these issues, many HVAC companies are turning to HVAC software — holistic field service management software that empowers HVAC businesses with the tools and data they need to grow successfully.
In this post, we’re going to discuss how our product, ServiceTitan, transforms business operations and job management for residential and commercial HVAC contractors. Then, we’ll share 7 other HVAC software and management apps that you can consider.
HVAC Management Apps
If you’d like to learn more about how ServiceTitan can help your HVAC business become more efficient and grow revenue through our all-in-one platform, schedule a call today.
Streamline Office Workflows with Seamless Booking, Communication, and Coordination
Job Booking: A Guided Workflow to Capture Initial Call Details
When calls come in, ServiceTitan’s intuitive Call Booking workflow guides CSRs through the process of collecting all necessary customer information, and auto-fills this information into an initial work order.
If the caller is already a customer, CSRs can easily access their complete job history, property data, and any associated warranty or membership information. There’s no need to go digging through paper files or searching through CRM software to find the information they need — the information is provided to them in real time. This improves booking efficiency while enabling CSRs to provide remarkable customer experiences.
CSRs are prompted to complete drop-down menus and text boxes that populate the job overview fields, including:
Additional details, such as security gate codes, notification of pets on premises, etc.
This workflow ensures that CSRs capture all of the key information so that dispatchers and HVAC techs can be as prepared as possible for each job.
For maximum efficiency, ServiceTitan automatically transfers customer data and job information into the subsequent documents needed to complete the job, such as estimates and invoices.
Scheduling and Dispatching: Get the Right Techs to the Right Jobs
Once the specific job type and priority have been defined, ServiceTitan displays scheduling options directly from the call booking screen. When the customer agrees to an available date and time slot, the CSR can select an available technician within an arrival window time and book the job.
There’s no need to put customers on hold to check white board schedules, or call technicians or dispatchers to ask questions and confirm availabilities. This information is all right at CSRs’ fingertips.
Additionally, our HVAC scheduling software includes:
Call recordings that allow dispatchers and techs to reference the original service call when they need clarification about job details.
Adjustable Capacity Planning, which ensures that only appointments that meet your capacity goals and strategy are available at any given time (and also prevents overbooking).
A user-friendly website widget that allows customers to book their own appointments online without ever talking to a CSR. It still collects all the necessary job details that a CSR would on a call.
Automated Job Confirmations that send appointment confirmation requests to the customer according to their preference (text or email), and then automatically changes scheduled appointments to confirmations on the dispatch board.
Once a job is booked and scheduled, it’s automatically viewable through the dispatch board, where dispatchers can access all of the same information and functionality discussed above.
ServiceTitan’s HVAC dispatch software allows dispatchers to perform most of their tasks without having to leave the board. This includes being able to easily see which jobs are unassigned, unconfirmed, dispatched, working, paused, and more.
Additional Dispatch features include:
Drag-and-drop functionality that allows dispatchers to easily assign or reassign a tech; confirm or reschedule a job; view property data; and more.
An Activity Feed that allows dispatchers to see real-time job activity (e.g., Arrived, Paused, Complete) and to direct-message and communicate with techs (individually or as a group).
Alerts that notify the dispatcher of unusual activity or problems that need to be addressed.
GPS tracking that allows dispatchers to track techs’ locations as they’re on their way to jobs (and clients, too, when the notification option is enabled).
Schedule Optimization and Optimize Technician Route options that help dispatchers coordinate appointments with techs in an efficient way, including identifying jobs in locations where a tech is already working.
Combined, this suite of scheduling and dispatching features allows HVAC service companies to plan and execute HVAC jobs with far greater agility and confidence than traditional methods.
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Forms In the Field: Ensure the Proper Forms Are Always Filled Out (and SOPs Are Followed on Every Job)
Many HVAC businesses struggle to ensure that staff follow standard operating procedures and best practices in the office and field. And yet, the ability to implement SOPs and best practices is essential for being successful.
ServiceTitan’s custom form features provide HVAC businesses with tools that make SOP implementation much easier in the following ways:
Trigger specific forms for certain jobs. For field technicians (via our mobile app) and office staff alike, ServiceTitan can make a form show up based on the job type. For example, making maintenance checklists that show up on all maintenance jobs, and warranty forms show up on all warranty jobs.
Required actions. ServiceTitan can prompt a technician to fill out a form on site — before allowing them to close out a job and move onto the next one. Managers can also determine which questions on those forms are required.
Require a picture or signature. For instance, requiring pictures of a finished HVAC installation ensures that everything was installed properly. And requiring a signature, for example, from a customer on a disclaimer that acknowledges that the repair to their system was not the recommended repair could cover the contractor if the repair fails in under a year.
All forms can be easily customized. And they also provide crucial documentation of work to explain to customers when an issue or breakdown needs to be addressed.
When checklists or forms are filled out, the information they contain can be accessed by office staff via our desktop app in real time (or referenced at any later date, such as the next appointment for that customer). Forms such as inspection reports can also easily be shared with the customer.
Estimates and Proposals: Increase Average Ticket Prices with Multi-Option Proposals
Pricing services correctly and delivering accurate estimates is absolutely essential for the profitability of a HVAC business. However, if your pricebook is out of date or a technician makes a pricing mistake, there’s a chance you won’t charge enough for the work — resulting in a loss for the business.
Furthermore, technicians often don’t present the full range of options to customers that could increase average ticket prices.
ServiceTitan solves both of these problems, enabling technicians to create professional-quality proposals — built directly from our integrated pricebook functionality to ensure correct pricing — and then present them to customers via our mobile app.
Techs can leverage customizable estimate templates for increased efficiency, or build estimates from scratch by simply selecting items from their pricebook. This allows them to quickly create line-item, flat-rate, or Good Better Best proposals (helping to increase average ticket prices) for customers.
There is no need to worry about giving customers sloppy handwritten estimates that they can barely read. These attractive digital proposals are incredibly convenient to create and impressive to customers.
Additional estimating features include the ability to:
Add photos or videos to an estimate to provide visual evidence of damage that needs to be repaired or images of suggested materials or equipment presented in the estimate.
Include a written summary of the findings, work to be done, or other important information about the job.
Provide access to financing for big-ticket items right within the proposal, allowing customers to get approved on-the-spot.
Present the estimate to the customer on a mobile device (iPhone, Android, iPad, or other iOS device), with the ability for the client to immediately accept the proposal and authorize the work.
Invoicing and Payments: Automate Invoicing and Get Paid Faster
Once a job is complete, everything that’s needed to create an invoice and receive payment is already up-to-date and ready to deliver to the customer.
Simply click on the “Generate Invoice” button, and ServiceTitan generates a professional-looking, accurate invoice that you can mail, fax, text, or email to your customer (including a link where they can pay online).
Additional HVAC invoicing features include:
Customizable invoice templates that allow you to add your company name and logo and choose the colors and fonts in line with your company image.
The ability to attach videos and photos to an invoice, such as before-and-after photos of the work done.
An optional field where you can add service suggestions, warranty information, membership promotions, etc.
Automatically storing all invoices in the customer database so it’s easily accessible in the future if you need to access the customer’s service history.
Multiple options for accepting payment give customers flexibility and help ensure that you get paid quickly:
HVAC technicians can take a picture of a check and auto-deposit it immediately using the mobile app.
Credit card payments can be processed using a Bluetooth Card Reader with a tap/swipe of the card or via a link to a customer portal where customers can pay online.
Google Pay™ and Apple Pay® integration provide another flexible payment option.
If a customer applies for and is approved for financing through the estimate, payment is already taken care of.
Get Real-Time Management Insights to Make Better Decisions
Reporting: Track Real-Time KPIs with Custom Reports and Dashboards
Roughly 30+ built-in reports come standard with a ServiceTitan subscription, covering things like profitability, job costing, and field technician scorecards, to name a handful of the most popular options. But users can also customize reports with targeted filters as specific as their needs, allowing them to gather intel on KPIs like marking ROI, sales process efficacy, and revenue trends.
In addition, our platform allows you to click into any number being reported and trace it back to its original source, be that a particular job, invoice, technician, etc. As a result, we empower business owners to have the utmost visibility into their data, and therefore the greatest ability to steer their business toward growth.
Inventory Management: Track Inventory Levels and Ensure Upcoming Jobs Run Smoothly
ServiceTitan has built-in inventory features that allow you to manage your inventory directly within our platform. This helps to further streamline your workflows and ensure inventory is always accurate and up-to-date.
Appointed staff can access and leverage a suite of tools to optimize inventory and purchase order management, including:
Inventory Overview: At a glance, users can view all items that they’ve added to track with ServiceTitan inventory. For each inventory item, this view displays an item name, code, description, along with quantities available, on hold, on order, and on hand, plus the average cost per unit and total value of the stock. You can see big-picture numbers, such as total inventory valuation and total number of items. Or you can drill down into individual inventory items for further detail.
Replenishment: To track equipment and materials in your trucks and warehouse, our replenishment feature automatically updates to reflect the number of items needed in a given location. As items are added to invoices or purchase orders, these are automatically reflected in your inventory data. And users can be prompted to replenish to maintain necessary inventory.
Purchase Orders: Users can initiate the requisition of equipment and materials for jobs right from within the estimate screen. They can then create and send purchase orders to the appropriate vendors, and track those orders through fulfillment. Inventory data automatically updates to reflect all purchase orders.
And more: This feature set also includes workflows for managing adjustments, returns, warranty parts tracking, and more.
Accounting Integrations: Get Real-Time Accounting Data and Sync With Your Accounting Software
Most of the accounting platforms used in the field service industry (e.g. QuickBooks, Intacct, etc.) are data entry platforms that are disconnected from your field service operations. So, when jobs are completed in the field, the work does not immediately translate into your accounting and inventory systems (e.g. parts or equipment installed, invoices delivered or paid, etc.).
As a result, there is lag time in which you can’t view up-to-date financials, and there’s the need to manually enter this data into your accounting platform once you have access to the data and records from your field service technician, for example.
This inability to see real-time financials can lead to missing crucial accounting errors and ultimately huge losses for a business.
In contrast, with ServiceTitan, once a technician leaves a job site, all of the data from the job is reflected in your accounting system in real time — with no data entry required.
Real-Time Invoice Management: Access to invoice and accounting data in real time while reducing manual data entry.
Team Coordination: Streamlining accounting coordination among team members (such as the ability to assign tasks to team members to review invoices).
Shortening Job Costing Workflows: Making it easy to access at-a-glance summaries of job costing data for any job.
Get a Personalized Demo of ServiceTitan
The features we’ve discussed throughout this section are just some of the areas where ServiceTitan helps HVAC businesses streamline their operations and grow revenue.
To see why our software is trusted by 100,000+ service professionals, schedule a call to get a free, live, one-on-one walk-through of how our HVAC business software can help you grow revenue, work smarter, and keep your business operations on track.
Jobber is a field service scheduling software that also offers a wide range of other features for field service business management. Like ServiceTitan, it offers functionality for estimating, quotes, scheduling, invoicing, and more.
However, when compared to Jobber, ServiceTitan offers:
More robust, native pricebook functionality
In-app access to top industry supplier equipment catalogs
Extensive marketing functionality that reduces the need for third-party marketing hires
More flexibility and customization for membership plans and recurring services
Offline functionality for our mobile app that allows techs to work seamlessly (even when they’re out of a cell service zone)
Deeper reporting capabilities that allow business owners to drill down into the sources of their data
For more details on these differences, check out our complete comparison article: Jobber vs. ServiceTitan
FieldAware is a field service software that is geared more toward serving commercial and industrial-focused field service businesses.
For example, their featured industries include: building and construction services, facility and property management, industrial equipment, commercial equipment, health sciences and medtech, and oil and gas.
When compared to FieldAware, ServiceTitan offers:
A product that is custom-built to serve HVAC, plumbing, electrical, and select other field service businesses (versus their more broad product that serves 100+ industries).
A robust set of features for serving both residential and commercial business divisions.
Unique feature advantages such as residential good-better-best proposals, real-time integrated financing, and robust project management capabilities.
For more details on these differences, check out our complete comparison post: FieldAware vs. ServiceTitan
ServiceMax, like other field service solutions, is designed to provide better visibility into your field service operations. They offer a number of products, such as Asset 360 for Salesforce, ServiceMax Core, ServiceMax FieldFX (their mobile app), and ServiceMax Engage (for customer engagement).
However, when compared to ServiceMax, ServiceTitan offers:
The ability to toggle smoothly from one feature to another without the hassle of opening multiple windows, programs, or add-ons, which can disrupt workflow
Advanced customer communication features included in our base subscription (ServiceMax requires an add-on fee)
Highly customizable visual pricebooks that help grow average ticket prices and increase close rates
Service agreement features that are more tailored for service businesses
For more details on these differences, check out our complete comparison article: ServiceMax vs. ServiceTitan
5. Service Fusion
Service Fusion describes itself as an “All-In-One Field Service Management Software.” It offers a wide range of features, including estimates, customer management, scheduling and dispatching, and more.
However, when compared to Service Fusion, ServiceTitan offers more as a part of our base product (while Service Fusion charges extra for many of these features):
Robust membership billing capabilities (bulk membership billing, and automated monthly or annual billing options)
Scheduled report automations
Call booking automations for easier job booking and better customer experiences
Property data to spot sales opportunities and drive revenue
For more details on these differences, check out our complete comparison article: Service Fusion vs. ServiceTitan
Kickserv is another field service management software offering a variety of tools for large and small businesses. Like other FSM software, they provide a mobile app as well as desktop features for job management, scheduling, managing your workforce, and more.
However, when compared to Kickserv, ServiceTitan offers:
Mobile app with customer convenience features with stable offline functionality
Customizable forms and pricing tools in the field
Two-way SMS text messaging for customer inquiries and scheduling changes
Pre-appointment GPS Tech Tracking for accurate arrival times
End-to-End presentation mode: A visual pricing tool and estimate builder with good-better-best options
To view these and other differences, check out the feature comparison chart on our comparison page: Kickserv vs. ServiceTitan
7. Housecall Pro
Housecall Pro is a mobile field service management software solution for home service businesses. It offers a wide range of features outside of invoicing, such as scheduling and dispatching, estimates, QuickBooks integration, and more.
However, when compared to Housecall Pro, ServiceTitan offers:
Greater native pricebook functionality
Ability to drill down further into reporting metrics and trust your numbers
Automated tagging features that help increase revenue
Gated work sequences and customizable forms to facilitate accountability across the organization
Offline functionality that allows techs to use our mobile app when out of cell service zones
For more details on these differences, check out our complete comparison article: Housecall Pro vs. ServiceTitan
FieldEdge offers a wide range of features like ServiceTitan, including functionality for quotes and invoicing, scheduling and dispatching, service agreements, and more.
However, when compared to FieldEdge, ServiceTitan offers:
For residential service businesses
Integration with Google Local Services Ads
Seamless access to membership information during call booking
Adjustable capacity planning to optimize schedules for max profitability
Real-time technician tracking
Greater customization and drill-down capabilities for reports
For commercial service businesses
Ability to create customer-specific pricing
Built-in customer portal with base subscription
A suite of project-management and project-tracking tools for longer-term projects
Dynamic form capabilities that ensure staff follow best practices and improve data quality
Native equipment tracking and inventory management
For more details on these differences, check out our complete comparison article: FieldEdge vs. ServiceTitan
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.