Best HVAC Software Providers

Repairing air conditioners is not a job you can take lightly. Between servicing homes with elderly residents and office buildings with fidgety workers, HVAC businesses need to be on top of every detail to avoid disappointing their notably sweaty clientele. Equally, if someone's heat goes out, there's no room for frozen workflows in a freezing environment.

Fortunately, the right HVAC software will make everything from scheduling jobs to accepting payments easier than ever before. And according to our research, HouseCall Pro is the best HVAC software provider available today, thanks to its massive catalogue of features, thorough reporting and analytics platform, and additional marketing tools.

Read on to learn more about the best HVAC software providers on the market, so you can take care of your customers right away. You can also compare costs for your business, from multiple providers at once, using our free price quote comparison tool.

Top 10 HVAC Software Providers

We've outlined the key features, pros and cons of all the HVAC software options below, to help you choose the right one for running your business.

The Best HVAC Software Providers are:

• HouseCall Pro – Best Overall HVAC Software Provider
• Service Fusion – Best for Beginners
• Verizon Connect Field Service Dispatch – Best for Big Companies
• ThermoGRID – Best for Affordability 
• mHelpDesk – Best for Small Businesses
• FieldEdge – Best for Saving Time
• ServiceTitan – Best for Marketing Tools
• Wintac – Best for Customer Service
• Smart Service – Best for Features
• CoolFront – Best for Flat Rate Pricing

In This Guide:

• Best HVAC Software Providers
• HVAC Software Buyers Guide
• Features of HVAC Software
• Benefits of HVAC Software
• Integration With Other Applications
• HVAC Software Pricing
• Compare HVAC Software Prices
• Frequently Asked Questions

HouseCall Pro for HVAC

There's no ifs, ands, or buts about it; HouseCall Pro is one of the best overall field service management softwares out there today. With dozens of helpful features, thorough reporting and analytics, and a simple design that is easy to use no matter how much training you have, this will be the perfect solution for your HVAC business to thrive. Primary features include:

• Scheduling & Dispatching
• Invoicing, Estimates, and Payment
• GPS Tracking
• Analytics Reporting
• Customer-Employee Communication
• Quickbooks Integration
• Live Chat Customer Support
• Mobile Options

You really can't go wrong with HouseCall Pro. It covers a wide range of industries, so you know their experience with managing and improving businesses is unmatched. Plus, with marketing options, you'll be able to lockdown new and repeat customers without wasting too many resources. The only downside of this software is the lack of a route optimization feature, but hey, you can't have it all.

Service Fusion for HVAC

There are few HVAC softwares that are as user-friendly as Service Fusion, in overall usability or affordability. It can be found at or near the top of almost every review based ranking list for field service softwares, and that's saying something. This innovative, intuitive software can help your HVAC business thrive with simple organizational tools and helpful features, including:

• Scheduling & Dispatching
• Invoicing, Estimates, and Payment
• GPS Tracking
• Analytics Reporting
• Customer-Employee Communication
• Quickbooks Integration
• Live Chat Customer Support
• Mobile Options

As one of the highest rated field service softwares on the market, Service Fusion doesn't mess around when it comes to improving productivity. Plus, with no hidden fees or contracts, you'll pay what you're quoted when you use the service, rather than an over-inflated bill for a service you didn't even end up using.

Verizon Connect Field Service Dispatch for HVAC

Verizon Connect is a big name in vehicle tracking, and its field service solution, Verizon Connect Field Service Dispatch, was designed with HVAC businesses in mind. With it, small and medium-sized operations can dispatch technicians, track all past and active jobs, communicate smoothly, and even use CRM tools to quickly and easily address customer concerns. Primary features include:

• Scheduling & Dispatching
• GPS Tracking
• Analytics Reporting
• Customer Profiles and CRM tools
• Live Map
• Mobile App for Technicians

The service is only available as an add-on to the company’s core vehicle tracking service Verizon Connect Reveal. This could be a plus or a minus, depending on how your HVAC business feels about switching to Verizon Connect Reveal, but does mean it’s a bit more of an investment. The feature set, however, while not exhaustive, offers a more advanced functionality than any other small business field service software. From the live map to the mobile app, you’ll be able to streamline your operations in no time.

ThermoGRID HVAC Software

Larger companies have the resources, but small HVAC software providers have the care and focus you need to make sure your business runs smoothly. ThermoGRID isn't the biggest operation, but they make up for it with a dedicated team of experts that will make sure this software does everything you need it to do for your business. Primary features include:

• Scheduling & Dispatching
• Invoicing
• GPS Tracking
• Analytics Reporting
• Customer Call Center
• Mobile Options

As a smaller company, ThermoGRID is missing a few key features, like payments options and Quickbooks integration, but as mentioned above, it should not be dismissed as a lesser option. It can do most of what competitors can do, and comes in at a much lower price.

mHelpDesk for HVAC

Along with HouseCall Pro and Service Fusion, mHelpDesk is one of the most popular HVAC softwares on this list. Founded by two former Lockheed Martin engineers, this highly rated software is the heavy duty solution that small to medium sized businesses need to grow. You'll be able to truly take care of everything from one place, thanks to a bevy of in-depth features, including:

• Scheduling & Dispatching
• Invoicing, Estimates, and Payment
• GPS Tracking and Route Optimization
• Analytics Reporting
• Customer-Employee Communication
• Quickbooks Integration
• Live Chat Customer Support
• Mobile Options

Simply put, mHelpDesk has the most features of any software on this list. Not only does it house these many features, but the thorough nature of each facet of the platform allows you to really dive deep into growth hacking your HVAC business. Yes, it's going to cost a little bit extra, but it's undeniably worth it if you have the resources.

FieldEdge Software for HVAC

Longevity is the key to success in the HVAC industry. If you can't manage your team well enough to make repeat customers a priority, you're going to have trouble making an impact. Fortunately FieldEdge is designed to keep your entire business organized and efficient so getting the job done is as easy as a few simple clicks. Primary features include:

• Scheduling & Dispatching
• Invoicing, Estimates, and Payment
• Analytics Reporting
• Customer Management Platform
• Quickbooks Integration
• Live Chat Customer Support
• Mobile Options

While FieldEdge is on the more affordable end of the HVAC software spectrum, it's not nearly as robust as some of the other software on this list, most notably lacking an GPS tracking or route optimization for technicians in the field. Compared to mHelpDesk, for example, the price is lower, but you're sacrificing some seriously important features. Many users insist that newcomers should try out a demo before buying to make sure the software isn't missing any features you might deem necessary for your business.

ServiceTitan for HVAC

In the same way your customers trust you to maintain and repair HVAC appliances, you have to be able to trust an HVAC software provider to be there when you need them. Fortunately, ServiceTitan comes with the expertise of handling 50,000 contractors on their platform, while providing cloud-based software that can make your business more productive. Primary features include:

• Scheduling & Dispatching
• Customer Financing
• Analytics Reporting
• Customer Portal
• Quickbooks Integration
• Live Chat Customer Support
• Mobile Options

Much like HouseCall Pro, ServiceTitan is somewhat unique, in that they offer marketing tools within their software. You'll be able to create, launch, and track campaigns within the platform, so you'll be able to find out what is working and what isn't when it comes to marketing. However, their limited payments options means you'll have to decide how important a robust payment software is for your business.

Wintac for HVAC

Setting up a new software isn't always easy, particularly for a business that really needs one. Fortunately, Wintac is one of the most comprehensive softwares on the list, so you can navigate every aspect of your HVAC business from a single platform. Plus, with 25 years of experience in the service business you know you're getting a quality software. Primary features include:

• Scheduling & Dispatching
• Invoicing and Payment
• GPS Tracking
• Customer-Employee Communication
• Quickbooks Integration
• Email Customer Support
• Mobile Options

While Wintac provides a wide range of features, helpful customer support options, and a simple interface, many users do have one primary complaint: speed and connectivity. There are a number of reviews on popular sites that cite Wintac's latency issues and error messages as a huge hindrance to business as usual. However, with low prices and plenty of features, it might be worth the risk if you have a solid WiFi connection or stellar cellular reception.

Smart Service for HVAC

Smart Service is a comprehensive field service solution that can comfortable accommodate HVAC businesses, thanks to its solid list of features. It's incredibly comprehensive, so you can manage every aspect of your HVAC business from within the software itself. Thanks to the broad nature of the software, should you decide to branch out into other business areas to compliment your HVAC work, this can easily be accommodated.

• Scheduling & Dispatching
• Invoicing and Payment
• Quickbooks Integration
• Live Chat Customer Support
• Mobile Options

Smart Service can be integrated with software like QuickBooks, and it also has a free demo available if you want to give it a spin before you buy. There is also a mobile app to help you keep track of orders wherever you are. As the software isn't purely focused on HVAC, you might find that there are some features that you just don't use, although users do appreciate the fact that the software is easy to customize.

Coolfront HVAC Software

Establised in 1999, Coolfront is a mobile-focused HVAC software service that helps make sense of your costing and pricing with its flat-rate approach. Aimed at small to mid-sized businesses, Coolfront claim that new users could see a 25% boost in revenue when they start using the software.

• • Scheduling & Dispatching
  • Analytics Reporting
  • Customer Portal
  • Quickbooks Integration
  • Dropbox intergration
  • Mobile Options

Coolfront costs $1.85 per work order created (although generously does offer the first 50 free), and automatically folds this into the price you charge your customer. This process means that there's no separate payment stream to worry about when it comes to using the service. It also intergrates with software such as QuickBooks, DropBox, Google Calendar and PartCart. It's missing some of the nicer ‘quality of life' features of some competitors, such as the ability to call customers directly from the app, and its search function is rather basic. It also doesn't offer a routing option.

HVAC Software Buyers Guide

Knowing who the best HVAC software providers are is a valuable piece of information, but not if you don't understand the ins and outs of how this kind of resource can actually help your business. Check out our helpful buyers guide to fully comprehend what HVAC software is, what features you can expect, how pricing works, and what benefits come from its implementation.

What Is HVAC Software?

HVAC software is a business tool designed to ease and automate a wide range of HVAC company functions, like scheduling, dispatching, accounting, invoicing, and estimating, among others. It helps you manage your business' resources – from employees to equipment – by tracking their movements to and from jobs in the field, which in turn optimizes efficiency and customer satisfaction.

Features of HVAC Software

HVAC software typically offers a pretty impressive array of features designed to make running your business easier. Take a look at some of the specific ones found in your average software.

Scheduling and Routing

This is the primary feature of most HVAC software, as it allows you to schedule your field workers for jobs. Depending on the software, field workers will be seamlessly added to jobs, notified of the requested timing, and even routed efficiently with GPS, as long as your provider offers this feature.

Customer Management

HVAC jobs can be pretty hectic, particularly considering each one takes place at a customer’s home. With customer management features, you’ll be able to keep track of which kind of repairs have been made for a particular client, what kind of equipment is needed for the job, and how often they need assistance. Plus, with automated follow-up features included, you’ll be able to get timely reviews to help attract new customers.

Accounting

Keeping track of your finances can be a hard job, which is why an accountant salary is such an expensive undertaking. Fortunately, with HVAC software, you’ll have accounting features built in to help you manage the money coming in and going out. Some field service software even offers integration with accounting software, but you’ll want to make sure your provider does before pulling the trigger.

Billing and Invoicing

Accounting is one thing, but billing and invoicing is a whole different aspect of the financial side of business that can get pretty complicated. But with HVAC software, billing and invoicing are managed directly within the software – even within a paired mobile app for in-field transactions – giving you the ultimate control over your finances.

Estimating and job costing

When it comes to HVAC service jobs, understanding and communicating the cost ahead of time is just as important as getting the job done – which is where HVAC software can be really helpful. You’ll be able to easily and effectively provide estimates and job costing reports to customers, so they can understand how much a job will cost before you start.

Dispatching and Fleet Management

You’re always going to need to send out workers, which is where the dispatching and fleet management features of HVAC software come in handy. You’ll be able to seamlessly dispatch field workers to given jobs, all while tracking your fleet in real-time (depending on the providers).

Work Order Management

Running a business can be overwhelming, particularly with all the paperwork that needs to be organized. Fortunately, HVAC service software is designed to specifically track all work order information in a comprehensive, organized manner, so you won’t be stuck with all that paperwork. Plus, with many software packages offering easy search functionality, you’ll be able to find information quickly when you need it.

Equipment Tracking

HVAC jobs are about more than a field technician working on an HVAC unit. Often, these jobs require equipment that has no business being lost. With HVAC software, you can make sure you’re keeping track of your equipment as well as your employees.

Inventory Management

In addition to tracking your equipment in the field, HVAC service software will also help you keep track of how much equipment you have in storage for future jobs. This will allow you to stay ahead of jobs, giving you the information and time you need to stay stocked throughout the busy season.

Benefits of Using HVAC Service Software

There’s no point in adding a software to your business’ processes if it doesn’t benefit you in some way – and HVAC software provides those benefits in spades. Take a look at some of the specific benefits of the helpful software.

Improve Efficiency

Efficiency is key for any business, but the HVAC industry is particularly reliant on speed when it comes to getting jobs done. After all, reviews are the main means by which you attract new customers, and repairing an air conditioner quickly is the best way to do so.

With HVAC service software, you’re prioritizing efficiency across your business. By automating everyday processes like invoicing and scheduling and easing the burden of functions like inventory tracking and dispatching, you make sure that your team has the time and resources to address the needs of customers quickly and efficiently.

Save Money

If you’re going to spend money on a new software, you better be able to save money in the long run – and that’s exactly what HVAC software provides. Whether you’re avoiding unnecessary double orders when it comes to inventory, or simply getting to more jobs thanks to the efficiency of the software, you’ll be able to make more money and cut costs once you’ve installed HVAC service software.

Additionally, if you subscribe to the belief that “time is money,” HVAC service software is designed to cut down on a wide range of daily company processes. Field technicians will be able to hit more jobs on a daily basis, customer support teams will have more time to respond to pressing questions, and customers will have more reasons to write good reviews.

Establish Reputation

Speaking of good reviews, word of mouth is one of the most important aspects of attracting new customers in the field service industry, and HVAC businesses are no different. However, without a certain level of professionalism, it won’t matter how quickly and efficiently you get a job done – it’s going to be hard to get a good review.

With HVAC service software, you can make sure that your customer not only appreciates your work, but also trusts that you’re getting it done right. From the professional invoices to the automatic follow-ups, professionalism will be the name of the game for you and your business, leading to more customers down the road.

Integration With Other Applications

If you’re looking into installing HVAC service software at your company, there’s a good chance you have other similar software installed to help you run your business. As anyone with multiple social media accounts can attest, it can be frustrating when these software don’t work together. Fortunately, one of the most convenient benefits of HVAC service software is its ability to integrate with third party apps.

Perhaps the most common iteration of these integrations is with accounting software, such as Quickbooks. HVAC service software integrated with accounting software will allow you to combine the invoicing, estimating, and billing functionality with the accounting functionality, so you won’t have to input data twice for a comprehensive understanding of your finances.

Additionally, HVAC service software can integrate with Customer Relationship Management (CRM) software, which gives you unprecedented control over your client engagement. You’ll have a full picture of how many customers you have, how many new customers you have access to, and whether or not they appreciate your service – all invaluable pieces of data for a growing business.

HVAC Software Pricing

We all know that any business decision like this comes down to price. Saving money and improving efficiency is one thing, but if you don’t understand exactly how much software like this is going to cost you, there’s no point in moving forward. Fortunately, we’re here to explain what kind of pricing you can expect when it comes to HVAC service software.

Typically, the cost of HVAC service software – and all field service software, really – is based on the number of employees at your company. Monthly pricing is the most commonly found model on the market, but some providers do offer one-time fees that typically come with installation costs as well.

Pricing varies dramatically from provider to provider, particularly when you consider the many add-ons and higher tier plans available across the industry. Many offer a free trial to get you acclimated before making a purchase, but no free plans are typically available for HVAC software, unlike some other business resources on the market.

Compare HVAC Software Prices

As you can see, HVAC software comes in all shapes and sizes, and deciding which one is right for you doesn't have to be an arduous chore. Whether you're a small business just starting out or a huge company looking to organize their work processes, this software can get the job done.

Now that you know a little more about some of the best HVAC software on the market, there's only one thing left to do: get a price quote. Knowing exactly how much such software will cost your business can make a huge difference when it comes to making a buying decision.

Frequently Asked Questions

There's a lot to understand about HVAC software and its providers. Take a look at a few frequently asked questions to better understand this helpful business resource.

What is HVAC software?

HVAC service software is a digital tool that makes running your HVAC business easier. By consolidating business tasks and automating them via a comprehensive dashboard, you'll always have a clear picture of what's going on in your business, along with unparalleled control over day-to-day operations.

How much does HVAC software cost?

The cost of HVAC service software most heavily relies on which provider you sign up with, but there are some basics that hold true across most of them. Typically, users are charged on a monthly basis, and you can expect to pay between $10 per month and $40 per month, depending on the size of your company.

Is Quickbooks an HVAC software?

Quickbooks is not an HVAC software. Rather, it is an accounting software that, depending on which provider you sign up with, can integrate with HVAC software in order to making your financial tracking system a bit more comprehensive.