Top HVAC service providers demand the best HVAC business software—and with good reason. HVAC work is demanding and complex—whether you’re dealing with residential or commercial customers.

To be profitable, HVAC service providers must operate as efficiently as possible. This starts in the back office and extends to every technician in the field.

In this article, we will explore in detail how to choose the best HVAC business soft- ware—and why choosing poorly can cost your business in lost time, decreased produc- tivity, increased costs and unhappy customers. ‍

What The Best HVAC Software Provides

The backbone of today’s modern businesses is productivity software that supports their specific needs.

The best HVAC business software should support your business in several important ways:

Fully support your working processes. HVAC field service software must support every single step in the process of delivering quality service to your customers, including:

• Handle every aspect of HVAC project management in one place
• Rapidly respond to customers’ and prospective customers’ requests for service—from any device ranging from desktop and laptop computers to tablets and smartphones
• Provide proposals, job estimates and work orders for review and approval
• Generate and track new business leads
• Schedule and reschedule service appointments
• Schedule, route and track technicians with GPS fleet tracking features
• Alert customers to appointment times, ETAs and other real-time updates
• Increase the number of customers you can service in a day
• Reduce return visits
• Document and report on work performed—including detailed notes, photos, audio memos and automated emails
• Follow your own customized service checklists and procedures
• Invoice customers and process payments
• Manage equipment levels of HVAC equipment including make and model, serial number, warranty data and more
• Maintain inventory levels by tracking what is sold and restock when supplies are low

Give you all the tools to succeed and grow—in one place. The best HVAC field service software offers more than just “nice to have” features to help you get work done. It also becomes the central hub for all touch points with your customers and prospects.

   The best-designed HVAC business software provides:

• A single interface that everyone in the company can easily use
• Drag-and-drop scheduling
• The ability to communicate within a common network through desktop and mobile devices. 
• A central scheduler and multifunctional calendar that serves as the main “dashboard” for all activities
• Cloud-based software that you can access anywhere
• Streamlined workflows between departments, employees and customers—eliminating paperwork, time to enter information and multiple data entry points
• A complete CRM system with information about every customer and every service call or interaction
• Seamless integration of information between other office systems such as accounting software and time tracking
• Contract and warranty management
• Multiple billing options including both transactional (one-time) and recurring billing (“Service-as-a-Service”)
• The flexibility to meet your business’ unique needs
• Performance metrics to help you understand your business and adjust to changing conditions
• Zero paperwork—everything can be done on a computer, tablet or smartphone
• The ability to scale as your business expands into new service areas—not just HVAC

Why The Right HVAC Business Software Is Critical To Your Success

Every single touch point with customers and prospects must be handled quickly and correctly. Otherwise, anything that gets dropped, overlooked or buried will lead to breakdowns in communication, poor customer service and ultimately unhappy customers.

Today, customers are more impatient and demanding than ever. Thanks to technology, they expect fast responses. According to a study by Software Advice, 67 percent of consumers will never do business with a company again if the technician is even one hour late.

And increasingly, customers—especially Millennials—prefer text and email communications to phone calls, printed information and often even face-to-face conversations!

Proper information management for HVAC businesses increasingly involves computers and software. The Catch-22 is that many systems can be quite powerful but also complicated to learn and use. 

The best information management systems for HVAC companies eliminate complexities and are easy to use. With minimal training and onboarding, users can be up and running within days.

How Top HVAC Business Software Can Increase Your Efficiency

Not long ago, many tasks within HVAC companies were manual, repetitive and time-consuming.

Now with top HVAC business software like Evolve, HVAC companies can automate tasks such as work order generation, scheduling, time tracking, invoicing and customer communications. Automation frees up more hours in the day to focus on higher-impact activities instead of unneeded administrative work.

Want to Learn More About the Best HVAC Software?

We invite you to contact us to learn more about how Evolve can become one of the most important assets to grow your HVAC business.