Superb HVAC Management Software To Ignite Your Profitability

Managing an HVAC business is not a simple game to play, especially when this "game" has more and more players to compete with. Let's prepare yourself with the right tool to keep your business stand out within such a crowded business landscape.
Superb HVAC Management Software To Ignite Your Profitability - Featured Image
Image credit: Smart Service
By | 12 min read

Like other business fields, running an HVAC business has its own unique challenges. Whether servicing homes with elderly residents or office buildings with fidgety workers, HVAC contractors need to be on top of every single aspect of their business to avoid disappointing their notably sweaty clientele.

To ride the crest of a wave and take care of your customers right away, it’s more than essential that you adopt the right HVAC management software, making everything from scheduling jobs to accepting payments easier than ever before.

Amongst the endless lists of HVAC management software available for use, let’s go through our pick for the most dedicated tools to skyrocket the success of your HVAC business!

#1. Service Fusion for HVAC

If you are in search of a comprehensive yet easy-to-use tool to fill out your management needs, then Service Fusion is going to be your seamless match. In fact, there are few HVAC software that are more user-friendly than 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 software, and that’s definitely saying something!

Superb HVAC Management Software To Ignite Your Profitability - Fig 1
Image credit: Service Fusion

To be more specific, this innovative, intuitive software can empower your HVAC business to thrive with simple organizational tools and helpful features, which includes:

  • Customer Management
  • Estimates & Jobs
  • Dispatching & Scheduling
  • Integrated Voice & Text
  • Invoicing & Payments
  • Inventory Management
  • Time Tracking & Payroll
  • Analytics Reporting
  • Document & Preference Customization
  • GPS Tracking
  • Field Worker Mobile Apps
  • Customer-Employee Communication
  • Quickbooks Integration
  • Live Chat Customer Support
  • Mobile Options

Rated amongst the best field service software on the market, Service Fusion doesn’t mess around when it comes to improving productivity. Another appealing feature of such outstanding HVAC management software is that there is no hidden fees or contracts. In other words, you will reasonably pay what you are quoted when you use the service, rather than an over-inflated bill for a service you didn’t even end up using.

Should you be interested in this HVAC management software, let’s take a look over its pricing plans to pick one:

$99/mo $199/mo $349/mo
Users Unlimited Unlimited Unlimited
Customer Management
Estimates & Jobs
Scheduling & Dispatching
QuickBooks Integration
Payment Processing
Project Management
Text Messaging Alerts
Job Photo Uploads $50/mo
Inventory Management $50/mo
Job Costing $50/mo
Integrated Voice & Text
Open API Integration
Custom Documents $40/mo $40/mo
Customer Web Portal $50/mo $50/mo
Customer-Facing Mobile App $65/mo $65/mo
+ $689 setup + $689 setup
Call Tracking & Routing $25/user/mo $25/user/mo $25/user/mo
GPS Fleet Tracking $20/unit/mo $20/unit/mo $20/unit/mo
+ $49/unit setup + $49/unit setup + $49/unit setup

“Service Fusion is very easy to use. Not overly complicated like some other programs can be. The customer support is very very good. You can call or email and they answer very quickly. We asked for a feature request and it was added in a very short time. They are also very knowledgeable on their product. I highly recommend this purchase.”

Brandy – Channell Communications, Inc.

#2. HouseCall Pro for HVAC

Similar to Service Fusion,Housecall Pro is the all-in-one software to manage your HVAC business. 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 software is going to be the perfect solution for your HVAC business to thrive.

Superb HVAC Management Software To Ignite Your Profitability - Fig 2
Image credit: HouseCall Pro

HouseCall Pro for HVAC has gained growing popularity with its major features, typically:

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

Besides HVAC, HouseCall Pro covers such a wide range of industries that their experience with managing and improving businesses, especially small ones, is almost unmatched. Additionally, with various marketing options that HouseCall Pro offers, your HVAC business will be able to lock down new and repeat customers without wasting too many resources.

The only downside of this software seems to be the lack of a route optimization feature, which is not going to be a problem, especially with its affordable pricing strategies as follows:

Start Growth Manage
Annual plan:$39/mo
Monthly plan:$49/mo
Annual plan:$109/mo
Monthly plan:$137/mo
Annual plan:$199/mo
Monthly plan:$249/mo
User 1 User Up to 6 users Up to 10 users
Credit card rate as low as 2.69% 2.69% 2.69%
Additional users $20/mo per user $20/mo per user $20/mo per user
Consumer financing
Online booking $20/mo add on
Postcard & email marketing $20/mo add on
Recurring service plans $25/mo add on $25/mo add on $25/mo add on
Sales proposal tool $40/mo add on $40/mo add on $40/mo add on
Drag & drop scheduling
Real-time dispatching
Easy estimates
Invoicing/pay online
Instapay eligible
Mobile payment processing
Customer notifications (text & email)
Company expense cards
Basic reporting
Google Calendar integration
Apps for iOS, Android, & web
Quickbooks Online Integration $20/mo add on
Customizable text with the local number $20/mo add on
In-app employee chat
Employee GPS tracking $20/mo add on $20/mo add on
Employee time tracking $20/mo add on
Pro community
Real-time chat support
Expert set-up & training $299 optional fee $299 optional fee

“Housecall Pro is the best thing ever. I was going to hire a second person to help with paperwork but now I’m free to spend more time marketing.” – Redding Comfort Heating & Air

#3. mHelpDesk for HVAC

Along with HouseCall Pro and Service Fusion, mHelpDesk stands out amongst the most popular HVAC software. Founded by two former Lockheed Martin engineers, such a highly-rated software is the heavy-duty solution that small to medium-sized businesses need to fuel their growth. 

Superb HVAC Management Software To Ignite Your Profitability - Fig 3
Image credit: mHelpDesk

In fact, should you make use of mHelpDesk for your daily operation of your HVAC business, you’ll be able to truly take care of everything from one place, thanks to a bevy of in-depth features, including:

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

Simply put, mHelpDesk does boast a myriad of features that are definitely of great value to your business. Not only does it “house” these several features, but the thorough nature of each facet of the platform also allows you to really dive deep into growth hacking your HVAC business. Actually, it’s going to cost a little bit extra, but it does deserve if you have the resources.

Superb HVAC Management Software To Ignite Your Profitability - Fig 4
Image credit: mHelpDesk

So, as regards its pricing policies, mHelpDesk pricing varies depending on four subscription options: Pro ($169/month), Growth ($249/month), Success ($374/month), and Enterprise (customized). The main differences between these pricing plans are the number of users, as well as access to advanced features such as short message service (SMS) alerts, lead manager, equipment tracking, inventory, team management, GPS tracking, and more.

Plans Monthly Pricing Number of Users
Pro $169 Up to 3
Growth $249 Up to 8
Success $374 Up to 10
Enterprise Customized Customized

Plus, additional user accounts are also offered for the following plans:

  • Success ($35/user/month)
  • Growth ($40/user/month)
  • Pro ($45/user/month)

It’s also noteworthy that a 20% discount is available for users who pay annually.

“I am always pleased with the service we receive from the mHelpDesk team. We signed up a couple months ago and have requested assistance on several forms and training. We signed up with the premier service and have been extremely happy with the product. We researched mHelpDesk along with many other software services for our HVAC company and this software has 99% of what we need in our business. The service and the software are worth the price. I have worked in the software field for over 10 years and can appreciate the extra effort the team does for our company. It integrates with QuickBooks very easily too.”

Peggy Priest – Chief Operations Officer at Northern Comfort Heating and Cooling.

#4. FieldEdge Software for HVAC

Actually, longevity is the key to success in the HVAC industry. Unless you can manage your team well enough to make repeat customers a priority, you’re going to have trouble making an impact and be left behind your competitors as quick as a wink.

Luckily, FieldEdge is well designed to keep your entire HVAC business organized and efficient so getting the job done is as easy as a few simple clicks. With such amazing management software, your technicians are equipped to ramp up efficiency, generate bigger tickets as well as provide the greatest customer service.

Superb HVAC Management Software To Ignite Your Profitability - Fig 5
Image credit: FieldEdge

FieldEdge has several key features that are worth your consideration:

  • Scheduling & Dispatching
  • Service agreements
  • Mobile CRM
  • Quotes and invoicing management
  • Service agreement tracking
  • Analytics Reporting
  • Quickbooks Integration
  • Live Chat Customer Support
  • Mobile CRM
  • Customer Management Platform

When it comes to pricing, FieldEdge does not publish its pricing plans online. Should you take interest in this HVAC management software,  you may get in touch with its sales team for detailed FieldEdge pricing information. Usually, it will cost approximately $29 to $99 for apps with basic features while the more extensive ones cost $79.97 to $299 per month. 

Whereas FieldEdge is on the more affordable end of the HVAC software spectrum, it’s not nearly as robust as some of the other software, most notably lacking a GPS tracking or route optimization for technicians in the field. It’s a “should” that you try out a demo before jumping in purchasing, just to make sure the software is not missing any features you might deem necessary for your HVAC business.

“FieldEdge understands what HVAC contractors need for long-term success. They’re dedicated to providing the training and tools to help their customers grow – and that’s why I’ve chosen to partner with them.” – Ron Smith, HVAC Coach and Industry Pioneer

#5. Coolfront HVAC Software

Established in 1999, Coolfront is a mobile-focused HVAC software service that enables you to make sense of your company costing and pricing with its flat-rate approach. Specifically targeting small to mid-sized businesses, Coolfront claims that new users could see an amazingly 25% boost in revenue when they start using the software.

Superb HVAC Management Software To Ignite Your Profitability - Fig 6
Image credit: Coolfront

Just like other HVAC management software, Coolfront does “house” key features for effective managerial tasks such as:

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

So, how about its pricing strategies?

At this time, Coolfront costs around $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 also means that there is no separate payment stream to worry about when it comes to using the service.

Another attractive aspect of such software is that it does well integrate with other handy software such as QuickBooks, DropBox, Google Calendar and PartCart.

Speaking of its drawbacks, 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. Additionally, it has yet to offer a routing option. So clearly define your management needs and gauge whether or not this “helpful” Coolfront matches your expectations.

“We began using Coolfront flat rate and finally after 18 years, we are seeing our bank account accumulate money. And the switch has been positive with our customer base to date when properly presented.” – Victor Unruh – Mid South A/C, Inc.

#6. Smart Service

For HVAC businesses that use QuickBooks, Smart Service offers a unique advantage: direct, real-time QuickBooks integration. Every job scheduled, payment collected, or bill processed immediately creates/updates records in QuickBooks, keeping all of your scheduling, dispatching, work orders, customer records, etc. in a single, mobile software system. Additionally, Smart Service helps eliminate double data entry, allowing you to build on the software you already have.

Superb HVAC Management Software To Ignite Your Profitability - Fig 7
Image credit: Smart Service

In addition to seamless QuickBooks integration, Smart Service does offer HVAC businesses the following indispensable features:

  • Scheduling and Dispatch
  • Invoicing and Payment Processing
  • Customer Management
  • Work Orders
  • Routing and Navigation
  • Inventory and Equipment Tracking
  • Estimates and Sales Management
  • Time Tracking
  • Custom Fillable PDF Forms
  • Technician Tracking

Besides, Smart Service provides optional modules for multi-truck inventory and for managing service agreements.

When it comes to pricing plans, this platform does not publish pricing information; yet, unlike the other software options on this list, it is available for a one-time purchase price, which is based on the number of users needed – instead of a monthly, recurring subscription. Should you take keen interest in this software, let’ s contact Smart Service directly for additional pricing information!

“Smart Service has been a true time saver! We know the status of each job at all times. The Smart Service product just keeps getting better because their team asks for customer opinions and adds new features on a regular basis. We feel there is no better product on the market!”

Kari Wakefield, Office Manager at Capitol Heating & Air Conditioning.

The Bottom Lines

Within our ever-evolving business landscape, instead of continuing to operate in a traditional manner, you would better off adopting these software solutions to optimize your business’s performance. Whether catering to commercial, residential or industrial companies, these HVAC management softwares are not going to disappoint you with their wide range of robust, integrated and functional features.

Managing an HVAC company is already overwhelmed with several operational activities but keeping your service image visible online is also crucial to ignite the profitability of your business. Should you need any help with a dedicated team to get your HVAC business exposed to the digital world, don’t hesitate to get an online presence manager.

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