7 Best HVAC Business Software in 2024

Speed to lead is critical in today’s fast-paced market, and Podium offers an unparalleled advantage by ensuring businesses engage with leads within a couple of minutes—guaranteed. Podium’s AI CSR is “always on,” so you and your team don’t have to be, offering 24/7 customer support & sales.

In this article, we’ll cover our list of the best software solutions available for local HVAC businesses in 2024. We’ll discuss what makes great HVAC software, how to choose the right solution for your business, and answers to a few frequently asked questions from businesses just like yours.

As part of our software solution summary, we’ll discuss an all-in-one software solution, Podium, that’s tailored to HVAC businesses. Similar to HouseCall Pro, it helps drive HVAC business growth by using automation to improve workflows, save you time, and create a better customer experience. You’ll learn how to get the most out of a software solution like HouseCall Pro and how to use it to raise your bottom line.

Top HVAC Business Management Software

So, which platform should you choose? Do you want the best payment processing? The best CRM? Each platform has a different set of strengths, and carefully analyzing each one is key to determining which will best serve your business in the long run.

With that in mind, here are seven of our favorite software for your business’s management and growth, as well as a breakdown of the strengths and weaknesses of each. While every single solution will have weaknesses, it’s important to choose which ones will work best with your business model and give you an advantage.

1. Podium

Our top all-around pick? Podium. Podium’s platform is specially built for small businesses. Users benefit from the following features:

• Manage customer data while gathering reviews, payments, and feedback at the same time.
• Invoice and bill your clients via text.
• Gather reviews, generate higher quality leads, and communicate with your customers.
• Keep your transactions safe and secure.
• Use the AI Employee to drive specific customer actions to grow your business.

Podium plans start at $399 per month.

2. Service Fusion

Service Fusion is an easy to use HVAC business system that offers excellent customer support, value for money, and functionality. Here are few of the other perks:

• Enjoy a modern, accessible interface and many customizable features, allowing you to shape it to the needs of your customers and your business.
• Create a detailed entry for each job that you perform and add photos, contracts, documents, notes, and more.
• Schedule and track jobs with ease.
• Collect payment in a timely manner.
• Unlock premium features at an affordable price.

A few cons to watch out for: Service Fusion’s reporting leaves a bit to be desired, and its invoicing features also have some glitches to be worked out on the day-to-day. However, Service Fusion offers amazing customer service and support, ensuring that you can get the help you need when you need it.

Service Fusionplans start at $192 per month.

3. FieldEdge

FieldEdge crushes in terms of invoicing, job scheduling, GPS tracking, and dispatching for your HVAC contractors. It has organization down to a “T,” offering a highly analytical platform that can easily bring your operations under control. For instance, you can expect to unlock the following benefits:

• Leverage its ease of use.
• Save on operational experience. This platform is affordable (especially compared to the options on this list).
• Take advantage of its ease of integration with QuickBooks.
• Manage employee hours.
• Notify employees in the field.

However, it doesn’t offer GPS or route optimization and the mobile app can run a bit slow, according to users. Some HVAC technicians experience connectivity issues, and the online customer booking feature leaves something to be desired. If you like this option, make sure to first view the free demo and ensure that FieldEdge will meet your HVAC company’s needs.

Each plan is priced to meet the user’s needs. You’ll have to book a call to get a custom quote.

4. Jobber

Jobber nails invoicing as well as mobile app offerings, making it a respectable, convenient option for any small business. Great scheduling and dispatching options increase its appeal, as well as the varying and affordable pricing plans it offers to meet the different needs of different businesses: Lite, Core, Connect, and Grow. Lite only costs around $20 a month and includes a 14-day free trial. Jobber has excellent automation, saves your HVAC technicians time, and rules the phone arena.

In general, users can use Jobber to:

• Manage and update calendars and work schedules.
• Send quotes and invoices.
• Accept payment on site.
• Keep crews and customers informed.
• Operate leaner and increase productivity and revenue.

However, its customer support leaves a bit to be desired, as does its online booking features. The QuickBooks integration is not as smooth as it could be, and your agents aren’t able to communicate well while out and about. With limited backup options, Jobber requires a bit more thinking and strategizing on the part of any small business that uses it.

The basic plans start at $39/month. Jobber also offers a free trial at every plan level, so it should fit into most HVAC company budgets.

5. ServSuite by FieldRoutes

ServSuite, by FieldRoutes, offers outstanding invoicing features, making receipts and billing a breeze for both you and your customers. It provides some of the best customer support out of all the software on this list, with well-timed operational hours (24/6), helpful tutorial videos, and more.

ServSuite does an amazing job listening to its customers and updating its offerings accordingly. For instance, users can expect to:

• Take back their way day with the mobile app, which allows field technicians to schedule appointments.
• Offer prompt service, and sell to new customers while out and about.
• Use analytics to gain deeper insights into business health.
• Speed up payment collection and processing.
• Push out personalized marketing campaigns to drive results.

ServSuite can make a big difference for your HVAC company. Some cons to watch out for include the necessity of add-ons to access full functionality, slightly complex analytic reports (you can work to make these more simple), and a slightly higher-than-average cost.

Just like FieldEdge, ServSuite doesn’t make its pricing public. They require you to book a call to get a custom quote.

6. WorkWave

Like FieldEdge, WorkWave offers great invoicing, scheduling, and dispatching tools. This service software helps improve your workflow in the following ways:

• Correspond with customers via phone, live chat, or email.
• Take advantage of the library tutorial videos that can help customers learn how to use the tool.
• Get up to speed quickly.
• Reach more customers via Workwave’s marketing features.
• Bring in new clients with ease.

However, like FieldEdge, WorkWave’s online customer booking features leave something to be desired in terms of general functionality. Your customers can’t upload images, book via Google, or book in real time. And, the payment processing features are complicated to use; you must have an annual contract, and there is no inventory management available.

WorkWave doesn’t make its pricing transparent. You have to submit a query to get a custom quote for this service software.

7. GorillaDesk

GorillaDesk offers excellent invoicing, scheduling, data entry, time tracking, and dispatching. Its mobile app is not excessive but perfectly accessible, and it offers some of the most affordable pricing on this list. In addition, you can expect to:

• Learn the ins and outs of this tool quickly.
• Access learning modules to improve the user experience.
• Get answers quickly from a responsive customer support team.
• Increase field service efficiency.
• Improve the HVAC service experience for customers.

However, it doesn’t provide real-time booking and Book via Google, which could give you problems in the short run. This service software has limited customizability, a slightly outdated interface, and fewer notifications via its mobile app.

A basic $49 package and two-week free trial sweeten the deal.

8. FieldPulse

FieldPulse allows you to handle everything from scheduling to service agreements with one tool. Its features are relevant to office work and tasks in the field. This management software helps business owners in HVAC, plumbing, electrical, and more run their businesses more efficiently. In general, FieldPulse sets users up for success. Specifically, by using FieldPulse, business owners can:

• Schedule word orders according to technician availability.
• Create proposals and invoices in just one click.
• Plan field service routes to maximize efficiency.
• Increase worker satisfaction with an all-in-one app that brings transparency and efficiency to each job.
• Reduce the strain of manual data entry.

FieldPulse doesn’t disclose its pricing, but the website indicates it’s tiered. They require a demo to get a quote.

How To Choose the Right HVAC Service Software

What makes great HVAC software? Good question.

From in-app communication to employee scheduling software, job costing, accounting software, cloud-based features, task management, diagnostics, and invoicing, there are many characteristics to look for when choosing the right platform for your business. These characteristics have to be balanced with factors like your particular business’s needs, budget, and tech-savviness.

However, there are a few characteristics that are particularly important when it comes to finding the right fit. Here are five aspects business owners should look for when choosing HVAC business software:

1. Comprehensive Features

If you’re going to spend the time and money finding and employing the right platform, you want to make sure it’s comprehensive. Ensure that your platform can do it all. For example, Podium manages reviews, chat, invoicing, scheduling, online booking, and more.

It should also be highly customizable, allowing you to shape it to fit the exact needs of your customers and your business at any given time. Customization goes a long way in making service software really work for you and allowing you to provide a personalized customer experience every time.

2. Ease of Use and Integration

As a small business, you wear many hats. And you don’t have time to ride a steep learning curve to integrate complicated software with your other systems. When looking for HVAC business software like Service Fusion, be sure to look for software that’s easy for your employees to use and that integrates well with what you’re already using (like Quickbooks, for example). Your HVAC service software should integrate with your messaging, mobile devices, business operations, and other software options you might be considering.

3. Mobile Accessibility

If you can’t serve your customers and connect on the go, you’re limited in terms of what you can do and the demographics you can serve. You’re also limited in terms of who can find you, as many customers now find their HVAC providers online via reviews and local search. This is why your mobile accessibility is so important.

Your business must be easily accessible via mobile or desktop search and should be callable, textable, and more. Customers should be able to view pictures of your services that load quickly and show up well in a mobile format. The very best HVAC management software, like Jobber, has in-app chat, text, and social media presence and communications.

4. Customer Support and Training

The right platform won’t leave you to learn it all on your own. A quality platform like Service Fusion ensures success by providing tutorials and materials to train your employees so they can get the most they possibly can out of a platform and its attendant materials. Make sure the business software you choose offers high-level customer support and customer service that’s available 24/7 so that you’re not left high and dry when you find yourself in a bind. You should be able to create and upload your own personalized training materials and courses as well.

Additionally, customer management is a huge plus. Your platform should offer intuitive CRM features, in-depth customer information storage, customer relationship management, field service management software, and job management to ensure profitability and excellent support for your HVAC technicians.

5. Payment Processing

Lastly, look for software like Servicetitan that has excellent payment processing capabilities. Work orders should be the last stressor on the minds of HVAC companies. You should be able to invoice quickly and digitally via text, and your customers should be able to pay anywhere they like with whatever payment method they prefer. When it comes to effective payment processing, your customers’ preferences should always come first. Easy tracking and auditing also decrease your HVAC technician’s workload and stress, allowing you to focus on doing what you do best.

Increase HVAC Deals With Podium

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Podium has become a top choice for HVAC business owners looking to grow and improve their workflows. Thousands of local service businesses use Podium as their top HVAC management software to improve their operations, deliver superior HVAC service, convert more leads, make more money, and fix communication gaps with their customers with ease.

With Podium Reviews, Webchat, and Payments, you can ensure seamless communication with your employees and customers, making sure no service or customer contact falls through the cracks. Want real stories? We’ve got a few.

Joshua Jones, operations manager of Mountaineer Heating and Cooling, noticed a gap in communication with Mountaineer customers who weren’t always available to communicate from eight to five. Various software systems were overly complicated to use and expensive, making the process of answering calls and serving customers even more convoluted. After implementing Podium, Mountaineer Heating and Cooling was able to recapture most of its online and phone traffic with ease.

“Before Podium Phones we missed 20% of our sales calls. We were missing 2 out of every 10 calls. That’s $24,000 we were missing out on every week.” Joshua Jones, Mountaineer Heating and Cooling

Charley Boyce of Paschal Air, Plumbing, and Electric knew that he needed to find a way to make sure his employees had the right technology and processes to be effective. “What worked for us five years ago doesn’t work for us today. Stuff is changing and you’ve got to change with it.” Charley knew his team was missing opportunities due to several obstacles in communication. He knew they needed to refine their communication processes with better tech.

As the business grew, several software systems failed to meet the business’s growing needs. “There was a lot of walking around trying to track people down. We tried out a couple of other apps, but they weren’t supportive of our needs.”

After trying Podium, Charley knew they’d made the right call. “It’s a heck of a lot easier when we’re dealing with thousands of maintenance customers. We can push out thousands of texts. We can carry on many more conversations, as opposed to calling.”

“You’ve got to change. Your customers are doing it, and either you’re going to do it or your competition is–you might as well beat them to it.”

Learn more about customer success stories with Podium and growing your business and your bottom line here.

Best HVAC Software FAQs

Have more questions about software for HVAC? HVAC CRM software? HVAC business software, HVAC dispatch software, HVAC invoicing software? Don’t worry. We’ve got answers.

Q: Which software is best for HVAC design?

A: The best software for HVAC design can vary significantly depending on your specific needs and preferences as well as those of your clients. You should look for software that is highly customizable, powerful, and able to scale with your growing business. Here are a few of our favorites:

1. AutoCAD MEP is widely used for creating detailed system layouts, schematics, and diagrams.
2. Revit MEP is a Building Information Modeling (BIM) software that allows for 3D modeling of HVAC systems and provides tools for analyzing system performance.
3. DesignBuilder is a simulation software that enables energy modeling and system design. It’s known for its user-friendly interface and ability to perform energy simulations and optimization.
4. Carrier HAP is a specialized software for load calculations, system design, and equipment selection.
5. Tran TRACE 3D Plus is often used by engineers and consultants for commercial and industrial projects.

Q: Which software is used for HVAC drafting?

A: Drafting software is used to create detailed drawings, schematics, and plans for installations. Here are a few of our favorites:

1. DraftSight is used for drawings, offers a familiar AutoCAD-like interface, and is available in both free and paid versions.
2. BricsCAD provides 2D and 3D drafting capabilities.
3. CADISON HVAC includes tools for creating diagrams, layouts, and schematics.
4. SolidWorks is used by many professionals for drafting 3D system designs and components.
5. Bluebeam Revu is a PDF markup and collaboration tool often used in the construction industry that allows for easy annotation and markup.

Q: What is HVAC software?

A: HVAC software refers to a category of computer programs and tools designed specifically for the HVAC industry. These software applications, like Servicetitan, are regularly used by HVAC professionals, engineers, contractors, designers, and small business owners to assist them in various aspects of HVAC system design, analysis, simulation, and management. This business software serves as a valuable tool to streamline tasks, ensure effective design and operation of systems, and improve efficiencies.

Get more leads, book more calls, and sell more maintenance agreements faster than ever with Podium’s best-in-class AI CSR for HVAC businesses. Watch a demo today.