Nearly any field service industry can benefit from field service management software, and the HVAC industry is no exception. HVAC field service management software can be the difference between a good HVAC company and a great HVAC company.

While a lot is going on behind the scenes to keep your company operational, customers should never feel this stress. The goal of any company is to ensure each customer has a positive experience.

Field service management software can help you keep track of the various moving parts of your company and automate processes that are currently manual. Here are only a few examples of how field management software can increase your company’s leads and grow your HVAC business.

Typical HVAC Business Processes

As soon as you receive a phone call with a customer in need of one of your services, your project manager likely puts a plan in place to ensure this client’s request is met. From overseeing the materials and equipment to scheduling tasks to dispatching HVAC technicians, many steps take place before the job is completed.

Once your technician is dispatched and uses a GPS to arrive on the correct job site, he or she may be responsible for tasks such as equipment inspections, maintenance on existing systems, installations of new systems or electrical wiring, improving overall system efficiency, and more. The majority of HVAC contractors spend their days inside. However, some may need to access units outside while on the job.

All of these processes are a small example of what goes on behind the scenes of your HVAC business. Consider an HVAC business software to streamline your processes.

HVAC Business Challenges

HVAC companies face challenges daily, including:

  • Keeping track of customer records
  • Managing leads
  • Scheduling technicians’ schedules
  • Keeping track of work orders
  • Invoicing and accounting
  • Managing payments
  • Account reconciliation

The best field service software for HVAC companies can help your company overcome these challenges.

How to Get HVAC Leads with HVAC Service Management Software

In any business, time is money, so why not invest in HVAC scheduling software to help improve the operations of your business? Doing so can help streamline your company’s daily operations and improve each customer’s experience with your business. The better experience each customer has, the more likely he or she will be to return in the future.

Field service management software is one of the best ways to grow your HVAC business, as it assists with simple tasks that can eat up a lot of your employees’ valuable time. For example, it allows you to easily schedule new appointments and keep them organized, allowing necessary parties to access new scheduling updates.

It can also help you improve your work order management, easily scheduling new appointments and communicating with relevant parties to ensure the closest technician arrives on each job site. The software keeps both customers and employees updated in real-time.

Keeping track of relevant customer data is easier than ever with field service software. It allows you to import existing customer data and other relevant client information to drive KPIs for your HVAC business.

Benefits of Using HVAC Field Service Business Software to Get the Best HVAC Leads

The best HVAC field management software can be your business’s biggest ally in success. Here are some of the main benefits to consider.

#1: One Service Platform

Unify the service platform that you and your employees use daily. This prevents the need to jump from one service platform to another and reduces the risk of important information falling through the cracks.

All operation aspects of your business are on one platform, allowing technicians, dispatchers, service managers, project managers, salespeople, and consultants to see current information.

#2: Automate Operations

Automation can take tasks that were once tedious and time-consuming and make them fast and straightforward. Not only will employees receive an automated invoice after each service call, but dispatchers won’t have to put thought into which field service technician should go to each job.

The faster you can book and complete jobs, the more jobs your company can handle. Automation helps to eliminate repetitive tasks and allows other employees to focus on other, more pressing tasks.

#3: Build In Your Integrations

Regardless of your HVAC business size, field service management software isn’t the only software your business uses. Other examples may include accounting services or ERP and CRM systems. The best HVAC software is equipped to integrate this other software reduces into its interface, allowing you to access their data whenever necessary.

For example, you can generate invoices directly in the software and send them to the customer with the completion of each job.

#4: Speedier Payments

One of the most important parts of any job is collecting payments upon completion. Built-in integrations in your HVAC scheduling software result in accurate and timely payments from your customers. Your field service technicians can also complete work orders through the related field service app, immediately starting the billing lifecycle for any customer.

Before a technician leaves a job site, he or she can ensure the customer has a bill in hand

#5: Simple Workforce Management

Easily control all moving parts of your workforce from a singular product. Not only can dispatchers schedule your company’s entire workforce from one place, but they can take advantage of resource routing tools to optimize technicians’ routes.

Workforce management also means access to real-time information such as their skills or current geographical location to help optimize the route of each technician to keep them as productive as possible.

#6: Empowers Your Employees

HVAC software for small businesses not only helps from an operational perspective, but it can empower your employees with the tools and the confidence they need to excel while on the job. They can automatically fill in and send digital work orders, allowing them to focus on building lasting customer relationships for your business.

#7: Great Access to Information

Traditional business management may mean different departments work in silos, resulting in important data being missed and under-utilized. HVAC field management software gives data access to those who need it most. For example, your field service technicians can easily access a customer’s service history from the app, helping them to prepare for the job before they arrive.

Although it may not seem like a huge deal, this little bit of information can be the difference between finishing the job on the first visit and the need to reschedule to complete the job on a second call.

#8: Enhanced Analytics

Why not use data from your HVAC field service software to generate accurate reports to drive future business growth? All of your company’s information can be pulled into helpful reports that provide invaluable insight on field service data. The data is accurate and updated, meaning it will produce accurate and timely reports. Play around with what pieces of information you want to include in each report to create custom reports pertinent to your organization.

#9: Expand Your Market

Most HVAC companies are always looking to expand into new regions or offer complementary services to drive future business growth. While this may seem like a relatively easy task if your company is already seeing success, it can be challenging if you don’t have the right technicians or excess money to spare.

HVAC field management software features tools that can assist with subcontractor management in addition to the onboarding process. The more efficiently you can communicate with your contractors and subcontractors, the more efficiently you’ll be able to grow your business.

#10: Improve Customer Satisfaction

It’s no secret that customers are elevating their standards for customer experience. HVAC service management software can transform how customers interact with your business, ensuring no call goes unanswered, and your team can complete each task on the first attempt. Customers can also take advantage of features such as direct scheduling through their phone if they need a last-minute HVAC fix.


HVAC service management software could be the missing piece to your HVAC company’s success. Not only does it allow your business to automate processes that were once tedious, but it also improves the overall customer experience with your brand.

If you’re looking for the above features in your field service software provider, consider Serviceminder as a provider. Our software allows your HVAC company to easily track data, generate visual reports, and drive future leads to keep your phones ringing.

To get started, take advantage of our free demos! Our team will show you our interface and tools to help you grow your business.