The Best HVAC Software for Small Businesses

Tidy up employee schedules, catch unpaid invoices, and create clear estimates with the top HVAC software for small businesses.

Best Overall

Jobber

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Runner-Up

The Best HVAC Software for Small Businesses Option mHelpDesk

mHelpDesk

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Best Resources

The Best HVAC Software for Small Businesses Option ServiceTitan

ServiceTitan

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Home heating, venting, and air conditioning is essential for dealing with temperature changes throughout the year. Problems with the furnace, heat pump, air conditioner, or any other part of the heating and cooling system must be addressed in a timely fashion to ensure the home’s comfort and extend how long the HVAC system lasts. Given that almost every home has some type of HVAC system installed, training as an HVAC technician and taking the steps toward operating a small HVAC business can be an effective way to earn a living.

However, small businesses are often limited by narrow profit margins, making it challenging to hire several full-time employees just to keep up with office work. In the interest of streamlining HVAC invoicing, scheduling, estimate creation, service management, and inventory tracking, several top HVAC software options are suited for small businesses. Find out more about the best HVAC software for small-business owners with this informative guide.

  1. BEST OVERALL: Jobber
  2. RUNNER-UP: mHelpDesk
  3. BEST RESOURCES: ServiceTitan
  4. BEST MOBILE EXPERIENCE: Service Fusion
  5. BEST SOFTWARE EXTENSION: Smart Service
The Best HVAC Software for Small Businesses
Photo: istockphoto.com

What to Consider When Choosing the Best HVAC Software for a Small Business

There is a range of HVAC software available for invoicing, scheduling, and service management, so before selecting a software subscription, it’s essential to research the options to find out if the functions and features of the program line up with the needs of the business. Users will also want to consider mobile app availability, software integration capabilities, and subscription cost.

Function and Features

The main reason for investing in HVAC software is to get helpful features that can improve the day-to-day operation of the business and streamline accounting processes. Hence, it’s important to research the software to determine what HVAC functions and features are available. Otherwise, a business could end up paying a high monthly fee for software that doesn’t fulfill the company’s needs.

Common functions and features to look for when researching HVAC software products include scheduling, dispatching, invoice management, customer service management, internal communication, surveys, polls, digital checklists, reports, forms, estimate creation, and inventory management. Business owners will want to consider the needs of the business and consult with trusted employees to figure out the right software features to improve the company’s efficiency.

Mobile App Availability

During a typical workday, HVAC technicians are usually out of the office working in residential, commercial, institutional, or industrial settings. While they are repairing, replacing, or doing maintenance work on customer HVAC systems, it’s important to remain in communication with those in the office to discuss any problems with pricing, invoicing, estimates, inventory, or scheduling.

Paperwork has long been used to record pertinent information. Still, when technicians return to the office, they either need to hand the paperwork to a manager or sit down at a computer to input the data so that it is in a digital format for efficient invoicing, ordering, and tracking. HVAC software with mobile app integration makes it possible for technicians who are out of the office to submit invoices, check schedules, and input data directly, reducing the overall workload of the HVAC team.

Price

Cost is always an important factor to keep in mind while looking for new options to help improve the business. Customers will want to research the top HVAC software products and look at the fees associated with each price tier. Basic subscriptions can cost as little as $20 per month but will not include all the features the software can support. Businesses will need to opt for top-tier subscriptions to access the full suite of features, which can exceed $300 per month.

Some HVAC software providers do not list the software subscription price, so businesses will need to contact these software providers directly for a clear breakdown of the costs. Before selecting an HVAC software, business owners will want to discuss the features and functions available to the business upon purchasing the software or subscription to the software service.

Software Integration Capabilities

Another key consideration for business owners and managers is whether the HVAC software can integrate with other management tools and software options, such as QuickBooks or Stripe. If HVAC software cannot integrate with these popular software options, it can be difficult or tedious to duplicate data between the individual programs continually.

However, for businesses that do not rely on additional management software, the integration capabilities of the HVAC software are not as important to factor into the final software subscription selection. However, owners will want to remember that as the business grows, the ability to integrate the HVAC software with other management tools may become essential. If this occurs, the business may have to switch to a different HVAC software that can keep up.

Our Top Picks

Small-business owners will want to consider this list of the best HVAC software based on the function, features, mobile app availability, software integration capabilities, and overall value.

Best Overall

Jobber

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  • Function: Service scheduling and management
  • Features: Client management, scheduling and dispatching, invoicing, reporting, messaging, online booking, client hub, job forms, quoting, marketing
  • Mobile app availability: iOS and Android
  • Price: $$9, $35, $85, or $175 per month
  • Software integration capabilities: QuickBooks, Stripe

Pros

  • Generous 14-day free trial
  • Standout features include referral programs, thank-you messages, and feedback surveys
  • Convenient customer-facing client hub
  • Seamless integration with Stripe for easy payments

Cons

  • Reports of potentially confusing mobile app experience

Why It Made the Cut: HVAC business owners can take advantage of Jobber’s 14-day free trial to test its advanced client management, scheduling, and reporting features. Interested HVAC businesses can get a sneak peek at how Jobber operates with the 14-day free trial, so owners don’t need to feel pressured to sign up without knowing what the software can bring to the business. This software has three tiers, starting at $9 per month for the Lite version and climbing to $175 per month for Grow plan, which offers the most features and has a 15-user capacity. Jobber can integrate with iOS and Android devices. Some reviews claim they could not add or change scheduled events through the mobile app; however, business owners just need to change the permissions to allow events to be modified on mobile. Client management, scheduling, dispatching, invoicing, referral programs, feedback surveys, thank-you messages, reporting, messaging, online booking, and quotes are just a few highlight features included with the Jobber HVAC software. This software is even designed to integrate with QuickBooks and Stripe, giving managers a complete picture of the business and allowing technicians to take payments on the spot. Businesses can also set up a client-facing customer hub to make it easy for potential clients to reach out to the business or book appointments.

Runner-Up

mHelpDesk

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  • Function: Service scheduling and management
  • Features: Client management and scheduling, quoting, dispatching, staff communication, GPS fleet tracking, inventory tracking, invoicing
  • Mobile app availability: iOS and Android
  • Price: Not specified
  • Software integration capabilities: QuickBooks

Pros

  • Live multilocation inventory tracking
  • Comprehensive staff-led onboarding and data transfer
  • Payment processing integrated with mobile app

Cons

  • Reports of software bugs

Why It Made the Cut: The broad suite of functions available through mHelpDesk makes it an attractive software option for small HVAC businesses.Why It Made the Cut: The broad suite of functions available through mHelpDesk makes it an attractive software option for small HVAC businesses. As a business grows, the day-to-day needs can change, leading to the necessary upgrade or shift to a different HVAC software. To improve the efficiency of growing HVAC businesses, mHelpDesk offers a range of features like inventory tracking and GPS fleet tracking. This management software also includes quote creation, dispatching, staff communication, invoicing, client management, and scheduling features to streamline company operations. It’s necessary to note that there have been reported problems with bugs and frequent updates through this software. And while jumping into a new HVAC management software can be daunting, mHelpDesk offers a perk to help ease the transition. To minimize the losses and take full advantage of the software’s functionality, mHelpDesk provides knowledgeable staff to lead users through software onboarding and to help transfer data from previous software or system tools.

Best Resources

ServiceTitan

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  • Function: Service scheduling and management
  • Features: Client management, scheduling and dispatching, invoicing, reporting, messaging
  • Mobile app availability: iOS and Android
  • Price: Not specified
  • Software integration capabilities: QuickBooks

Pros

  • Robust library of calculators, blog posts, webinars, and podcasts
  • Convenient customer-facing client hub
  • “Pro” options available for added business-specific functionality

Cons

  • Reports of unresponsive customer support

Why It Made the Cut: Businesses can use ServiceTitan’s broad library of resources to train technicians and maximize software usage for the most efficient business strategies. One of the main deterrents to switching from one management software to another is learning how to use the new software well enough. ServiceTitan seeks to save businesses the trouble of trial-and-error learning by providing a wide library of resources, including calculators, blog posts, webinars, and podcasts. Collectively, this library of information helps users maximize the potential of the software to better run their business. The site also facilitates the creation of a client-facing hub where customers can contact the business and make appointments. One thing potential customers will want to note: A common thread among reviews indicates it can be difficult to receive a timely response from customer support. However, with ServiceTitan’s wealth of resources, it’s unlikely that there will be many problems that arise. ServiceTitan offers “Pro” upgrades that allow users to access improved features in specific areas that are most important to the individual business. These upgrades include phone, marketing, or payroll system features to get more support in the areas that really matter without paying for additional services the business doesn’t need.

Best Mobile Experience

Service Fusion

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  • Function: Service scheduling and management, fleet tracking
  • Features: Client management, quoting, scheduling, dispatching, invoicing, GPS fleet tracking
  • Mobile app availability: iOS and Android
  • Price: $149, $219, or $399 per month
  • Software integration capabilities: QuickBooks

Pros

  • Powerful, highly functional mobile app for technicians
  • Integrated ability to easily set up a customer-facing app

Cons

  • Relatively high monthly price

Why It Made the Cut: New and established HVAC businesses can improve day-to-day efficiency with Service Fusion’s comprehensive mobile integration functions. Service Fusion is a top HVAC software option that can greatly improve field-technician efficiency with a variety of mobile app integration features, including product listing, service catalogs, and estimate creators. This software product is available in three subscription tiers, starting at $149 per month and increasing to $399 per month. For a discount on these relatively high subscription fees, businesses can choose to pay annually instead of monthly. Small businesses that have begun to grow beyond basic management programs can benefit from the features offered by the Service Fusion HVAC software, such as scheduling, dispatching, invoicing, and GPS fleet tracking. This software can even be used to allow customers to book appointments and send messages directly to the company for clear, efficient communication.

Best Software Extension

Smart Service

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  • Function: QuickBooks scheduling add-on
  • Features: Scheduling and dispatching
  • Mobile app availability: iOS and Android
  • Price: Not specified
  • Software integration capabilities: QuickBooks

Pros

  • Customer information and schedules seamlessly imported to QuickBooks
  • Weekly group software training sessions available

Cons

  • Only compatible with Windows/PC
  • QuickBooks required for use

Why It Made the Cut: Interested business owners can increase the features available through QuickBooks with the Smart Service software extension. Many companies already rely on QuickBooks for accounting tools like invoicing, estimate calculation, and report creation, but the Smart Service extension can help users get the most out of the program. This add-on increases the features available through QuickBooks, allowing businesses to take advantage of scheduling and dispatching functions to improve day-to-day operations without having to migrate over to a brand-new system. Smart Service is only available for PCs at this time. The Smart Service software extension imports customer information and schedules to QuickBooks. Users can get weekly group training sessions with live instruction where they can ask questions in real time and receive knowledgeable answers from experienced instructors.

Our Verdict

Users are sure to benefit from the slew of features Jobber offers (and they can take advantage of a generous 14-day free trial). For those who need fleet-tracking capabilities or prefer staff-led software onboarding, mHelpDesk is another great software program.

How We Chose the Best HVAC Software for Small Businesses

We acquired the bulk of the information used to select the best HVAC software for small- business owners through extensive research into a pool of products and software development companies. While these software options serve the HVAC industry, they offer valuable features for service-based industries, including (but not limited to) lawn care, cleaning, and construction.

The best HVAC software services include various beneficial features, like facilitation of online customer booking, scheduling, dispatching, estimate creation, invoicing, and mobile app integration for streamlined operation even when technicians are in the field. The subscription cost and compatibility with other popular software, such as QuickBooks or Stripe, were also taken into consideration during the selection process to find the best HVAC software for small businesses.

Before You Use the Best HVAC Software for a Small Business

There are several factors to consider before purchasing HVAC software for a small business. In-depth research into potential software options is essential for finding a product that fulfills the company’s needs. Customers will want to investigate the software’s functionality to find out its features and whether it uses mobile integration or cloud-based access for workers in the field.

Small businesses just starting out will also want to consider whether the HVAC software is scalable or if the business will outgrow the product’s usefulness. The cost will also be a significant factor when businesses are deciding on a top HVAC product to handle scheduling, dispatching, and accounting.

Cost of Using the Best HVAC Software for a Small Business

Business owners will want to carefully consider any expenses before taking them on. This includes the cost of HVAC appointment-scheduling software, estimating software, and invoicing software. Typically, HVAC software is sold as a monthly subscription to keep the software updated for ongoing use in the future. Most subscriptions have multiple price tiers, so HVAC business owners can select the option that best fulfills their needs.

Small HVAC companies that just need a little help organizing invoices or putting together schedules will want to look into introductory plan pricing, which starts as low as $20 per month. Premium subscription plans come with everything the software offers, making this top tier an excellent choice for large businesses with many moving parts. However, the top-tier plans can cost more than $300 per month, so it’s important to research the software to determine which tier provides the functionality needed.

The Advantages of Using the Best HVAC Software for a Small Business

When it comes to accounting, scheduling, field management, and other necessary tasks, a top HVAC software is essential for ensuring the business operates efficiently. HVAC estimating software makes it easy to provide quick, concise estimates that are clear for customers and technicians. Small businesses can also use HVAC dispatching software to guide employees through their daily appointments with automated routing and scheduling processes.

HVAC software is an effective tool for streamlining accounting, customer invoicing, worker payment processing, estimate creation, purchasing, and HVAC inventory management. Not all employees operate out of the main office, though. In fact, most HVAC technicians are in the field for the majority of the day, so it’s a great idea to invest in an HVAC software with mobile integration capabilities to improve worker efficiency, invoicing, scheduling, dispatching, and the accuracy of data collection.

  • HVAC software helps improve scheduling and dispatching processes.
  • Small businesses can streamline accounting, invoicing, and estimate creation.
  • Mobile integration increases worker efficiency and data-collection accuracy.

FAQs

Careful planning and efficient execution are key components of any successful business. Here, business owners can learn more about HVAC invoice software, HVAC scheduling software, and HVAC service management software with the answers to some of the most frequently asked questions.

Q. How much does HVAC software cost?

HVAC contractor software can range in price depending on your business’s needs. Basic plans may cost as little as $20 per month, while premium plans can cost more than $300 per month. Before committing to a paid subscription, you can also find free HVAC software trials to help you decide if you like the software.

Q. Does QuickBooks offer HVAC software?

QuickBooks does not currently offer HVAC software. However, some software options can integrate with QuickBooks to help give you a complete picture of your business.

Q. What tools are needed to start an HVAC business?

Before purchasing a monthly HVAC field service software subscription, it’s important to invest in a basic set of tools, including screwdrivers, wrenches, pliers, hammers, gauges, metal and tubing cutters, staple guns, safety gloves, masks, goggles, and earplugs. To operate your own successful HVAC business, you may also need to purchase advanced HVAC tools, such as core removal tools, thermal-imaging cameras, leak detectors, phase testers, and refrigerant scales.

The top choice for most home HVAC systems is a standard split system from one of the best HVAC brands, consisting of one component outside and one inside, such as a furnace inside and an air conditioner outside. Another example of a standard split system is an air handler and heat pump or a furnace and heat pump.

Q. Is HVAC software suitable for small businesses?

Staying on top of estimates, invoices, and scheduling is essential for operating one of the best HVAC companies. When profits are low, a few late invoices or canceled appointments due to poor scheduling can lead to trouble paying employees or keeping up with the bills. It’s a good idea to research the best HVAC software for small-business owners and invest in the right choice for your HVAC business.

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Timothy Dale Avatar

Timothy Dale

Contributing Writer

Timothy Dale is a home improvement writer who has been in the industry for several years. In his work for BobVila.com, he has written a number of how-to articles related to yard maintenance, vehicle repair, and home renovation, not to mention a wide variety of buying guides and articles on DIY projects. He always ensures readers get the information they need to tackle their next project.

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