Top 13 best HVAC service software companies

What is HVAC service software?

HVAC service software automates and streamlines administrative tasks for heating, ventilation, and air conditioning contractors. It also:

• Monitors equipment performance.
• Track service history.
• Schedules maintenance tasks.

These tools include job scheduling software, which assigns jobs to technicians. As a result, your team navigates through job orders much easier, Plus, the software updates work status in real-time, so you’re always in the loop.

Any good field service management software integrates with other systems, such as:

• Accounting software.
• Job management tools.
• Invoicing and estimates.
• Customer relationship management (CRM) solutions.
• Email marketing management solutions.

It also optimizes service routes to ensure you’re dispatching technicians efficiently for the best customer experience.

How does HVAC software work?

At its core, HVAC software streamlines and automates routine operations of heating, cooling, and air conditioner businesses.

Typically, these tools assist in:

• Scheduling.
• Dispatching.
• Invoicing.
• Customer management.

HVAC software coordinates team schedules, prioritizes emergency tasks, and analyzes service data, ensuring that field techs have the information they need when they need it.

Types of HVAC software for your business

The HVAC industry has a variety of software solutions tailored to specific needs. Here’s a breakdown of some of the most popular types.

HVAC software for contractors

HVAC software for contractors aids in managing projects and ensuring timely completion. It dispatches technicians efficiently and tracks job progress to maximize productivity. Features often include:

• Job costing.
• Project management.
• Client communication tools.

This software calculates job costs accurately, estimates repair costs, and quotes jobs competitively. As a result, you ensure a system that invoices customers promptly.

HVAC desktop software

Ideal for businesses that operate primarily from a fixed place, HVAC desktop software provides robust features without needing an internet connection.

These solutions typically offer:

• Inventory management.
• Customer databases.
• Financial tracking.

The software syncs data across devices and installs updates remotely, ensuring that your business manages inventory of parts and records equipment details without hitches.

HVAC preventative maintenance software

Preventative maintenance is crucial in the HVAC world. This software helps businesses schedule, monitor, and manage routine maintenance tasks.

Some systems also help you: 

• Navigate through furnace and ductwork issues.
• Prioritize replacing filters.
• Analyze how compressors are performing.

By ensuring that they regularly check and maintain equipment, companies prevent costly breakdowns and extend the lifespan of their installation or replacement.

HVAC service software for mid-sized businesses

Tailored for businesses that are neither small-scale nor large corporations, this software strikes a balance between a robust feature set and ease of use.

It typically includes core HVAC software features, but scales effectively to cater to the evolving needs of mid-sized operations.

HVAC inspection software

You must ensure HVAC systems meet industry standards. HVAC inspection software assists your technicians in:

• Conducting thorough inspections.
• Documenting findings.
• Generating reports.

You can also use them to assign tasks such as inspecting zoning controls or clogged vents.

With features like checklist templates and photo attachments, your team t maintains compliance records and communicates effectively with clients much easier.

Note: To provide top-notch service to your clients, consider pairing HVAC service software with solutions that:

• Optimize energy usage.
• Coordinate thermostats.
• Troubleshoot issues related to coils and refrigerants.

Looking for software in an industry outside of HVAC? Check out these guides for insights into other industries.

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What are the benefits of HVAC software?

The overall advantage of HVAC software is that it gives you time back in your workday so you can focus on growing your business.

A few key benefits to consider when choosing a field service software include the following.

One service platform

An all-in-one solution significantly speeds up business growth for your HVAC business.

The most impressive aspect of a one-service platform is how well it connects your entire team. With the best HVAC service software, everyone has synced communication and access to the same information, from your office staff to those in the field.

Automate operations

One of the biggest benefits of HVAC management software is automation tools. These tools automate repetitive tasks to save your business time and money.

Common automations that the best HVAC service software offer include:

• Job scheduling, routing, and dispatching.
• Pushing and pulling data via integrations.
• Reports on job status.
• Time tracking and payroll.
• Customer communication.

Build in your integrations

Integrating your HVAC management software is the best way to avoid double data entry and save your business time. So it’s key to look for management software that lets you sync your systems together seamlessly.

When looking for the best HVAC service software, think about how you need it to work with your everyday tools, like Gmail and QuickBooks. Then search for a solution that integrates with your other software.

If no integrations are available, look for a connection with Zapier or an open API, as these are other ways to connect your HVAC management software to the rest of your technology.

Speedier payments

Getting your customers to commit to a job is difficult if you don’t have a ready estimate or invoice for them. This is why the best HVAC service software has all relevant information ready for faster payments through your integrated accounting software.

When choosing your all-in-one HVAC business management app, selecting an option with online payment processing is wise, so your quote-to-cash time is even shorter.

Simple workforce management

Contractors need to schedule field service jobs ahead of time and make clear:

• When jobs start and finish.
• Which team member will do the job.
• Materials and tools needed for the job.
• Routes that save time, gas, and mileage.

Automated scheduling helps reduce errors and colliding schedules. It also ensures there aren’t any delays along the way. If there are, your team can communicate them in such a way that troubleshoots technical issues as soon as they come up.

An all-in-one HVAC business management software has powerful scheduling software that tackles varying team schedules and tracking of employees. Plus, it validates technician qualifications and reviews technician performance over time. This makes all-in-one functionality a must for the best HVAC service software options.

Empowers your employees

With an all-in-one HVAC business management software, you provide your team with easy scheduling and dispatching information. The right solution also empowers your team to make estimates and invoices while out in the field.

Giving your team the tools to be proactive promotes growth and results in better service for your customers.

Anywhere access to information

Keeping up with your customers and their needs is essential. This is why the best HVAC service software includes elements of a CRM system. A CRM organizes customer information, letting you store contact details, notes about each client, and even photos.

Having this information available to your entire team helps you:

• Close more sales.
• Save time.
• Reduce confusion when looking for a customer’s history.
• Remember equipment or materials you need for a job.

Enhanced analytics

With an all-in-one HVAC business management software, you can access analytic tools to simplify actioning data-driven insights.

For example, with the best HVAC service software, you’ll see where your money goes, what products are selling best, and which are underperforming. All these insights allow you to improve your marketing efforts, product line, and profitability.

An all-in-one business management software gives you better insight into your current customers and potential new leads. With more data and software that tracks service history and inspects job completion, you’ll provide better customer service and build stronger relationships with your existing customers.

What to look for in HVAC business software solutions

The HVAC business management app you decide on should have these essential features:

• Customer relationship management.
• Inventory tracking.
• Scheduling and dispatching.
• Integration with your business software.
• Mobile options.

Additional features that you should consider include:

• Workflows that enable speedy customer service.
• Branded customization opportunities.
• GPS tracking.
• Email marketing options.

Affordable pricing is another important consideration when evaluating the best HVAC service software.

How much does HVAC software cost?

As every business is different, the cost of HVAC software depends on several factors.

One of the biggest factors determining costs is your business’ size, including your team size, your number of customers, and how many jobs you take on. The bigger your company, the more automation tools you’ll need to meet the demand.

Another factor in cost determination is the type of tools your business needs. Standard tools include scheduling, invoicing, and customer management, while more expensive software offers advanced features like marketing tools and brand customizations.

Cost is one of many factors in deciding which management software you use. Below are the top 13 best HVAC software and all their features and pricing plans to help you make the best decision.

The best HVAC service software for your business

Let’s dive into what the best HVAC service software is and how your business can benefit from using one. Keep reading to find out what the top 13 best HVAC service software companies are.

1. Method:Field Services
2. ThermoGRID
3. Vonigo
4. Jonas Enterprise
5. Fieldmagic
6. HoneyBook
7. ConnectTeam
8. CoConstruct
9. Service Fusion
10. FieldEdge
11. GeoNext
12. Workiz
13. HouseCall Pro

Method:Field Services

The #1 QuickBooks CRM has designated field service management software that simplifies every aspect of your HVAC company.

Connect your business with an instant QuickBooks sync that equips everyone on your team, from the office staff to your field crew, with accurate and consistent data.

Method:Field Services covers important day-to-day tasks like job scheduling, invoices and estimates, customer management, and more. Its primary features and benefits include:

• Fast estimate and invoice creation — Method:Field Services lets your HVAC field team create customer estimates and invoices on the spot.
• Customer relationship management — Get a document management system that syncs to QuickBooks, eliminating the need for double data entry.
• Scheduling and route optimization — Gain a 360-degree view of each crew member’s schedule with efficient route creation and a built-in mapping system.
• Flexible pricing that scales with your company — Method:Field Services offers solutions that fit your office and field staff’s needs.
• Personalized HVAC service software — Method:Field Services lets you create a customizable field service solution to automate tasks specific to your business.
• User-friendly mobile app — It’s easier than ever to track time, plan routes, create estimates, and record job progress on the mobile device of your choice.

Method:Field Services offers two competitive pricing options, Contact Management and CRM Pro, which you can customize to suit your business’s needs.

They offer solutions for your field crew (starting at $15/month) and office teams (starting at $44/month).

If you’re keen to try the best HVAC service software, Method offers a free, no-commitment trial that includes:

• A free hour of customization services.
• Access to all features and the Method mobile app.
• Unlimited support resources.

ThermoGRID

Small to medium-sized HVAC contractors can use this field service software solution to keep their business organized and reduce day-to-day manual errors. 

Some of ThermoGrid’s key features include:

• Inventory tracking.
• Scheduling and dispatching.
• Estimates and invoicing.
• Customer relationship management.

ThermoGRID does not have standard pricing. Instead, they offer a personal demo, and pricing is determined afterward. They do not offer a free trial.

One thing you don’t want to overlook when choosing a cloud-based field service software is customizability, which is one area where ThermoGRID lacks. They have great automation tools, but they are limited. For example, they do not provide many marketing tools, such as email marketing software.

ThermoGRID focuses on the basics for your company to get jobs done hassle-free. But if you’re looking to customize, they might not be able to fulfill that for your business.

Vonigo

Vonigo is a cloud-based field service management platform that offers HVAC companies the necessary tools and an easy-to-use interface.

They offer a user directory where team members can update each other by posting statuses and photos. They can also communicate through an integrated Google Maps mapping feature.

One customer management feature Vonigo offers is signature capturing, which adds security and convenience for your team and customers.

Some of their key features include:

• Customer portals.
• Invoicing and online payments.
• Customer relationship management.

This best HVAC service software contender offers three pricing options: the Starter package ($98/month), the Professional package ($119/month), and the Premium package ($139/month).

While Vonigo offers a variety of customization tools, they are mostly available only in their premium package.

Beyond this, Vonigo’s integration options are only accessible in their professional package. So, if your business is looking for all-in-one software, you’ll have to choose their more expensive options.

Jonas Enterprise

Jonas Enterprise is a business software solution for construction companies with over 14,000 users. They offer service management software integrating payroll, inventory, job costing, financials, equipment management, and more.

What’s great about Jonas Enterprise is its user-friendly interface and customization options. They focus on simplifying processes and moving your business away from manual tasks toward automation.

Some of Jonas Enterprise’s features include:

• Unlimited document storage.
• Dispatching and scheduling.
• Invoicing and online payments.
• Customer relationship management.

Jonas Enterprise has one monthly plan for $199. Signing up annually knocks your monthly cost down to $189.

Some of the features Jonas Enterprise offers have thorough auditing processes, which is time-consuming for some fast-paced companies.

While this HVAC service software option has a user-friendly interface, some of its automation features require more work than competitors.

Fieldmagic

Developers designed Fieldmagic from the ground up to cater to the needs of  maintenance workers. As a result, it’s best suited for HVAC companies that perform a lot of maintenance and repair work.

Fieldmagic reduces the need for pen-and-paper processes and automates your daily tasks. It also has a mobile app with GPS tracking that makes it easy for your field team to connect with customers and office teammates.

Some of Fieldmagic’s features include:

• Scheduling and dispatching.
• Invoicing, estimates, and payment options.
• Client and site management.
• A mobile app.

Fieldmagic has three payment plans. The Starter plan ($29/month), the Advanced plan ($59/month), and the Enterprise plan ($89/month). They also offer a free plan for solo users.

While Fieldmagic boasts a lower price point, key features like integration options are only available starting in the Advanced plan.

HoneyBook

HoneyBook lets you manage your jobs, send invoices, and receive payments — all of the necessary tools in a good field service management software.

What’s great about HoneyBook is that it has a short learning curve thanks to its straightforward automation tools and user-friendly interface.

Some of HoneyBook’s features include:

• Estimates, invoices, and online payments.
• Brand customizability.
• Integration options.
• A mobile app.

HoneyBook has three payment plans. The Starter plan ($19/month), the Essentials plan ($39/month), and the Premium plan ($79/month). They also offer a free trial.

HoneyBook is not specific to the field service industry and has more of a general focus on helping creative entrepreneurs and small business owners automate their tasks and grow.

ConnectTeam

Next on this list of best HVAC service software companies is ConnectTeam, which helps the HVAC industry organize staff and projects.

ConnectTeam is an all-in-one business management software designed for your field team while they’re on the go.

What’s great about ConnectTeam is that you can personalize your dashboard and choose only the features that apply to your business. This is ideal if you want a simple interface to run your business.

Some of ConnectTeam’s key features include:

• Scheduling and dispatching.
• An online reporting and ticketing system.
• Communication tools.
• Mobile-friendly software.

ConnectTeam has annual and monthly payment plans. Here’s a breakdown of what you can expect to pay for this best HVAC service software option:

Plan	Monthly billing	Annual billing
Basic	$47 / month	$39 / month
Advanced	$95 / month	$79 / month
Expert	$159 / month	$191 / month

They also offer a free plan with many features to get you started. However, some of their best features are only available with the plans at higher price points.

CoConstruct

CoConstruct is a cloud-based field service management solution with over 100,000 users. This solution keeps your business on top of projects by sharing customer and job information between the office and the field.

Some of CoConstruct’s key features include:

• Scheduling and dispatching.
• Brand customizability.
• Fixed-price and open-book job management.
• Excellent customer support.

CoConstruct offers one-on-one implementation, group training, and coaching. This best HVAC service software company also has a lot of informative resources, including a user forum, and an annual conference.

CoConstruct offers three monthly pricing plans ranging from $299 to $499, depending on the number of users on the platform. They do not have a free trial, but they offer your first month at $99.

With CoConstruct, you get what you put into it. If your business has the time to set up and personalize this software to fit your business, it’s a powerful choice. If not, then you may be stuck with a lot of tools your business won’t use.

With CoConstruct’s higher price point, it’s important to consider how many of its features you will actually use daily.

Service Fusion

Next on this best HVAC service software list is Service Fusion — a company that serves over 5,000 small to medium-sized field service businesses.

They help your HVAC service company automate processes to promote speedy growth. They offer extensive customer support and fast work order entry.

Some of Service Fusion’s features include:

• Scheduling and dispatching.
• Custom customer support and training.
• Quotes, invoicing, and online payments.
• Integration with accounting software.

Service Fusion has three monthly pricing packages. The Starter package ($125), the Plus package ($189), and the Pro package ($339). Their Plus package is their most popular pricing option and includes inventory management, job costing, and job photo uploading.

What’s unique about Service Fusion is that all their plans come with no setup fees, no commitment requirements, a personalized onboarding process, and unlimited support.

Before jumping in, note that Service Fusion has a higher learning curve, which is an important consideration when looking into business management software solutions.

FieldEdge

FieldEdge is an all-in-one solution for HVAC companies looking to connect their team on one platform in real time.

Some of FieldEdge’s features include:

• Scheduling and dispatching.
• Full access to a customer’s job history from anywhere.
• Estimates, invoicing, and online payments.
• Integrations with top accounting software.

You can request a personal demo with FieldEdge to discuss pricing models for your company’s needs, as no fixed plans show on their pricing page.

This best HVAC service software company is known for adding new features all the time. This is great for some HVAC businesses, but is daunting for other users.

Some of FieldEdge’s customers have noted that their pricing has become more expensive over time due to the newest features. So, when choosing business software, it’s important to recognize what features will help your company and what ones will get in the way.

GeoNext

GeoNext is a field service business management software for small businesses looking to automate their manual tasks. They have over 20,000 users in the trades and service industry, such as those in plumbing, electrical, cleaning, and HVAC. GeoNext lets your company’s field workers access service agreements and all the information they need to get their jobs done efficiently.

Some of GeoNext’s features include:

• Scheduling and dispatching.
• Free training and onboarding.
• Estimates, invoicing, and online payments.
• Integrations with top accounting software.

GeoNext offers two pricing options. The starter package costs $15 a month per user, and the unlimited package costs $25 a month per user. They offer a free trial and the option to book a demo.

It’s important to note that this cloud-based software does not offer offline uploading. This is an issue if your business can’t always rely on the internet, especially for field workers who travel to areas with lousy service.

Workiz

Workiz is an all-in-one software solution and has over 100,000 users. They are committed to reducing the need for manual processes and multiple, disconnected platforms.

Workiz lets you manage your HVAC company, jobs, invoicing, payment processing, phone systems, and more. Developers created this software solution with small to medium-sized field service businesses in mind.

Key features include:

• Scheduling and dispatching.
• Invoicing and online payments.
• Online booking.
• Team management.

Workiz offers three annual pricing options: the Starter package ($65/month), the Team package ($169/month), and the Professional package ($299/month). The most popular option is the team package which includes up to six users. Workiz also offers two monthly non-committal options for the Team ($199/month) and Professional ($359/month) package.

Some of Workiz’s tools are not as automated as other software solutions. Workiz customers have noted that some features involve complicated, multi-step processes.

HouseCall Pro

Last but not least on this list of best HVAC service software companies is HouseCall Pro — an all-in-one business software for your business. It has all the standard features of a strong HVAC service software, plus an easy-to-use interface.

This popular HVAC software management solution is perfect for those looking for great customer support. HouseCall Pro’s support team is available by phone and online 24/7.

Signing up with them gives you access to their private Facebook group so you can share tips with other professionals in the HVAC field.

Some of HouseCall Pro’s features include:

• Scheduling and dispatching.
• Invoicing, estimates, and payment options.
• Customer support at any time.
• A mobile app.

HouseCall Pro’s pricing model includes three monthly options. The Basics package ($49), the Essentials package ($109), and the Max package (contact them). Their most sought-after option is the Essentials package, which offers integrations with apps like QuickBooks and Zapier.

HouseCall Pro offers great tools, but some of them might not apply to your HVAC business operations.

If customization is important to your business structure, this management software might not be the best option for you.

What to consider when choosing the best HVAC software for a small business

Function and features

Before diving into multiple software options, outline what you need your software to accomplish. Do you need scheduling and dispatching tools? Or perhaps inventory management is a priority?

By identifying your needs, you’ll ensure your chosen software aligns with your business objectives. Go for a solution that offers features relevant to your operations without overwhelming you with unnecessary extras.

Mobile app availability

In the HVAC industry, much of the work happens on the go. So, a software solution with a mobile app is invaluable. It lets technicians:

• Access job details.
• Update work orders.
• Communicate with the office in real time.

Ensure the mobile app is user-friendly and compatible with your team’s devices.

Software integration capabilities

Your HVAC software should be able to integrate seamlessly with other tools you use, such as:

• Accounting software.
• Customer relationship management system.
• Inventory tools.

Integration saves time, reduces data entry errors, and provides a more holistic view of your business operations and customer information.

Price

While choosing the cheapest option is tempting, remember that you get what you pay for. Evaluate each software’s value based on its features, usability, and potential to improve your business efficiency.

That said, always keep your budget in mind and look for solutions that offer a good balance between cost and functionality.

Cost of using the best HVAC software for a small business

The cost of HVAC software varies widely based on its features, the number of users, and the level of customer support providers give.

For small businesses, prices range from $10 to $50 per user per month for basic packages, while more comprehensive solutions cost upwards of $100 per user per month. Note that some providers offer tiered pricing or discounts for annual commitments.

It’s essential to consider not just the upfront costs, but also any additional expenses like:

• Training.
• Setup fees.
• Integration costs.

When budgeting, factor in the potential return on investment the software can bring by driving  more revenue, increased efficiency, and a positive customer experience.

Key takeaways

HVAC service software automates and manages routine tasks for HVAC contractors. It’s made up of tools for:

• Job scheduling.
• Customer history tracking.
• Inventory management.
• Location mapping.
• Field technician communication.

The true power of this software is its ability to integrate with other essential tools like accounting software, job management tools, and CRM solutions.

Choosing the right HVAC software is an investment in your business’ future. Take the time to research, read reviews, watch demos, and ask questions to ensure you select a solution that propels your business forward.

FAQs

Is HVAC software suitable for small businesses?

Absolutely! HVAC software simplifies and automates tasks, making it a valuable tool for businesses of all sizes. It’s especially beneficial for small businesses as it helps manage scheduling, invoicing, customer relations, and more without needing a large administrative team.

Many software providers offer scalable solutions, so as your business grows, the software adapts to your changing needs.

What is the most popular HVAC system?

The popularity of HVAC systems varies based on region, individual needs, and business size. In the U.S., ServiceTitan and Housecall Pro are among the most popular.

What tools are needed to start an HVAC business?

Starting an HVAC business requires a combination of technical tools and business essentials. Equipment like gauges, vacuum pumps, and hand tools make up the essential kits of most HVAC technicians.

On the business side, HVAC service software is a must for admin work. Other essentials include appropriate licenses, insurance, and basic marketing materials (like business cards).

Automate your way to stress-free days with your free trial of Method:Field Services.

Image Credit: Joyfotoliakid via Adobe Stock