# Front + Back Office HVAC AI OS | HVACSoftware.com > Front + back office HVAC AI OS. Intake, an AI dispatcher, quotes and memberships, marketing and fleet on one system — book a demo of the whole shop. *Markdown mirror of https://hvacsoftware.com/ — HVAC software.* **Front office. Back office. One HVAC AI OS.** Run intake, dispatch, quoting, memberships, marketing, and fleet on one operating system — the same job the office books is the job the truck runs. AI Dispatcher is listed on Microsoft Marketplace. - **Front** — Inbox, AI CSR, IVR, and booking on one intake - **Brain** — The AI dispatcher proposes. A person still owns the board - **Back** — GBB quotes, memberships, workflows, and the money Source: The operating system, not a feature count. ## Every call, chat, and booking lands in one intake. Unified Inbox, an AI CSR, IVR, and online booking all write into the same HVAC job — so dispatch and the truck never chase a lead that lived in a side channel. - **Unified Inbox** — Bring Angi, website forms, texts, and email into one queue so the office works every lead in one place instead of hunting missed threads. - **AI CSR** — Let voice agents take the first pass: who is calling, what is on the property, and whether it is a membership visit — then hand a clean job to a person. - **IVR** — Route no-cools, memberships, and after-hours inside the OS so the shop does not run a separate phone stack it has to reconcile later. - **Online booking** — Let customers book a window that becomes a real job on the board, with the property already attached — not a calendar invite someone retypes. ## The AI dispatcher is the brain of the OS. Front office intake lands the job. The AI dispatcher proposes who takes which job and when; a person still applies the dispatch so back office and the truck run the same assignment. - **Who** — Match the visit to a tech who is free, in zone, and cleared for that work — then propose the name instead of guessing from a whiteboard. - **When** — Fit the visit into a real open slot on that tech’s day so the promise time is something the shop can keep. - **Which job** — Keep the same job record from intake through the truck — no second ticket reinvented in dispatch. - **Apply** — A person accepts the proposal so nothing goes to the field until the shop says yes. ## Back office runs on the dispatch the brain applied. The assignment someone applied is the job the books run — quote, invoice, membership, and workflows stay on that same record. AI agents handle internal ops on the same OS, not a second product. - **GBB estimates & invoices** — Build good / better / best options on the job, then turn the accepted option into an invoice without retyping line items. - **Workflows** — Auto-send customer notifications and internal tasks when a job moves status, so the office is not chasing every update by hand. - **Memberships** — Track maintenance plans on the property so due visits and member pricing pull into the next job automatically. - **AI agents (internal)** — Have agents review timesheets and expenses against the job so managers only touch exceptions. ### Estimate Good / better / best on the job. A real estimate document — line items, a recommended option, the customer copy. ### Invoice The visit becomes money. Same record, branded invoice. Customer, terms, price summary. ## Campaigns run on HVAC shop segments. Unsold estimates and due maintenance are lists the shop already has. Email, SMS, and outbound voice agents work those lists and write activity back to the same job — not a Mailchimp silo. - **Segments** — Build lists from unsold estimates, due memberships, and cold customers so every campaign starts from real shop data. - **Email** — Send follow-ups on those segments (estimate reminders, seasonal tune-ups) that stay tied to the customer and job record. - **SMS** — Text the same segments for short nudges — confirmations, “still interested?” — without a separate texting tool. - **Outbound voice** — Outbound voice agents call unsold estimates and overdue maintenance lists, so the shop doesn’t dial those lists by hand. ## Fleet runs on the same jobs the dispatcher applied. Trucks, routes, and service history stay on the HVAC job — not a bolt-on fleet app the office reconciles later. - **Vehicles** — Keep every truck and van on the board so dispatch knows which unit is rolling before it assigns the next job. - **Routes** — Build the day's route from applied dispatches so techs drive the work already promised, not a separate map someone redraws. - **Service history** — Pull past visits and repairs on that truck/property into the next job so the tech is not guessing what failed last time. - **Maintenance** — Schedule truck PM and inspections beside field work so fleet downtime does not surprise the dispatcher mid-day. - **Telematics** — Connect Samsara, Azuga, Motive, or Geotab when configured so live truck location and vehicle status sit on the same job board the dispatcher already uses. ## Built for the shop you run — residential, commercial, or multi-location. Same OS across three lanes. The difference is how the shop is structured, not a second product. ### Residential *One board* Run the whole shop when you've outgrown a simple schedule-and-invoice tool — intake, dispatch, memberships, and campaigns on one board. ### Commercial *Objects and workflows* Shape objects and workflows to match how your commercial HVAC jobs actually run — not a rigid template you work around. ### Enterprise *Multi-location · Governance* Govern multiple branches with unified intake, shared pricebook, and one view of work across locations. ## The HVAC AI OS, answered. What the operating system is, who runs Front → Dispatcher → Back, and how to book a demo. ### What is HVAC software? HVAC software here is the AI operating system a contractor uses to run the shop: Front office intake, an AI dispatcher, Back office quotes and memberships, marketing, and fleet. It is one system for the office and the truck, not a calendar with extra tabs. HVACSoftware.com is that OS. ### Is this the same as FieldCamp? HVACSoftware.com is HVAC contractor software by FieldCamp. FieldCamp is the parent company. This site is the trade front for HVAC shops. ### What does the AI dispatcher do? Let the AI dispatcher propose who takes which job and when, then have a person apply it so the truck runs the same assignment the office booked. The AI Dispatcher is listed on Microsoft Marketplace. ### Who is this for? Three lanes on one OS. Residential shops run intake, dispatch, memberships, and campaigns on one board. Commercial shops shape objects and workflows to match the job. Enterprise shops govern multiple branches with unified intake and a shared pricebook. ### Do marketing and fleet sit on the same OS? Build segments from unsold estimates and due maintenance, and keep trucks on the same jobs the dispatcher applied — marketing and fleet are rooms on the OS, not bolt-ons. ### How do we book a demo? Book a demo. The button opens a calendar for a walkthrough of Front office, the AI dispatcher, and Back office. One conversation — not a self-serve signup. ## See the OS. Book a demo. A demo walks Front office, the AI dispatcher, and Back office. One conversation on the calendar — not a self-serve signup. ### Who this is for - **Residential** — Run intake, dispatch, memberships, and campaigns on one board. - **Commercial** — Shape objects and workflows to match how commercial HVAC jobs actually run. - **Enterprise** — Govern multiple branches with unified intake and a shared pricebook. ### What a demo covers - **Front office** — Inbox, AI CSR, a call flow, and a booking that is already a job. - **The dispatcher** — The AI proposes the next assignment. A person still applies it. - **Back office** — Good / better / best, a membership, a workflow. The invoice on the same record. - **Marketing · Fleet** — A segment off the shop record, and the trucks as objects on the day. ### What we ask in the first conversation 1. Residential, commercial, or multi-location? 2. What do you run today — a simple schedule-and-invoice tool, or something else? 3. What breaks first — intake, dispatch, or the money? [Book a demo](https://calendly.com/jeel-fieldcamp/30min) --- HVAC contractor software by FieldCamp — one AI OS for the front office and the back office. Also here: [llms.txt](https://hvacsoftware.com/llms.txt) --- # Front office for the HVAC shop | HVACSoftware.com > Leads land in one inbox. Voice agents, contact-center flows, and booking write the same job. The AI dispatcher proposes; a person applies it. Book a demo. *Markdown mirror of https://hvacsoftware.com/front-office/ — Front office.* **Front office for the HVAC shop.** Intake writes the job the board already knows — so the office that books it and the truck that runs it never diverge. One native job. Office to dispatcher to back office. ## Every lead lands in one thread. Bring Angi, Thumbtack, the website, SMS, and the phone into one thread so the office works the lead once. Fold every side channel into the same HVAC job — not a lead in one tool and a visit in another. [Open unified inbox](https://hvacsoftware.com/front-office/unified-inbox/) ## Voice CSR takes the first pass. Run inbound and outbound voice as the CSR surface — press-1 trees are what the agent replaces, or the flow it already sits on. Take the no-cool, or work an unsold list, and write the job instead of a transcript someone retypes. [Open voice agents](https://hvacsoftware.com/front-office/voice-agents/) ## The desk hosts agents and people. Configure the flows that hold both. A voice agent or a person on the desk writes the same job. Put no-cools, memberships, and after-hours on one contact-center record the truck will open — not a phone stack the office reconciles later. [Open the contact center](https://hvacsoftware.com/front-office/contact-center/) ## Customers book a window the shop can keep. Let a customer pick a slot by service area, zone, and tech capacity — a clean booking that is already a job, before it hits the board. Attach the property and the zone before anyone retypes the window onto dispatch. [Open online booking](https://hvacsoftware.com/front-office/online-booking/) ## The AI dispatcher is the brain of the job. Front office intake writes the same job. The AI proposes who takes it and when; a person still applies the dispatch. Nothing goes to the field until the shop says yes. That applied assignment is what back office and the truck run. [Open the AI dispatcher](https://hvacsoftware.com/ai-dispatcher/) The gain is one native job object from front office through the dispatcher into back office — not an Avoca layer on another platform, not a ProBook overlay the office reconciles later. ## Scheduling, quotes, and the property stay secondary here. They live on the same record. This page owns intake to the board. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/) - [Quotes / estimates](https://hvacsoftware.com/front-office/quotes-estimates/) - [CRM + equipment history](https://hvacsoftware.com/front-office/crm/) - [Back office](https://hvacsoftware.com/back-office/) ## See intake write the job. Book a demo. A walkthrough of the inbox, a voice turn, the contact-center desk, a booking, and the dispatcher proposing — a person still applies it. One conversation, not a self-serve signup. ### Who this is for - **Residential** — Run every lead into one thread and let the board see the same job. - **Commercial** — Keep voice agents and bookings on the record the truck opens. - **Enterprise** — Govern intake across branches so every location writes the same kind of job. ### What a demo covers - **Unified inbox** — Angi, web, SMS, and the call in one thread. - **Voice agents** — Inbound and outbound — press-1 is what they replace or sit on. - **Contact center** — Flows that host agents and people on the same job. - **Online booking** — A window by zone and capacity — already a job. - **AI dispatcher** — The AI proposes. A person still applies it. ### What we ask in the first conversation 1. Where do Angi, forms, texts, and calls land today? 2. Does a voice agent write the job, or a second ticket? 3. Does a booking become a job the dispatcher can propose on? [Book a demo](https://calendly.com/jeel-fieldcamp/30min) --- Also here: [Home](https://hvacsoftware.com/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # One HVAC inbox for every customer conversation. > Manage HVAC calls, texts, email, web inquiries and customer context in one shared inbox connected to booking and scheduling. Calls, texts, email and web inquiries arrive in one shared workspace, connected to the customer, property and work your team already manages. **Product status:** Email, SMS, web and phone are part of the current product surface. Marketplace connectors are being developed with design partners. ## Every conversation opens with the customer already in view. HVAC unified inbox software brings calls, texts, email and web inquiries into a shared conversation linked to the customer and property. Office staff can assign the conversation, reply from the correct channel and create or continue the request without rebuilding the lead in another system. ## Match the property before anyone rebuilds the lead. The office connects the conversation to the operating record before it creates more work. 1. **Identify the conversation.** Start with the phone number, email address or submitted property details. 2. **Find the customer and property.** Connect the conversation to an existing record or create a new one. 3. **Preserve the conversation.** Keep the channel history, owner, status and customer context together. 4. **Capture the next action.** Create or continue a request, book an appointment or send the conversation to the appropriate person. ## The useful part of a shared inbox is what sits beside the reply. A message gives the office a starting point. The linked customer and property give that message operational meaning, so the person replying can understand the service need before choosing a next step. That is what turns an HVAC shared inbox from a channel list into useful customer communication software. - Customer and property: check who is contacting the office and which location needs service. A familiar phone number is a useful starting point, but the office still needs to confirm the property connected to this conversation. - Equipment and agreements: view the longer-term customer context beside the conversation. Keep the reply grounded in the record the team already maintains instead of asking the customer to reconstruct the same background with every channel change. - Open requests and appointments: see whether the customer is discussing existing work or asking for a new visit. Continue the relevant request when appropriate so a follow-up message does not become an unrelated piece of work. - Ownership, labels and status: make it clear who is handling the conversation and what remains to be done. Shared visibility supports the handoff between office staff without making every message everyone’s responsibility. - Matching needs judgment: connect the conversation to the relevant record manually or with assistance. The workflow should preserve source details and leave room for the office to resolve an uncertain match before proceeding. ## One record moves from the inbox to the board. Each step has a distinct responsibility. The inbox keeps the conversation connected as the office captures the need, confirms an appointment and hands the resulting work to scheduling. | Step | Responsibility | What carries forward | | --- | --- | --- | | Inbox | Reply, assign an owner and identify the customer and property. | The original channel, conversation history and customer context remain available to the next person. | | Request or job | Capture the service need or continue an existing piece of work. | The office has an operational record to review instead of a copied message in a separate tool. | | Booking | A CSR or online booking adds a supported appointment option. | The confirmed time or arrival window becomes the customer promise the team must protect. | | Scheduling and dispatch | Scheduling receives confirmed work; dispatch evaluates the technician assignment. | The conversation does not decide who should perform the job or change the operating plan by itself. | ## Clear about what exists and what comes next. ### Current product surface - shared conversations, SMS/MMS, connected email, web inquiries, phone/voice activity, customer records, assignment, labels, statuses, requests, jobs, and appointments. ### Design-partner scope - native Angi and Thumbtack ingestion and marketplace-specific matching. ## The channel changes. The customer record does not. An inbox is one part of the front office. Use the connected feature for the decision it owns while keeping the conversation attached to the same customer and work. - [Contact Center](https://hvacsoftware.com/front-office/contact-center/): Manage business numbers, keypad menus and routing before a CSR, voice agent or voicemail handles the call. - [Voice Agents](https://hvacsoftware.com/front-office/voice-agents/): Handle defined inbound and outbound conversations, then return a transcript and permitted outcome for office review or follow-up. - [Online Booking](https://hvacsoftware.com/front-office/online-booking/): Qualify the address and show supported exact times or arrival windows before a customer confirms an appointment. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/): Place confirmed work on the shared calendar with skills, service areas, working hours and capacity in view. ## Questions about HVAC unified inbox software ### What is an HVAC unified inbox? An HVAC unified inbox is a shared workspace for calls, texts, email and website inquiries. It connects each conversation to the relevant customer and property, allowing office staff to reply, assign ownership and create or continue service work without copying the lead into another system. ### Is a unified inbox the same as an HVAC CRM? No. A unified inbox manages customer conversations, while a CRM or customer record holds longer-term information such as properties, equipment, previous jobs and agreements. The useful connection is that the inbox displays this record beside the conversation instead of operating as a separate messaging tool. ### Can an HVAC unified inbox combine calls, texts and email? Yes, when those channels are connected to the same workspace. The inbox should preserve the original channel while associating the conversation with the relevant customer. Phone activity, SMS, email and web inquiries can then be managed without requiring the CSR to search several disconnected applications. ### Do Angi and Thumbtack leads enter the unified inbox? Native Angi and Thumbtack connectors are design-partner scope and should not be presented as generally available. The intended workflow is for marketplace leads to enter the same workspace as calls, texts, email and web inquiries, with their marketplace source remaining visible. ### How does an inbox conversation become a scheduled HVAC job? The office first connects the conversation to a customer and property, then captures the service need as a request or job. Online booking or a CSR can add an appointment window. Scheduling receives the confirmed work, while dispatch evaluates which technician should take it. *Product reviewed 2026-09-22.* ## See one customer conversation become scheduled work. Follow a conversation from its original channel to the customer and property, then through a request and supported appointment. See where the office confirms the match, assigns ownership and hands work to the schedule. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=front-office-unified-inbox) --- Also here: [Front office](https://hvacsoftware.com/front-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # Route every HVAC call to the right next step. > Manage HVAC business numbers, call routing, browser calling, warm transfers and voicemail with customer and property context beside each conversation. Configure how incoming calls are answered, routed, transferred and recorded while keeping the customer, property and service history available to the person handling the call. **Product status:** Core calling and routing capabilities are available. Advanced visual call-flow controls remain in development. ## The phone system and customer record should operate together. HVAC contact center software manages business numbers, call routing, browser calling, transfers, voicemail and call history. Connecting those capabilities to customer and property records helps CSRs understand who is calling, capture the service need and preserve the outcome for the rest of the front office. ## A call flow should decide what happens next. Start with the business number and the choices a caller needs. A keypad menu routes the call to a defined destination; the receiving person or agent handles the conversation within its own responsibilities. 1. **Receive the call.** A customer reaches a business number. The phone system provides the entry point while the customer record supplies the context needed to understand who is calling. 2. **Choose a route.** An IVR keypad menu or basic routing rule determines the next destination. New service, an existing appointment or another inquiry may need a different person or team. 3. **Connect the destination.** Route to a CSR, team, AI receptionist or voicemail according to the configured flow. Keep the distinction between routing the call and deciding what action the conversation permits. 4. **Preserve the outcome.** Keep the recording, transcript and call history connected to the customer. A warm transfer gives another person the opportunity to continue the conversation with its context intact. ## Give the CSR context before asking the customer to repeat it. The active-call workspace combines the conversation with the record the office needs. A CSR can understand the property and recent work while deciding how to respond to the current service need. That connection turns an HVAC phone system into call center software the office can use without losing customer context. - Customer and property: identify the caller and confirm the location involved. The customer may be calling about an existing appointment, a previous visit or a different property, so the record needs to remain visible during the conversation. - Service history: review recent work before asking the customer for background. The useful context is the record of what the team has done and what is already scheduled, not simply the fact that this number has called before. - Human calling controls: use browser calling and warm transfer as part of handling the conversation. The available controls support the person on the call; they do not make decisions about technician availability or dispatch. - After the conversation: the recording, transcript and disposition give the next person a way to understand the call. Capture the follow-up that remains so the office can continue from the outcome rather than replaying the entire interaction. ## People and voice agents should share the same call record. A phone call may pass between human and automated handling. Keep the record useful at each transition, and send decisions about appointments or technician assignments to the feature that owns them. | Destination | Owns | Returns to the office | | --- | --- | --- | | CSR or team | The live human conversation and any necessary warm transfer. | Customer context, the service need and the follow-up another person may need to complete. | | Voice agent | A defined conversation with approved instructions and permitted actions. | The transcript and outcome, including a booking, callback request or transfer when configured. | | Voicemail | A place for the caller to leave information when the configured route reaches voicemail. | A message the office can review in the context of the customer and call history. | | Booking and scheduling | Valid appointment options and the operating plan for confirmed work. | The customer promise and scheduled work, separate from the route the original call followed. | ## Core calling is available; advanced flow controls are in development. ### Current product surface - business numbers, browser calling, keypad menus, basic routing, warm transfer, voicemail, recordings, transcripts, customer history, and AI receptionist routing. ### In development - visual flow builder, advanced business-hours nodes, scheduled flows, multi-level menus, hold, cold transfer, and advanced ring strategies. ## Continue from the call to the next decision. The phone system owns numbers and routing. Its connected features handle shared messages, defined automated conversations, valid booking options and the schedule the office runs. - [Unified Inbox](https://hvacsoftware.com/front-office/unified-inbox/): Keep shared conversations, customer records and property context together while the office replies and captures the next action. - [Voice Agents](https://hvacsoftware.com/front-office/voice-agents/): Handle defined inbound and outbound conversations, then return a transcript and permitted outcome for office review or follow-up. - [Online Booking](https://hvacsoftware.com/front-office/online-booking/): Qualify the address and show supported exact times or arrival windows before a customer confirms an appointment. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/): Place confirmed work on the shared calendar with skills, service areas, working hours and capacity in view. ## Questions about HVAC contact center software ### What is HVAC contact center software? HVAC contact center software manages incoming and outgoing customer calls for a heating and cooling company. It typically includes business numbers, call routing, browser calling, transfers, voicemail and call history. When connected to customer records, it also gives the CSR property and service context while the call is active. ### What is an IVR in an HVAC contact center? An IVR is an interactive voice response menu that asks callers to choose an option using their keypad or voice. An HVAC company might route new service calls, existing appointments, billing questions and emergencies differently. The menu determines the next destination; it does not replace the customer record or service workflow. ### What is the difference between a call center and a contact center? A call center primarily manages phone calls. A contact center connects calls with other customer channels and records, such as SMS, email, customer history and scheduled work. For an HVAC company, the useful difference is whether the call remains isolated or becomes part of the customer’s continuing service record. ### Can human CSRs and AI voice agents use the same phone system? Yes. A call flow can route different situations to a CSR, team, voice agent or voicemail. Both human and automated handling should write to the same customer record so the office can see what happened, what was promised and whether another person needs to continue the conversation. ### Does contact center software replace an answering service? It can replace or reduce dependence on an external answering service when the company has the people, routing rules or voice agents required to cover its calls. The correct setup depends on operating hours, call volume, escalation needs and the types of conversations that still require a trained employee. *Product reviewed 2026-09-22.* ## See a customer call move through the whole front office. Follow a call from a business number through routing and human handling. Review the customer context, warm transfer and recorded outcome, with a clear distinction between current controls and call-flow features still in development. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=front-office-contact-center) --- Also here: [Front office](https://hvacsoftware.com/front-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # AI voice agents that leave your team ready to act. > Handle defined HVAC inbound calls and outbound follow-up with approved actions, clear transfer rules, transcripts and outcomes returned to the front office. Handle approved inbound service calls and outbound follow-up, then return the transcript, customer, outcome and next step to the front office. **Product status:** Voice-agent workflows are early access. Reliability and escalation boundaries are stated plainly. ## It handles a defined conversation and records what happened. An HVAC AI voice agent answers or places calls, identifies the caller’s need, follows approved instructions and performs permitted actions such as booking, requesting a callback or transferring the call. It then writes the transcript and outcome back to the customer record for review or follow-up. ## One agent can support two different call directions. An inbound call starts with a customer’s immediate need. An outbound workflow starts with a defined reason to call. Both need approved instructions, permitted actions and an outcome the office can use. | Direction | Defined conversation | Useful outcome | | --- | --- | --- | | Inbound | Identify the caller’s service need and answer questions covered by the approved instructions. Check whether the requested action is within the agent’s permissions. | Book a supported appointment, request a callback or transfer the conversation according to the configured rules. | | Outbound | Follow an approved workflow such as estimate follow-up, appointment reminders or a callback list. Respect the workflow’s calling hours and stop conditions. | Return a clear result for each attempt, including no answer, not interested or opt-out when those outcomes apply. | | Human continuation | Route a conversation to a person when the caller asks, an escalation rule applies or the agent cannot complete the permitted action. | Preserve the transcript and customer context so the receiving person understands what happened and what remains. | ## Every automated conversation needs a boundary. Configure the conversation before using an agent with real customers. The instructions should make the allowed action, the stopping point and the path back to a person understandable to the office. Used as an HVAC AI receptionist, the agent still needs explicit boundaries; HVAC call automation does not remove human accountability. - Published version: make the intended instructions the basis for the call. A defined version gives the team a concrete conversation to review, including what the agent may answer and which actions it is allowed to attempt. - Booking permission: use approved services, service-area rules and valid availability. AI appointment booking should not invent a time or promise capacity that the schedule cannot support; the result belongs in the operational record used by the office. - Transfer rule: hand the conversation to a person when requested or when a configured escalation applies. Requests outside the agent’s knowledge or permissions need human continuation rather than an improvised answer or unrestricted record change. - Outbound limits: include calling hours, stop conditions and opt-out handling in the workflow. A call attempt needs an explicit result so the office can distinguish a useful follow-up from a conversation that should stop. - Reliability boundary: these workflows are early access. Human CSRs remain responsible for exceptions, sensitive customers and complex coordination that require judgment beyond the agent’s approved instructions. ## The transcript matters less than the next action. A transcript explains the conversation. The outcome tells the office what to do with it. Keep both connected to the customer so the next person can continue the work with a clear starting point. | Outcome | What the office needs | | --- | --- | | Booked | The supported appointment and its customer record, so booking and scheduling can carry the confirmed work forward. | | Callback | The caller’s service need and the follow-up still required from the office, with the conversation available for review. | | Transferred | The reason for the handoff and the context a person needs to continue within the appropriate permissions. | | No answer, not interested or opt-out | A clear outbound result that informs the next step or stop condition instead of leaving only a recording. | ## Voice-agent workflows remain early access. ### Early access - published versions, inbound routing actions, outbound workflows, booking/callback outcomes, transcripts, phone matching, status updates, and transfer rules. ## Put each call outcome in the right workflow. Voice agents handle defined conversations. The contact center routes calls, the inbox preserves shared context, booking supplies valid appointment options and scheduling owns the operating plan. - [Unified Inbox](https://hvacsoftware.com/front-office/unified-inbox/): Keep shared conversations, customer records and property context together while the office replies and captures the next action. - [Contact Center](https://hvacsoftware.com/front-office/contact-center/): Manage business numbers, keypad menus and routing before a CSR, voice agent or voicemail handles the call. - [Online Booking](https://hvacsoftware.com/front-office/online-booking/): Qualify the address and show supported exact times or arrival windows before a customer confirms an appointment. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/): Place confirmed work on the shared calendar with skills, service areas, working hours and capacity in view. ## Questions about HVAC AI voice agents ### What is an HVAC AI voice agent? An HVAC AI voice agent is software that conducts defined phone conversations for a heating and cooling company. It can collect the caller’s need, answer approved questions, perform permitted actions and record the outcome. It should transfer or request human follow-up when the conversation falls outside its configured instructions. ### Can an AI voice agent book HVAC appointments? An AI voice agent can book an appointment when it has access to approved services, service-area rules and valid availability. It should not invent a time or promise capacity that the schedule cannot support. The final booking should be written to the same customer and operational record used by the office. ### Can HVAC voice agents make outbound calls? Yes. Outbound agents can support defined workflows such as estimate follow-up, appointment reminders and callback lists. The workflow should include calling hours, stop conditions, transfer rules and opt-out handling. Every attempt should return a clear outcome instead of leaving the office with only a call recording. ### When should an AI voice agent transfer to a person? Transfer should occur when the caller requests a person, the request falls outside the agent’s knowledge or permissions, an escalation rule is triggered, or the agent cannot safely complete the action. Transfer rules should be configured before the agent is used with real customer calls. ### Does an AI voice agent replace HVAC CSRs? Not necessarily. Voice agents are best used for defined, repeatable conversations, overflow, after-hours intake and structured follow-up. Human CSRs remain important for exceptions, sensitive customers, complex coordination and situations requiring judgment beyond the agent’s configured instructions. They can reduce repetitive work without removing human accountability. *Product reviewed 2026-09-22.* ## Hear a defined call become a usable next step. Hear an approved conversation, review its allowed actions and follow the recorded outcome into the front office. See when the agent can act, when it should stop and how a person continues the work. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=front-office-voice-agents) --- Also here: [Front office](https://hvacsoftware.com/front-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # Online booking that respects real HVAC capacity. > Let HVAC customers qualify their address, select a service and book exact times or arrival windows based on service areas, hours and configured capacity. Let customers confirm their location, choose a service and book an exact time or arrival window based on the availability your team can actually support. **Product status:** Service areas, scheduling modes and capacity controls are part of the current booking model. ## A bookable appointment should already satisfy your operating rules. HVAC online booking software allows customers to request or schedule service through a website. Before displaying availability, it can evaluate the service location, selected service, business hours and configured capacity. A completed booking creates the customer record and, depending on configuration, a request or job. ## Five checks happen before a customer sees a valid option. The customer should see appointment choices that reflect the business rules for the address and service. Each check narrows the options before confirmation, rather than leaving the office to repair an unsupported promise. In an HVAC website booking flow, the online booking page should expose only choices the operation can support. 1. **Confirm the service location.** Qualify the address against the service area before showing availability. Coverage determines which rules apply and whether the business serves the location at all. 2. **Select the service.** Collect the service need using the configured booking steps. The selected service helps determine the relevant appointment options and the work the office will receive. 3. **Apply the scheduling mode.** Use the format configured for the territory: a fixed appointment time or an arrival window. The customer sees the promise the team is prepared to make. 4. **Respect business hours.** Evaluate the configured hours before offering an appointment. A visible gap on a calendar does not by itself mean the business is available to take that work. 5. **Check remaining capacity.** Limit options using manual or provider-based capacity as configured. Realistic duration and booking limits help keep displayed availability aligned with the work the team can support. ## Coverage determines availability before the calendar does. Different territories can use different services, team assignments and scheduling formats. Qualifying the location first keeps the customer’s choices tied to the operating rules for that address. - Primary coverage: an area may offer exact appointment times when that matches the operating plan. The booking page should present the configured options for the address, not a general calendar of every service and territory. - Extended coverage: a different area may use broader arrival windows. The location determines which scheduling format applies before the customer chooses an option, so the promise is clear at the point of booking. - Customer questions: configured booking steps collect the information needed for the service request. The office receives the customer’s need alongside the location instead of treating confirmation as an isolated notification. - Capacity settings: availability is only as realistic as the business’s configuration. Keep service duration, booking limits and team capacity aligned with actual work so the customer sees options the schedule can support. ## Exact times and arrival windows solve different operating problems. Choose the appointment promise that fits the territory and the way the team works. The mode changes what the customer selects and how capacity is evaluated before that choice is offered. HVAC appointment scheduling can use an exact time or a broader arrival window without treating those promises as interchangeable. | Mode | Customer promise | Capacity model | | --- | --- | --- | | Fixed time | An exact scheduled start makes the appointment time explicit. | Availability follows the configured service, area, hours and scheduling limits. | | Manual-capacity arrival window | A defined range gives the technician flexibility to arrive within the promised window. | The business configures the capacity available in the window and keeps those limits realistic. | | Provider-based arrival window | The customer chooses a supported arrival range instead of an exact start. | Provider-based capacity helps determine whether the window can accept the requested work. | ## Service areas and capacity are part of the current booking model. ### Current product surface - booking page/embed, service areas, booking-step configuration, fixed times, arrival windows, manual/provider capacity, customer creation, request/job creation, and confirmation flow. ## The confirmation should create usable work, not another inbox notification. A completed booking creates the customer record and, depending on configuration, a request or job. The office can review the resulting work and carry the confirmed promise into the shared operating plan. - [Unified Inbox](https://hvacsoftware.com/front-office/unified-inbox/): Keep shared conversations, customer records and property context together while the office replies and captures the next action. - [Contact Center](https://hvacsoftware.com/front-office/contact-center/): Manage business numbers, keypad menus and routing before a CSR, voice agent or voicemail handles the call. - [Voice Agents](https://hvacsoftware.com/front-office/voice-agents/): Handle defined inbound and outbound conversations, then return a transcript and permitted outcome for office review or follow-up. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/): Place confirmed work on the shared calendar with skills, service areas, working hours and capacity in view. ## Questions about HVAC online booking software ### What is HVAC online booking software? HVAC online booking software lets customers request or schedule heating and cooling service through a website. It can qualify the address, collect the service need and show available appointment times or arrival windows. The booking should then create an operational record the office can review and schedule. ### How does HVAC online booking prevent overbooking? It prevents overbooking by limiting which appointment options are displayed. Availability can depend on service area, service type, business hours, configured booking limits, service duration and team capacity. The accuracy of the result still depends on the business maintaining realistic capacity and scheduling settings. ### What is the difference between an appointment time and an arrival window? An appointment time gives the customer an exact scheduled start. An arrival window gives the technician a defined range in which to arrive, such as 8:00 AM to 12:00 PM. Arrival windows provide more operating flexibility when travel time and earlier jobs can affect the day. ### Can different HVAC service areas have different booking rules? Yes. Different territories can use different services, team assignments and scheduling formats. A primary coverage area might offer exact times, while an extended area uses broader arrival windows. The location should be qualified before availability is shown so customers only see rules applicable to their address. ### Does an online booking create an HVAC job automatically? It depends on how the booking workflow is configured. A completed booking can create a customer and property, then create either a request or a job. Your office can keep a review step before the request or job moves into the live schedule. *Product reviewed 2026-09-22.* ## See an address become a valid appointment. Enter an address, choose a service and compare the valid appointment options. Follow confirmation to the customer and request or job, including the configuration that determines which record the office receives. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=front-office-online-booking) --- Also here: [Front office](https://hvacsoftware.com/front-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # HVAC scheduling built from skills, zones, hours and capacity. > Plan HVAC work across technician skills, service areas, working hours and capacity, with exact appointments, arrival windows and human-reviewed AI proposals. Run work on a shared schedule, see who can take it and keep customer booking and technician dispatch aligned to the same operating plan. **Product status:** The schedule remains human-controlled. AI recommendations are proposals, not automatic dispatch decisions. ## The schedule is the operating plan for the day. HVAC scheduling software organizes requests, jobs and visits across technicians and time. It helps the office consider working hours, service areas, required skills, expected duration and remaining capacity before placing work. Booking reads this plan, while dispatch decides how confirmed work is assigned. ## A blank space is not automatically an available appointment. Before placing a visit, the office needs to understand whether the technician and the available time fit the work. The same constraints help explain why an apparently open slot may not be usable. HVAC technician scheduling and HVAC dispatch scheduling depend on the same facts, even though they make different decisions. | Constraint | What the office checks | | --- | --- | | Skills | Whether the technician has the skills required by the service. An open calendar does not make an unsuitable technician a valid assignment. | | Service area | Whether the customer’s location falls within the technician’s coverage. The address connects the job to the operating territory. | | Working hours | Whether the work fits the technician’s configured hours alongside existing appointments. Time outside those hours is not ordinary available capacity. | | Expected duration | Whether the visit can fit into the plan with the time the service is expected to require. The schedule needs a realistic estimate of the work. | | Remaining capacity | Whether the day can support more work after existing commitments. Consider workload as well as an individual gap before placing another visit. | ## The whole day should be understandable from one board. The board brings confirmed work, technician time and unscheduled work into the same operating view. The office can understand the plan and make human changes when the day requires a different arrangement. Useful field service scheduling keeps those constraints visible instead of reducing the day to empty calendar space. - Jobs and visits: see the service work that belongs on the calendar and the appointments already committed. A visit has to fit both the customer promise and the technician’s operating day. - Unscheduled work: keep work that still needs a place visible to the office. It needs a reviewed scheduling decision, not an assumption that the next empty position on the board is suitable. - Constraint context: inspect skills, service area, working hours, duration and remaining capacity when considering a change. A conflict should identify the failed constraint so the office knows what needs to be resolved. - AI proposals: review a recommendation alongside its reasoning and the constraints it considered. The person responsible for the schedule accepts or rejects the suggestion before it becomes an applied assignment. ## The customer promise and technician plan are related, but not identical. The time communicated to the customer must stay clear while the office organizes the work behind it. Exact appointments and arrival windows express different promises, and dispatch still owns the technician assignment. | Decision | Meaning | Boundary | | --- | --- | --- | | Exact appointment | The customer has an exact scheduled start. | Place the work with the relevant skills, coverage, hours and capacity in view. | | Arrival window | The customer expects the technician within a defined range, such as 8:00 AM to 12:00 PM. | The technician plan can use the flexibility inside that window while protecting the communicated promise. | | Dispatch assignment | The office decides which technician should perform confirmed work and manages changes during the day. | Assignment shares scheduling data but answers a different operational question from when the visit should occur. The dispatcher makes the final assignment. | | AI recommendation | The system proposes an assignment or schedule change with visible reasoning. | Human acceptance or rejection remains part of the workflow; a proposal does not silently dispatch the work. | ## The operating plan remains human-controlled. ### Current product surface - shared calendar, jobs/visits, working hours, skills, service areas, capacity, exact appointments, arrival windows, unscheduled work, and human changes. ### Separate AI capability · human review required - constraint-aware suggestions, skills/service-area evaluation, availability/workload consideration, visible reasoning, and human acceptance/rejection. ## Booking reads the plan. Dispatch changes it. Use the shared schedule as the operating plan that connects customer demand with technician work. Keep the source conversation and appointment promise available as the office reviews and changes assignments. - [Unified Inbox](https://hvacsoftware.com/front-office/unified-inbox/): Keep shared conversations, customer records and property context together while the office replies and captures the next action. - [Contact Center](https://hvacsoftware.com/front-office/contact-center/): Manage business numbers, keypad menus and routing before a CSR, voice agent or voicemail handles the call. - [Voice Agents](https://hvacsoftware.com/front-office/voice-agents/): Handle defined inbound and outbound conversations, then return a transcript and permitted outcome for office review or follow-up. - [Online Booking](https://hvacsoftware.com/front-office/online-booking/): Qualify the address and show supported exact times or arrival windows before a customer confirms an appointment. ## Questions about HVAC scheduling software ### What is HVAC scheduling software? HVAC scheduling software organizes service work across technicians, dates and times. It helps an office place visits while considering working hours, availability, service areas, required skills, expected duration and capacity. The schedule becomes the shared operating plan used by booking, dispatch and the rest of the team. ### What information should HVAC scheduling software consider? It should consider the customer location, service type, expected duration, technician working hours, existing appointments, required skills, service-area coverage and remaining workload. More advanced systems can use these constraints to identify conflicts or recommend assignments, but the underlying data must still be accurate. ### What is an HVAC arrival window? An HVAC arrival window is the period in which the customer has been told to expect the technician, such as 8:00 AM to 12:00 PM. It provides more flexibility than an exact start time while still creating a clear customer promise that the schedule must protect. ### Is HVAC scheduling the same as dispatching? No. Scheduling defines when work is expected to occur and how it fits into the operating calendar. Dispatching decides which technician should perform the work and manages changes during the day. The two share data, but they answer different operational questions. ### Can AI automatically schedule HVAC technicians? AI can evaluate constraints and recommend assignments or schedule changes. The safer operating model is for those recommendations to include their reasoning and remain subject to human approval. A suggestion should not silently promise a customer time or send work to a technician without the required review. *Product reviewed 2026-09-22.* ## See customer demand become a day the team can run. Follow a service need onto the shared schedule, compare an exact appointment with an arrival window and inspect the constraints on an assignment. Review an AI proposal with its reasoning before a person decides whether to apply it. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=front-office-scheduling) --- Also here: [Front office](https://hvacsoftware.com/front-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # AI Dispatcher for HVAC. You still apply | HVACSoftware.com > The AI proposes who, when, and which job by skill, zone, and truck capacity. A person still applies the card. Same job as front office. Book a demo. *Markdown mirror of https://hvacsoftware.com/ai-dispatcher/ — AI Dispatcher.* **AI Dispatcher for HVAC. You still apply.** Propose by skill, zone, and capacity — a person still applies the card so the truck runs the same job front office wrote. AI Dispatcher is listed on Microsoft Marketplace. ## Skill, zone, and capacity — what the AI weighs. Before a card moves, the engine scores the cert, the territory, and the remaining dollars and jobs on the truck together. Buyers already expect dispatch software to match a tech by skill and service area, respect capacity, and keep a live board instead of a whiteboard. Drive time and a same-day no-cool sit in that same pass. An unqualified name is not proposed just because the pin is near. A truck that is already full does not get the next install. ## The AI proposes. A person still applies. Suggestions land in a review queue. Apply or discard — nothing goes live until a person does. That applied assignment is what back office and the truck run. Drag a card you disagree with and the board re-checks the day. The shop keeps the keys. Assist is the public path on this page; assign-on-create is a later shop setting, not how this page sells the dispatcher. ## The board shows who, when, and why. Rows are trucks. Cards are jobs. Open a proposal and read the matched skill, the zone, and the capacity headroom. Then drag and the board re-checks surrounding stops. The dispatcher is not a black box that drops a name and hides the work. Who, when, and which job stay readable on the card a person still applies. ## Slot a no-cool without wrecking the day. An emergency still has to fit skill, zone, and the overtime cap. The AI proposes a resequence. A person applies it. SLA windows stay on the card. Surrounding stops move only after the new proposal is checked. The day does not blow a shift-end rule because a pin looked close. Guardrails are data on the board, not a note in someone's head. ## Front office feeds the brain. Unified inbox, voice agents, and zone booking write the same job the dispatcher proposes on. That is the information gain against a dispatch overlay the office reconciles later. A lead in one tool and a visit in another is the failure mode. Intake writes the record a person still applies. Back office opens that assignment. ## Routes run after a person applies. Routing sequences stops that already have a name. Dispatch decided who owns the day before the line was drawn. Capacity, skill, and zone belong in that first decision. Once a person applies the board, route optimization orders the stops — it does not replace the proposal. Drive time was already weighed. The route respects the day that was applied. The gain is one native job from inbox and booking onto the board — not a pin-to-pin router, not a whiteboard, not a ProBook-class overlay the office reconciles later. ### Apply or discard. Every job lands as a proposal a dispatcher reviews, edits, applies, or discards. Assist is that queue. Some shops later turn on assign-on-create for boards they have stopped second-guessing. That setting is not how this page sells the dispatcher. ### Every proposal shows its reasoning. Matched skill, zone, and capacity headroom sit on the card. Disagree, and the whole board re-checks. - **Skills** — EPA 608, install, commercial refrigeration — tagged on the tech and required on the job. - **Zones** — North, west, a radius, a polygon, or a zip list. The address already knows the territory. - **Capacity** — Dollars and jobs per truck, and hours rather than pin count. A $2,100 install does not land on a full row. - **Drive time** — Minutes between stops, weighed with the rest. Not a line drawn after the names are already inked. - **Skill** — EPA 608 matches the furnace. An uncertified name is not proposed. (Match) - **Zone** — North is his territory. The address tagged the job before the board opened. (Match) - **Capacity** — Open after the 8a tune-up. The $ install stays on Diego. (Match) - **Window** — 9:40–11:10 still hits the promise time. (Open) - **Drive** — Sixteen minutes from the last stop. Not the closest pin if that pin is full. (16m) ### Inbox, voice, and booking write the same card. Unified inbox, a voice turn, and a zone booking create one job. The AI dispatcher proposes who and when, and a person applies it. Back office and the truck run that assignment. The record never forks. [Front office](https://hvacsoftware.com/front-office/) - [Unified inbox](https://hvacsoftware.com/front-office/unified-inbox/) - [Voice agents](https://hvacsoftware.com/front-office/voice-agents/) - [Contact center](https://hvacsoftware.com/front-office/contact-center/) - [Online booking](https://hvacsoftware.com/front-office/online-booking/) ### Emergencies, SLA, overtime, resequence. The AI names a fit that does not blow the cap. A person still applies the change. The rest of the board re-checks. | Guardrail | What the AI proposes | What a person applies | | --- | --- | --- | | No-cool / emergency | A slot that still fits skill and zone | The interrupt, after they check the afternoon | | SLA window | A card that still hits the promise time | The window the shop will keep | | Overtime cap | A resequence that stays inside the shift | The overtime exception, if any | | Dynamic resequence | Surrounding stops reordered around the new card | The new day | ### Routing draws the line. Dispatch picks the name. Once a person applies the board, route optimization sequences the stops. Capacity already decided who owns the day. | Question | Generic routing | This dispatcher | | --- | --- | --- | | Who gets the job? | Assumes the names are already inked | Proposes the tech from skill, zone, and capacity | | What is full? | A map of pins | Dollars and jobs on the row, before the next card | | What about drive? | The line between stops | Weighed with the assignment, not after it | | What ships to the truck? | A route | A proposal a person still applies | - **8:00** — Tune-up — Applied - **9:40** — No-cool — Applied - **14:00** — Callback — Applied The line is drawn after a person applies the names. ## Front office wrote it. Back office runs the assignment. This page owns the board. Intake writes the job. The books run what a person applied. - [Front office](https://hvacsoftware.com/front-office/) - [Unified inbox](https://hvacsoftware.com/front-office/unified-inbox/) - [Voice agents](https://hvacsoftware.com/front-office/voice-agents/) - [Contact center](https://hvacsoftware.com/front-office/contact-center/) - [Online booking](https://hvacsoftware.com/front-office/online-booking/) - [Back office](https://hvacsoftware.com/back-office/) - [HVAC dispatch software platforms](https://modernfieldservice.com/hvac/dispatch-software) ## HVAC AI dispatcher, answered. What it weighs, what a person still applies, and how front office reaches the board. ### What is an HVAC AI dispatcher? An HVAC AI dispatcher proposes who takes which job and when by skill, zone, and truck capacity, then a person applies that card so the truck runs the same assignment the office booked. It keeps a live board instead of a whiteboard. Drive time and a same-day no-cool sit in the same pass. Nothing goes to the field until the shop says yes. ### Does it auto-assign jobs? No. The AI proposes a technician and a window. A person still applies or discards the card before it reaches the truck. Assist is that review queue. Assign-on-create is a later shop setting, not how this page sells the dispatcher. The applied assignment is what back office and the truck run. ### How do skill, zone, and capacity work together? They are one pass, not filters the office runs after a map is drawn. Skill and certification have to match the job. The address already knows the territory. Remaining capacity is dollars and jobs on the truck, not pin count. An unqualified or full row is not proposed just because it is closest. ### How does front office booking reach the dispatch board? Unified inbox, voice agents, and zone booking write the same job object the dispatcher proposes on. A customer window is already a job, with the property and the zone attached. The AI names who and when on that record. A person applies it. Back office opens the assignment the truck will run. ### What's the difference between dispatching and routing? Dispatching decides who should get the job. Routing sequences stops that already have a name. This dispatcher proposes from skill, zone, and capacity first. Once a person applies the board, route optimization orders the day. Drive time was already weighed. The route does not replace the proposal. ### Can it run on top of an existing FSM? Yes. It can propose on jobs and technicians from the system you already run, or sit inside the same OS as front office and back office. Standalone or in-platform is a wiring choice. It is not a second job object. A person still applies the card either way. ## See the AI propose. Watch a person apply it. A walkthrough of skill, zone, and capacity on the board, a proposal, the apply step, and the job front office already wrote. One conversation, not a self-serve signup. ### Who this is for - **Residential** — Keep no-cools and tune-ups on one board a person still applies. - **Commercial** — Match the visit to the tech who is cleared for that equipment, then apply it. - **Enterprise** — Govern who / when / which job across branches on the same kind of proposal. ### What a demo covers - **Skill · zone · capacity** — What the AI weighs before a card moves. - **The gate** — A proposal in the queue. Apply or discard. - **The board** — Who, when, and why, readable on the card. - **SLA · resequence** — A no-cool that does not blow overtime. - **The same job** — Inbox and booking wrote it. Back office runs it. ### What we ask in the first conversation 1. Who owns the board today — a dispatcher, a manager, or a whiteboard? 2. Do you match by closest pin, or by skill, zone, and capacity? 3. Does the job the office booked stay the job the truck opens? [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=ai-dispatcher) --- Also here: [Home](https://hvacsoftware.com/) · [Front office](https://hvacsoftware.com/front-office/) · [Back office](https://hvacsoftware.com/back-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # HVAC Back Office Software System | HVACSoftware.com > Connect HVAC estimates, price books, service agreements, invoices, workflows, timesheets, and QuickBooks Online to the same operating record. *Markdown mirror of https://hvacsoftware.com/back-office/ — Back office.* **Back office for HVAC — estimates, invoices, agreements, workflows** The job the field completes is the record the office prices, invoices, follows up, and connects to accounting. One native job. Front office to dispatcher to back office. ## One-off vs recurring estimates Spot repair quotes and seasonal maintenance packages share one estimate engine — the recurrence rule is what changes. A one-off prices this visit. A recurring or maintenance estimate prices the package the next visits read. Both sit on the same customer and equipment. [Open estimates](https://hvacsoftware.com/back-office/estimates/) The gain is a readable chain from catalog and estimate through work, invoice, agreement, time, and accounting — with each record keeping the responsibility it actually owns. ### Same engine. Different recurrence. | Kind | What it prices | What approval becomes | | --- | --- | --- | | One-off | This visit's repair or replace, from the price book or a custom line | A job, or an invoice, on the same record | | Recurring / maintenance | A seasonal package or plan sale, with a cadence the next visits read | The service agreement and the visits it creates | | Phased | Sections that split a commercial change-out | Progress invoices against the accepted option | Spot quotes and membership packages are not two products. The recurrence rule is a field on the estimate, not a second tool. ## Good-better-best as native structure Present recommended options on the estimate. Star a default. The customer picks and signs. Each option has its own line items, markup, and total. A deposit on the accepted option carries to the invoice so it is not charged twice. [Open GBB options](https://hvacsoftware.com/back-office/estimates/) ### Each option carries its own total. - **Estimate Options** — Turn them on and present good, better, and best side by side. - **Star a default** — The middle option is the one the estimate leans toward. - **One approval** — The customer picks on the estimate. That choice declines the rest. - **Deposit** — A percent or a fixed amount. It carries to the invoice. A single price is a yes or a no. Three options turn the conversation into which one — on the job, not in a side deck. ### Signed, deposited, converted — still the same record. 1. **Price the work** — Pull parts and labor from the price book, or type a one-off line. Markup and tax recalculate as you go. 2. **Close at the door** — Annotate the photo, collect the deposit, capture an e-signature. 3. **Convert once** — The accepted option becomes a scheduled job or an invoice. Line items and the deposit carry over. Nothing gets retyped onto a second ticket. The accepted option is what dispatch and the books already know. ## Invoices, payments, and deposits The approved estimate becomes the invoice on the same job. Collect an online card payment or record a manual payment. The deposit already taken rolls forward. Mark the visit complete and the invoice can build from the line items, taxes, and deposits already there. Partial payments stay on that record. [Open invoices](https://hvacsoftware.com/back-office/invoices/) ### Approved estimate → invoice. Deposit rolls forward. 1. **Accept the option** — The signed estimate already holds the line items, tax, and any deposit. 2. **Finish the visit** — Mark the job or visit complete. The invoice can build itself from what is already there. 3. **Send the link** — Email or text the customer view. A connected Stripe checkout can accept an online card payment; other payments can be recorded manually. The deposit already collected applies on the invoice. It is not charged a second time. ### How the invoice gets paid. - **Online card** — A Stripe checkout link on the invoice when the connection is configured. - **In person or terminal** — Collect on site. The payment lands on the same invoice. - **Partials** — Tracked to the cent. The remaining balance stays on the record. - **Card on file** — Recurring work can auto-charge after the invoice is generated. Auto-pay retries a declined card and writes every attempt on the invoice. If retries exhaust, the invoice is marked payment-failed for a person. ### Recurring and progress — still invoices, on a cadence. | Cadence | When it bills | Typical HVAC use | | --- | --- | --- | | Per visit | After the visit is marked complete | A plan stop, then the invoice | | Weekly / monthly / annual | On the day you set for that contract | Retainers and memberships billed as a period | | Progress / phased | A percent at each milestone | A commercial change-out split across deposits | Visit-based or fixed-price. Only completed visits trigger visit-based invoices. Draft or scheduled visits are not charged. ## Memberships and maintenance agreements Service agreements connect commercial terms, covered equipment, recurring work, renewal, and the ordinary invoice flow. The agreement is distinct from the recurring job that creates visits and the invoice that bills completed work or a configured recurring charge. [Open memberships](https://hvacsoftware.com/back-office/memberships/) ### The plan is sold as an estimate on the property. 1. **Tier the offer** — Visits per year, priority booking, repair discounts. Tiers live on the record, not in a column. 2. **Approve the sale** — The customer signs the same way they sign a replace estimate. The sale and the agreement are one record. 3. **Attach the equipment** — Coverage points at the units on the property — model, serial, warranty — so the next visit already knows what it is for. Residential tune-up memberships and commercial PM contracts are the same object with different terms: frequency, coverage, price, renewal. ### What the agreement holds, and what it creates. | Field | What it means | What runs from it | | --- | --- | --- | | Frequency | Two tune-ups a year, quarterly rooftop calls, a monthly filter route | A configured recurring workflow creates the jobs or visits | | Coverage | Which units at which property the plan includes | The tech opens the equipment already on the job | | Entitlements | Visits per year, priority booking, repair discounts | Member pricing pulls into the next job | | Term | The end date the agreement watches | Renewal is prompted before the plan lapses | Scheduling and assignment stay explicit. The workflow creates the required work. A person still applies the dispatch. ### Billing stays in the standard invoice flow. - **Closed visit** — Agreement and job context carry into the ordinary invoice. - **Who invoices** — The standard invoice flow, under the account's configured process — not a hidden membership cycle. - **Auto-pay** — A saved default card is charged once that invoice exists. - **Win-back** — A lapsed plan moves to a state the office can see, instead of vanishing. The membership is the agreement. The invoice is still an invoice you can open and correct. Auto-pay does not skip that record. ## Workflow automation for readable office processes Triggers, conditions, delays, and object-supported actions can continue estimate, invoice, and renewal work. An AI Agent step can reason over selected context inside the explicit path. Connections, roles, stop conditions, and run results remain visible. [Open follow-up](https://hvacsoftware.com/back-office/workflows/) ### Two chases. One job object. | Follow-up | What it watches | Visible control | | --- | --- | --- | | Estimate follow-up | An estimate that went out and has not been accepted | Configured action and connection; acceptance provides the stop path | | Invoice follow-up | An invoice past due with a remaining balance | Configured action and connection; payment provides the stop path | The follow-up stays on the record. Trigger, delay, condition, action, channel connection, permission, and run result remain visible to the office. ### A late invoice, as a path you can read. The workflow is deterministic. An AI Agent step can draft the reminder from selected context. Channel connections, permissions, conditions, and stop paths still govern what the workflow can do. - **Invoice unpaid** — status changed - **Wait three days** — delay - **Still unpaid** — condition - **AI agent** — drafts the reminder - **Email, SMS, or WhatsApp** — requires the corresponding connection ## Controlled products, services, and packages One governed catalog supplies descriptions, pricing, tax behavior, and line-item structure to estimates, jobs, and invoices. Role permissions separate people who use approved items from people who edit cost, sell price, categories, bundles, and document columns. [Open the price book](https://hvacsoftware.com/back-office/price-book/) ### Shared line-item configuration preserves structure. The table explains which catalog fields follow a selected item. It does not imply that editing an issued financial document silently rewrites its history. | Catalog control | Estimate and job | Visit, request, and invoice | | --- | --- | --- | | Name and description | Give the quoted scope a consistent customer-facing identity | Keep completed work and billing recognizable to the office and customer | | Cost and sell price | Support internal pricing decisions and the visible quoted amount | Preserve the approved commercial basis while issued records retain their own history | | Taxable flag | Applies the configured tax behavior when the item is selected | Carries consistent intent into billing for review under the shop's tax configuration | | Line-item columns | Show the required quantity, rate, unit, code, or custom detail | Keep table structure aligned across records instead of rebuilding document layouts | | Role permission | Lets approved users consume catalog items | Restricts catalog editing, costs, and administrative configuration to the intended roles | ### The price source stays connected to the work. Category → Product or Service → Package or Bundle → Estimate → Job → Invoice. Cost is an internal input; sell price is customer-facing. Markup describes price relative to cost, while margin describes profit relative to sell price. A taxable flag and line-item columns preserve document behavior across the chain. ## Timesheets and labor profitability The beta add-on reconstructs paid time from field evidence, then sends uncertain blocks to managers for review. Labor margin compares job revenue with verified labor cost. It does not claim full profit or deduct materials, equipment, subcontractors, or overhead. [Open timesheets](https://hvacsoftware.com/back-office/timesheets/) ### Timesheet rebuilds the week. Managers touch exceptions. - **Evidence** — Clock punches, geofence entry and exit, visit status, route history, work timers. - **Confidence** — Each block is Verified, Partial, or Low. Thresholds are configurable. - **Inbox** — Only the entries the ledger cannot confirm, each with a suggested fix. - **Payroll** — A review pass over a week. Corrections append — they do not overwrite the trail. Timesheet is an add-on. Technicians see their own day. Dispatchers and admins see the ledger. A new custom role does not inherit manager screens by accident. ### The field day and the books share a job. | On the job | What the office can see | What we do not invent | | --- | --- | --- | | Labor | Hours reconstructed against the visit, with a profitability review | A published margin percentage | | Parts | Line items already on the estimate and the invoice | A second costing spreadsheet | | The day | The same job the dispatcher applied | A truck-cost figure we did not compute | Labor from the timesheet and parts on the job sit on one record so the office can see what the day took. We do not publish a margin number we did not calculate. ## QuickBooks Online and accounting sync Supported finalized invoices and payments move under a connected accounting integration and current plan requirements. Automatic forward sync begins at the connection date. Selected older invoices use manual sync; QuickBooks Desktop is excluded. [Open books sync](https://hvacsoftware.com/back-office/quickbooks/) ### Supported records cross a documented accounting boundary. - **QuickBooks Online** — Finalized invoices move into the connected account; supported payments can sync in both directions. - **Xero and Wave** — Supported secondary accounting destinations under their documented connection behavior. - **Connection date** — Defines the automatic-forward boundary; selected older invoices use manual sync. - **The invoice** — Remains the operating record on the job while accounting owns ledger reconciliation. The current Pro plan and a connection are required. Sync history shows outcomes; the shop still reviews mapping, duplicates, failures, and reconciliation. ## Front office, the dispatcher, and the shop stay next door. They write and apply the same record. This page owns the books. - [Front office](https://hvacsoftware.com/front-office/) - [AI dispatcher](https://hvacsoftware.com/ai-dispatcher/) - [Home back office](https://hvacsoftware.com/#back) - [Home OS table](https://hvacsoftware.com/#shops) - [Marketing](https://hvacsoftware.com/#marketing) - [Book a demo](https://hvacsoftware.com/back-office/#demo) ## The books, answered. What back office includes, how one-off and recurring estimates differ, and how follow-up and QuickBooks sit on the job. ### What does HVAC back office software include? HVAC back office software connects the catalog, estimates, invoices, service agreements, workflows, timesheets, and accounting handoff to the same operating record. Online card payments use the connected Stripe path, while other payments can be recorded manually. Roles, connections, object support, and shop configuration determine which actions are available. ### One-off vs recurring estimates — what's the difference? A one-off estimate prices this visit's repair or replace. A recurring or maintenance estimate prices a seasonal package or a plan sale, with a cadence the next visits read. Both use the same estimate engine and the same customer and equipment. Approval becomes a job or an invoice on that record, or the service agreement the plan visits bill from. ### How does good-better-best work in estimates? Turn on Estimate Options and present good, better, and best side by side. Each option has its own line items, markup, and total. Star one as the default. The customer approves the option they want; that approval declines the rest. A deposit on the accepted option carries to the invoice so it is not charged twice. ### Can AI follow up on estimates and unpaid invoices? Yes, when an explicit workflow is configured for the supported estimate or invoice event. Conditions and delays control timing, while a connected action or bounded AI Agent step can prepare the next move. Accepted estimates and paid invoices provide stop conditions. Approval behavior depends on the action and configuration rather than a universal pause. ### How do memberships and maintenance agreements bill? The plan is sold as an estimate and held as a service agreement on the customer and the covered equipment. A configured recurring workflow creates the visits. A completed visit carries the agreement into the ordinary invoice. Recurring billing can charge a card on file after that invoice exists. Renewal is tracked before the term lapses. ### Does it sync with QuickBooks? Yes. Supported finalized invoices move to QuickBooks Online after the current Pro-plan connection is configured, and supported payments can sync in both directions. Xero and Wave are also documented destinations. Automatic forward behavior starts at the connection date; selected older invoices use manual sync. QuickBooks Desktop is not included. ## See the books on the job. Book a demo. A walkthrough of the price book, estimate options, an invoice with a deposit, a service agreement, a workflow, labor review, and the accounting boundary. One conversation, not a self-serve signup. ### Who this is for - **Residential** — Sell the membership at the kitchen table and bill the visits on the same record. - **Commercial** — Phase a change-out, progress-bill it, and keep the agreement on the equipment. - **Enterprise** — Share a price book and one invoice flow across branches, with follow-up the office can read. ### What a demo covers - **Estimates** — One-off vs a maintenance package — same engine. - **GBB** — Three options, a deposit, convert once. - **Invoices** — The same job, a payment link, the deposit rolled forward. - **Memberships** — The agreement on the customer and the equipment, then the visits. - **Workflows** — Open estimate and aged invoice — explicit triggers, conditions, actions, and stop paths. - **Books** — QuickBooks Online on the finalized invoice the office already has. ### What we ask in the first conversation 1. Do quotes and invoices live on the same job today? 2. Is the membership a record, or a spreadsheet the office reconciles? 3. What follow-up still depends on someone remembering to send it? [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=back-office) --- Also here: [Home](https://hvacsoftware.com/) · [Front office](https://hvacsoftware.com/front-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # HVAC marketing software for shops | HVACSoftware.com > HVAC marketing software for segments, email and SMS campaigns, and shop-owned voice. Unsold estimates and due memberships become booked jobs. Book a demo. *Markdown mirror of https://hvacsoftware.com/marketing/ — Marketing.* **Marketing for HVAC shops — segments, campaigns, booked jobs** Email and SMS campaigns run on real shop segments — unsold estimates, due maintenance, memberships near renewal — and the reply becomes a booked job on the same OS. Shop-does voice. Same front-office flows. Same board. ## Segments that match how HVAC makes money Build audiences from unsold estimates, due maintenance, and memberships — attributes about the work, not vanity lists. A retention segment is a cut of the operating record: the declined option still open, the tune-up that is due, the agreement about to lapse. Those are the lists that pay. A mail-tool export of every past customer is not a segment the shop can defend. [Open segments](https://hvacsoftware.com/marketing/segments/) ## Email and SMS campaigns — one-time and automated Launch retention campaigns that enroll new matches automatically. Keep one-time offers for seasonal pushes. Email carries the estimate reminder and the membership renewal. SMS is the short nudge on the same segment — a confirmation or a still-interested ping — without a separate texting tool. Consensus tools stop at send. The shop still needs the reply on the job. [Open campaigns](https://hvacsoftware.com/marketing/campaigns/) ## Outbound voice the shop owns Voice agents call or follow up campaign lists using the same front-office flows CSRs already trust — shop-does voice, not a black-box call center. Unsold estimates, memberships, and rehash lists are the same segments email and SMS already use. The turn writes the job instead of a transcript someone retypes. Press-1 trees are what the agent replaces, or the flow it already sits on. [Open voice agents](https://hvacsoftware.com/front-office/voice-agents/) ## From reply to booked job Inbound replies hit the unified inbox. Booking respects the zone and capacity the dispatcher will apply. A yes on email, SMS, or an outbound turn is not a side lead. It lands in the same thread the office already works, and the window it books is already a job — property and zone attached — before it hits the board. [Open unified inbox](https://hvacsoftware.com/front-office/unified-inbox/) ## Reviews and referrals stay adjacent After paid work, request a review and surface a referral ask. This hub is not a reputation playbook. The ask rides the completed job and the invoice the books already hold. It is adjacent retention, not the climax of the page. Do not spam a list that never bought. [Open back office](https://hvacsoftware.com/back-office/) ## Marketing ties to front office and back office Campaigns read estimate and agreement state. Wins write jobs the AI dispatcher proposes and back office invoices. Segment fuel comes from the books. The conversation uses front-office inbox and voice. The booked visit is the job a person still applies on the board. That is one operating system from campaign to paid work, not a mail-tool silo. [Open the AI dispatcher](https://hvacsoftware.com/ai-dispatcher/) This lane competes with ServiceTitan Marketing Pro–class outcomes for HVAC shops — retention segments and campaigns whose replies become booked work on the same OS, not a bolted-on marketing suite and not a second system of record. ### Seasonal and promo blasts A one-time send covers a spring tune-up push or a short offer. It does not enroll whoever matches next week. Use it when the shop is filling a window, not when the list should keep growing. ### Enroll new matches An automated sequence watches the same segment fuel — a new unsold estimate, a membership nearing renewal, a tune-up coming due — and enrolls the next match without a CSV. The send still writes the job. ## What each retention segment becomes. Unsold estimates, due maintenance, and expiring memberships are the same records the books already hold. | Segment | Motion | What it writes | | --- | --- | --- | | Unsold estimate | Email, SMS, or shop-owned voice | Activity on that estimate job | | Due maintenance / tune-up | Email, SMS, or outbound voice | The due visit on the property | | Membership expiring | Email or SMS, then voice if needed | The renewal visit on the member record | | After a paid job | Review request, referral ask | A note on the completed job — not a new list | A list is not a new database. Each row is a cut of the operating record, and the motion writes back to it. - **Front** — A campaign reply lands in the unified inbox. Voice uses the same FO flows. - **Brain** — The AI dispatcher proposes on that booked job. A person still applies it. - **Back** — Unsold estimates and expiring memberships are the segment fuel. - **Job** — The win is a dispatched, invoiced visit — not a send count in another tool. ## How a campaign becomes dispatched work. The motion is only useful if the office can open the same record the truck will run. A retention segment feeds a campaign motion, the reply lands in the front-office inbox, booking writes a job, and the AI dispatcher proposes an assignment a person applies. Campaign to conversation to board to paid — one OS. ## Inbox, booking, estimates, and the dispatcher stay linked. This page owns segments to booked work. Front office and the books are the fuel and the handoff. - [Front office](https://hvacsoftware.com/front-office/) - [Unified inbox](https://hvacsoftware.com/front-office/unified-inbox/) - [Voice agents](https://hvacsoftware.com/front-office/voice-agents/) - [Online booking](https://hvacsoftware.com/front-office/online-booking/) - [Back office](https://hvacsoftware.com/back-office/) - [AI dispatcher](https://hvacsoftware.com/ai-dispatcher/) ## HVAC marketing software, answered. What the campaigns run on, how email and SMS differ, and how a send becomes a dispatched job. ### What is HVAC marketing software vs a mail tool? HVAC marketing software here is retention work on shop segments — unsold estimates, due maintenance, and memberships — through email, SMS, and shop-owned outbound voice. A mail tool stops at the send. The reply, the booked window, and the invoice stay on the same operating system as front office and back office. ### Which segments matter most (unsold estimates, maintenance, memberships)? The segments that match how HVAC makes money are unsold estimates, customers due for maintenance or a tune-up, and memberships nearing renewal. Those lists are attributes of the work already on the books. A vanity export of every past customer is not a retention segment the shop can run without creating noise. ### Email vs SMS — when to use each? Email carries the longer follow-up: an unsold estimate reminder, a membership renewal, a seasonal tune-up letter. SMS is the short nudge on the same segment — a confirmation or a still-interested ping — without a separate texting tool. Use both on one list when the shop needs a second touch, not a second database. ### Can outbound voice run from the same system as campaigns? Outbound voice agents call the same campaign lists — unsold estimates, memberships, rehash — on the front-office flows CSRs already trust. That is shop-does voice, not a black-box call center. The turn writes the job the email or SMS already opened, so the office does not retype a transcript into dispatch. ### How do review requests fit without spamming? Review requests and referral asks sit next to retention, after a paid job, on the invoice and the completed record the books already hold. They are adjacent, not the point of this hub. Do not blast a list that never bought. The ask should be one note on that job, not a reputation campaign that swallows the page. ### How does a campaign become a dispatched job? A campaign enrolls a match from estimate or agreement state. The reply hits the unified inbox. Booking respects zone and capacity. The AI dispatcher proposes who takes the visit and when; a person still applies it, and back office invoices the same job. That path is the operating system, not a sync from a mailer. ## See segments become booked jobs. Book a demo. A walkthrough of a retention segment, an email or SMS send, shop-owned outbound voice, and the reply landing as a job the dispatcher will apply. One conversation, not a self-serve signup. ### Who this is for - **Residential** — Work unsold estimates and due tune-ups from the same board the office already runs. - **Commercial** — Keep campaign activity on the property and contract the truck already opens. - **Enterprise** — Govern segments across branches so every location writes the same kind of job. ### What a demo covers - **Segments** — Unsold estimates, due maintenance, and expiring memberships as lists. - **Email and SMS** — One-time seasonal sends and automated enrollment on the same segments. - **Outbound voice** — Shop-does voice on the FO flows, calling the same lists. - **Inbox and booking** — A reply becomes a window the zone can keep — already a job. - **Reviews** — A review or referral ask after paid work, not a reputation suite. - **Same OS** — The dispatcher proposes. Back office invoices the same job. ### What we ask in the first conversation 1. Where do unsold estimates, due maintenance, and memberships live today? 2. Does a campaign reply write the job, or a second list? 3. Can email, SMS, and shop-owned voice use the same segment? [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=marketing) --- Also here: [Home](https://hvacsoftware.com/) · [Front office](https://hvacsoftware.com/front-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # HVAC fleet management software | HVACSoftware.com > Vehicles, routes, maintenance, and telematics on the HVAC job already applied. Geofences and GPS timesheets when the board has the reading. Book a demo. *Markdown mirror of https://hvacsoftware.com/fleet/ — Fleet.* **Fleet for HVAC — vehicles, routes, maintenance, telematics** Every truck, driver, and stop stays on the same HVAC job the office booked — so the live map, the route, and payroll are not three spreadsheets. One native job. Board to truck. ## Vehicles, drivers, and the live map Every truck and assigned tech on one map so ops sees location without calling the field. Keep every truck and van on the board so dispatch knows which unit is rolling before it assigns the next job. The driver and the tech are the same person on that HVAC job — fleet tracking for HVAC contractors, not a roster in a second app. [Open GPS tracking](https://hvacsoftware.com/fleet/gps-tracking/) ## Routes and service history Replay the day's path and keep a vehicle service history beside the jobs that truck ran. Build the day's route from applied dispatches so techs drive the work already promised, with drive-time next to the board — not a separate map someone redraws. Past visits and repairs on that truck or property pull into the next job so the tech is not guessing. [Open the AI dispatcher](https://hvacsoftware.com/ai-dispatcher/) ### How the day's path is kept. A shortest line that ignores the promised window is a different product. This room sequences work the shop already said yes to, and keeps the vehicle's history on the same object. - **Start from the job** — Front office already wrote the HVAC job. Fleet does not open a second ticket. - **Read applied work** — The day's route is built from dispatches a person applied — work already promised. - **Keep the history** — Past visits and repairs on that truck or property sit beside the next stop. ### What sits on the board, and what does not. If the route and the job diverge, the tech drives a plan the office cannot stand behind. - **Applied dispatches** — A second list someone rebuilds at lunch - **Historical route on the job** — Breadcrumbs in a tool the office reconciles later - **Vehicle service history** — A shop binder the tech cannot open on site - **A proposal a person applies** — A route that moves before the shop says yes ### How a route reaches the truck. The front-office job is the object. The AI proposes a sequence. A person applies it. The truck runs that assignment — not a map that lived in another app. ## Maintenance that prevents dead trucks Alerts from usage, odometer, or engine hours so PM is scheduled before peak season fails. Schedule truck PM and inspections beside field work so downtime does not surprise the dispatcher mid-day. When the vehicle carries an odometer or engine-hour reading, that usage raises the PM on the same record as the jobs that truck is supposed to run. [Open maintenance](https://hvacsoftware.com/fleet/maintenance/) ### What raises a PM before the truck dies. We do not invent a sensor we have not verified. When the reading is on the vehicle, the alert belongs on the jobs that truck is supposed to run. - **Odometer** — Schedule the inspection before miles eat the next no-cool day. - **Engine hours** — Catch idle-heavy vans that look fine on a calendar. - **Usage on the job** — Park the PM beside field work so downtime is visible to dispatch. - **No reading yet** — Still schedule truck PM and inspections on the same board. ## Geofences for jobs and the yard Know when a van enters or leaves a job site or the yard — fewer “where are you?” texts. A fence is useful only when it is the same address the front office already wrote. When configured, an enter or leave lands on that HVAC job, not on a pin the office has to match by hand. [Open GPS tracking](https://hvacsoftware.com/fleet/gps-tracking/) ### Where a fence earns its place. Standalone GPS tools track pins. Shops still need those pins tied to the same jobs the dispatcher applies and back office pays. - **Job site** — Enter or leave the address front office already wrote. - **Yard** — Know when the van is home, not still 'on the way'. - **The HVAC job** — The event lands on the stop, not a side channel. - **A person** — Still the one who applies the next assignment. ## GPS, timesheets, and job truth Cross-check location against time entries and assignments before payroll, and flag mismatches early. GPS that cannot see the job is a tracker. A timesheet that cannot see the pin is a guess. When the assignment and the location share one job, back office pays the day the dispatcher applied. [Open GPS tracking](https://hvacsoftware.com/fleet/gps-tracking/) ### What GPS has to match before payroll. A spreadsheet match at payroll is the failure mode. When location, time, and assignment share one HVAC job, the mismatch shows up while the day can still be fixed. - **Live location** — The truck the board thinks is rolling - **Time entry** — The hours the tech submitted - **Job assignment** — The dispatch a person applied - **Mismatch** — A flag the office can open before payday ## Telematics when configured Connect Samsara, Azuga, Motive, or Geotab when configured so live truck location and vehicle status sit on the same job board the dispatcher already uses. Configured integrations feed the OS. This is not a telematics hardware catalog, and we do not invent connector parity or a feature list per vendor. [Open telematics](https://hvacsoftware.com/fleet/telematics/) ### What connects, when the shop already runs the box. Each vendor lands the same two facts. We do not invent a richer connector for one name than another. - **Samsara** — Live truck location and vehicle status - **Azuga** — Live truck location and vehicle status - **Motive** — Live truck location and vehicle status - **Geotab** — Live truck location and vehicle status ### What this page will not claim. The honest claim is the landing: when configured, location and status sit on the job board the dispatcher already uses. - **No parity** — We do not say native, full, or feature-for-feature connector parity. - **No invented specs** — We do not list dashcams, ELD, or fault codes we have not verified per vendor. - **No overlay roast** — ServiceTitan Fleet Pro–class is a comparison shops already make. We do not invent their list. ## Fleet ↔ dispatch and front office Location and capacity context feed the board the AI proposes. A person still applies the day. Front office intake writes the stop. Fleet keeps the truck on that same job. Nothing rolls until the shop says yes. [Open the AI dispatcher](https://hvacsoftware.com/ai-dispatcher/) Shops that already compare fleet rooms look for a live map, historical routes, maintenance alerts, geofences, and GPS that reconciles to the job — ServiceTitan Fleet Pro–class outcomes, not a pin in a second app. We do not invent their specs. The gain is those pins on the same HVAC job the dispatcher applied, not a bolt-on fleet app the office reconciles later. ## Asset tracking and scorecards stay secondary here. They show up as add-on entities on public fleet pages. This hub owns the vehicle lifecycle on the dispatched job. - [Truck inventory](https://hvacsoftware.com/fleet/inventory/) - [Front office](https://hvacsoftware.com/front-office/) - [AI dispatcher](https://hvacsoftware.com/ai-dispatcher/) - [Back office · timesheets](https://hvacsoftware.com/back-office/) - [Home](https://hvacsoftware.com/) ## HVAC fleet, answered. What fleet management software is for an HVAC shop, how history and PM land on the job, and what telematics does when configured. ### What is HVAC fleet management software? HVAC fleet management software keeps vehicles, routes, service history, and maintenance on the same job the dispatcher applied. It is not a bolt-on tracker the office reconciles later. A live map, historical routes, and telematics when configured sit next to the board. HVACSoftware.com is that OS room for the shop. ### How does vehicle service history help dispatch? Vehicle service history pulls past visits and repairs on that truck or property into the next job so the tech is not guessing what failed last time. Dispatch sees the same record the front office wrote. A shop binder the truck cannot open on site is not history the board can use. ### How do maintenance alerts reduce downtime? Maintenance alerts schedule truck PM and inspections beside field work so downtime does not surprise the dispatcher mid-day. When the vehicle carries an odometer or engine-hour reading, that usage can raise the PM before peak season fails a no-cool day. The alert lives on the jobs that truck is supposed to run. ### Can GPS reconcile to timesheets and jobs? GPS can reconcile to timesheets and jobs when location, the time entry, and the assignment share one HVAC job. Cross-check the pin against hours and the dispatch a person applied, and flag mismatches before payroll. A spreadsheet match at payday is the failure mode this room exists to catch. ### Which telematics systems can connect (when configured)? Connect Samsara, Azuga, Motive, or Geotab when configured so live truck location and vehicle status sit on the same job board the dispatcher already uses. Those boxes stay the class they already are. We do not claim native connector parity, and we do not invent a feature list per vendor. ### How does fleet data relate to the AI Dispatcher board? Location and capacity context feed the board the AI proposes. Fleet keeps the truck and the route on the same job front office wrote. A person still applies the day. Nothing rolls until the shop says yes — telematics informs where the board is, without replacing the apply gate. ## See trucks on the same job. Book a demo. Walk through the live map, a route and history on the job, PM beside field work, and telematics when configured. A person still applies the day. ### Who this is for - **Residential** — Keep every van on the live map and let the day's route follow the jobs you already promised. - **Commercial** — Keep geofences and drive-time next to the board so a long hop does not surprise the next stop. - **Enterprise** — Govern trucks across branches so GPS, timesheets, and the job stay one object. ### What a demo covers - **Vehicles** — Every truck and assigned tech on one map. - **Routes + history** — The day from applied dispatches, plus what that truck already ran. - **Maintenance** — PM beside field work. Usage when the vehicle carries it. - **Telematics** — Samsara, Azuga, Motive, or Geotab — when configured — on that board. - **AI dispatcher** — The AI proposes. A person still applies it. ### What we ask in the first conversation 1. Do trucks live on the same board as the job, or in a second fleet app? 2. Can GPS see the timesheet and the assignment, or only a pin? 3. Which telematics box do you already run — if any? [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=fleet) --- Also here: [Home](https://hvacsoftware.com/) · [Front office](https://hvacsoftware.com/front-office/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # See each service vehicle in the context of the job it is running. > Connect HVAC vehicle location, trips, job assignments, geofences, and time review so dispatch can understand where the workday actually happened. Connect vehicle positions and trip history to technicians, assignments, service addresses, arrivals, departures, and the dispatch board—so a pin becomes operational context instead of another map to reconcile. **Product status:** Location, trip, odometer, and engine-hour availability depends on the configured telematics provider, mapped vehicle, device state, and data freshness. ## What is HVAC GPS tracking software? HVAC GPS tracking software connects a service vehicle’s location and trip history to the technician, job assignment, visit, service address, and dispatch workflow. A live map can show where a mapped vehicle was last reported. Route history, configured geofences, and arrival or departure events can then support visit and time-entry review. GPS is evidence for an operator; it does not make an assignment or approve payroll by itself. ## The valuable unit is not the pin. It is the pin attached to the work. Mapped vehicle and technician → GPS position → Trip and route history → Job assignment and service address → Geofence arrival or departure → Visit timeline → Timesheet review. Dispatch uses that evidence alongside customer promises, technician skills, job status, and the board before a person applies the next assignment. ## Map the vehicle once, then keep location evidence beside the job. The workflow preserves the source and freshness of every location event so the office can tell current evidence from stale or unavailable data. 1. **Connect and map the vehicle.** Connect a supported telematics account, discover its vehicle or device record, and map that external identity to the correct service vehicle. An unmapped device remains visible as an integration issue rather than being silently attached. 2. **Read the latest position.** Use the provider-reported timestamp, latitude, longitude, and available motion or ignition context to place the vehicle on the live map. The last-reported time stays visible because an old pin must not look live. 3. **Relate the trip to the assignment.** Compare vehicle movement with the technician assignment, scheduled visit, and service address already on the HVAC job. The relationship adds context without rewriting the dispatch record. 4. **Review exceptions before action.** Use route history, configured geofence events, and the visit timeline to investigate a missed arrival, unusual drive path, or time-entry discrepancy. A dispatcher or back-office reviewer still decides what the evidence means. ## Four records explain what the map can—and cannot—prove. Each layer answers a different question. Keeping them separate avoids treating a device ping as a completed visit or an approved time entry. | Record | What it establishes | Operational use | | --- | --- | --- | | GPS position | Where a mapped device last reported, with a source timestamp | Live-map awareness and freshness checks | | Trip | Movement between provider-reported points | Route-history and drive-context review | | Job visit | The scheduled work, address, technician, and status | Compare the vehicle path with the promised stop | | Time entry | Submitted labor time and review state | Investigate exceptions before payroll approval | ## GPS supports decisions. It does not replace them. Capabilities depend on the connected provider and account configuration; the page does not imply universal live tracking or automatic payroll decisions. ### Available in the Fleet workflow - Vehicle and technician mapping, source timestamps, last-known position, and trip context when supplied. - Job, visit, service-address, assignment, and dispatch relationships already owned by the operating system. - A review path from location evidence to visit and time-entry exceptions. ### Requires configuration and data - A supported telematics connection, valid credentials, provider devices, and a correct vehicle mapping. - Geofences for the yard or service address where that event model is configured. - Fresh provider reporting and accurate technician, visit, and assignment records. ### Not claimed - Every provider supports identical live pulse, trip, geofence, odometer, or engine-hour data. - GPS automatically assigns a technician, changes the dispatch board, approves time, or runs payroll. - A position alone proves work quality, customer access, job completion, or employee intent. ## Vehicle location becomes useful across dispatch, time review, and maintenance. The Fleet record keeps the source evidence attached while each connected module owns its operational decision. - [AI Dispatcher](https://hvacsoftware.com/ai-dispatcher/): Use location and route context as one input while a person reviews and applies the dispatch plan. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/): Keep the promised visit window and technician assignment attached to the same job. - [Timesheets](https://hvacsoftware.com/back-office/timesheets/): Compare visit and location evidence with submitted time before approval. - [Fleet maintenance](https://hvacsoftware.com/fleet/maintenance/): Use supported mileage and engine-hour readings as maintenance inputs when supplied. - [Fleet telematics](https://hvacsoftware.com/fleet/telematics/): See which provider connection and vehicle mapping supplied the location record. ## Questions about HVAC GPS tracking software ### How does GPS tracking help an HVAC dispatcher? GPS tracking gives a dispatcher source-timestamped vehicle location and trip context beside the assigned job. That can help the office understand whether a technician is moving toward a visit, still at a prior stop, or reporting stale data. Location remains one input; customer windows, technician skills, job status, and operator approval still govern the dispatch decision. ### Can HVAC GPS tracking connect to technician timesheets? GPS and trip evidence can be compared with the assigned visit and submitted time entry during review. A configured geofence or arrival event may strengthen that evidence. The system should still preserve the submitted time, source timestamps, and exception state separately. It does not turn a location ping into approved payroll or make an employment-policy decision automatically. ### Does every telematics provider provide live HVAC vehicle tracking? No. Provider capabilities and update patterns differ. Some connections can supply a live pulse, while others are better represented as the most recent provider-reported position. Trip history, geofences, odometer, engine hours, faults, and safety signals also vary. The Fleet view should expose connection health, mapping, freshness, and unavailable signals instead of implying feature parity. ### Can GPS show arrivals and departures at HVAC jobs? When a service address or yard geofence is configured and the connected data supports the event, an arrival or departure can be related to the job visit. That event is useful timeline evidence, but it does not prove the technician entered the property, completed the work, or satisfied the customer. The visit record remains the operational source of truth. *Product reviewed 2026-09-24.* ## Bring one dispatch day. We’ll trace a truck from assignment to time review. See vehicle mapping, location freshness, trip context, a service-address arrival, the visit timeline, and the boundary between evidence and operator approval. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=fleet-gps-tracking) --- Also here: [Fleet](https://hvacsoftware.com/fleet/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # Schedule truck maintenance before the dispatch board loses capacity. > Track HVAC truck maintenance by date, mileage, or engine hours, then coordinate due work, service history, costs, and vehicle availability with dispatch. Track preventive maintenance by date, mileage, or engine hours; review due-soon and due vehicles; record service, faults, history, and cost; then make planned downtime visible to dispatch. **Product status:** Mileage, engine hours, diagnostics, and fault availability depend on the configured telematics source. Calendar plans can still operate when no meter reading is available. ## What is fleet maintenance software? Fleet maintenance software organizes preventive and corrective service for vehicles. It connects each vehicle to maintenance plans, time or usage thresholds, due status, diagnostic context when available, service events, costs, and history. For an HVAC contractor, the important relationship is vehicle availability: planned maintenance should become visible beside the dispatch board before that truck is assigned to a full service day. ## A maintenance alert matters only when it changes the operating plan. Vehicle → Maintenance plan → Calendar, odometer, or engine-hour threshold → Current, due soon, due, or unknown status → Reviewed service event → Service history and cost → Availability block → Dispatch board. Diagnostic faults can add context when a configured provider supplies them, but the shop still decides the service response. ## Turn a service interval into a visible maintenance window. The due queue separates known readings from unknown data and keeps the maintenance decision connected to the day that vehicle was expected to work. 1. **Define the maintenance plan.** Attach an oil service, inspection, tire rotation, or other shop-defined plan to the applicable vehicle. Set a calendar, mileage, engine-hour, or combined interval based on the record the account can maintain. 2. **Evaluate the latest reading.** Compare the plan with the current date and the latest trusted odometer or engine-hour reading. If the required reading is missing or stale, show unknown rather than presenting a false current status. 3. **Review the due queue.** Group vehicles as current, due soon, due, or unknown so the fleet manager can prioritize what needs confirmation. Supported diagnostic faults can be reviewed alongside the plan without automatically authorizing repair. 4. **Record service and protect capacity.** Schedule the service event, block the affected vehicle from assignment for the expected window, then retain completed work, readings, notes, vendor context, and cost in service history. ## Every status explains the reading behind it. A due badge should never hide whether it came from calendar time, mileage, engine hours, or incomplete telemetry. | State | Meaning | Office response | | --- | --- | --- | | Current | The configured interval remains inside its threshold | Keep monitoring the plan | | Due soon | The next threshold is approaching | Find a service window before peak demand | | Due | A configured time or usage threshold has been reached | Review, schedule, and block availability as needed | | Unknown | A required reading is missing, stale, or unmapped | Confirm the vehicle, connection, or reading manually | ## Maintenance state is explicit about what the system knows. A plan can operate on calendar time alone, while meter- and fault-based workflows require supported, fresh source data. ### Available maintenance structure - Vehicle maintenance plans, service intervals, due states, service events, history, notes, and costs. - Calendar-based preventive maintenance even when a telematics meter is not connected. - Vehicle availability blocks that can be seen by the dispatch workflow. ### Requires configured readings - Mileage or engine-hour thresholds require a trusted reading entered or supplied for the mapped vehicle. - Diagnostic and fault context requires a provider and vehicle whose capability includes those signals. - Accurate service history depends on the shop recording completed work and updated readings. ### Owned by the shop - A due or fault state supports review; it does not diagnose the mechanical cause or authorize a repair. - The operator selects the service window, vendor, expected downtime, and return-to-service decision. - Dispatch applies the revised day after capacity and customer commitments are reviewed. ### Not claimed - Every connected provider returns odometer, engine hours, diagnostic codes, and faults with equal freshness. - Predictive failure guarantees, automatic repair approval, or automatic reassignment of every affected job. - A missing reading means the vehicle is safe, current, or overdue. ## Maintenance protects the capacity that scheduling and dispatch promise. The same vehicle record connects its source readings, service history, availability, assignments, and stock without making Fleet the owner of every downstream decision. - [Fleet telematics](https://hvacsoftware.com/fleet/telematics/): Supply supported odometer, engine-hour, fault, and freshness context from a mapped provider vehicle. - [AI Dispatcher](https://hvacsoftware.com/ai-dispatcher/): Keep planned downtime and available capacity visible while a person reviews the proposed day. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/): Protect customer promises when a vehicle needs a confirmed service window. - [Truck inventory](https://hvacsoftware.com/fleet/inventory/): Connect a service vehicle with its mobile warehouse and current stock responsibility. - [GPS tracking](https://hvacsoftware.com/fleet/gps-tracking/): Review supported usage readings and trip context beside the vehicle record. ## Questions about Fleet maintenance software ### How does fleet maintenance software calculate when service is due? A maintenance plan can evaluate calendar time, mileage, engine hours, or a combination configured for the vehicle. The status should retain the threshold, latest reading, reading timestamp, and source. If a required reading is missing or stale, the vehicle should appear unknown rather than current. A person reviews the result and schedules the service event. ### Can an HVAC company track maintenance without telematics? Yes. Calendar-based preventive maintenance and manually maintained readings can support a service plan without a telematics connection. Telematics can reduce manual entry when a supported provider supplies trusted odometer or engine-hour values, but the connection is not a substitute for correct vehicle mapping, service-history updates, or the shop’s inspection and repair process. ### What is the difference between due soon, due, and unknown? Due soon means a configured threshold is approaching, while due means the threshold has been reached. Unknown means the system cannot make a reliable determination because a required reading, mapping, or freshness condition is missing. These states keep the due queue honest and tell the fleet manager whether to schedule service or first investigate the underlying data. ### Can maintenance downtime be shown to HVAC dispatchers? A reviewed maintenance event can create an availability block for the vehicle’s expected service window. Scheduling and dispatch can then account for reduced capacity before work is applied. The software should not automatically move every affected job without review, because technician availability, replacement vehicles, customer windows, skills, and existing commitments also influence the revised plan. *Product reviewed 2026-09-24.* ## Bring one truck and its maintenance interval. We’ll map the full due-to-dispatch path. See a maintenance plan, reading freshness, due-state explanation, service event, history, cost, availability block, and the handoff back to the dispatch board. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=fleet-maintenance) --- Also here: [Fleet](https://hvacsoftware.com/fleet/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # Connect vehicle signals without hiding provider differences. > Connect supported HVAC fleet telematics providers, map vehicles, expose data freshness, and route location, usage, fault, and safety signals to operations. Map a supported provider’s vehicles or devices to the Fleet record, keep capability and freshness visible, and route available positions, usage readings, faults, or safety context into the operational workflow that can use them. **Product status:** Traccar, Samsara, Azuga, Geotab, and Motive connections have different capability profiles. Availability also depends on credentials, account permissions, devices, mappings, and source freshness. ## What is fleet telematics software? Fleet telematics software connects data reported by vehicle devices or provider platforms to fleet operations. It can normalize supported positions, trips, odometer readings, engine hours, diagnostic faults, safety events, or driver context while retaining the provider, capability, and source timestamp. The connection becomes useful when an external vehicle is mapped to the correct operational vehicle and its signals reach GPS, visit, timesheet, maintenance, or dispatch workflows. ## A provider signal becomes operational only after identity, capability, and freshness are known. Telematics provider and credential → External vehicle or device → Reviewed vehicle mapping → Provider capability → Source-timestamped signal → Normalized Fleet event → GPS position, visit evidence, time review, maintenance threshold, or fault context. Unsupported and stale signals remain explicit instead of being synthesized into false parity. ## Connect the account, map identities, then expose only supported signals. The integration workflow treats mapping and freshness as product states, not setup details hidden after authorization. 1. **Authorize the provider.** Create a connection with the required credential and account scope. Validate access before the provider is presented as ready, and keep authentication or permission failures visible to an operator. 2. **Discover vehicles or devices.** Read the external inventory the provider exposes. Preserve provider identifiers and labels so an operator can distinguish a new device, an unmapped vehicle, and an existing mapping. 3. **Map the operational vehicle.** Link the external record to the correct Fleet vehicle. Mapping is reviewed because a wrong identity can contaminate location, mileage, maintenance, and time evidence across several workflows. 4. **Normalize supported signals.** Ingest only the capabilities the provider and account supply, retain source timestamps, and expose connection freshness. Route position, usage, fault, or safety context to the owning workflow without pretending unavailable signals exist. ## Providers connect to the same Fleet record, not an identical feature checklist. The registry describes what each connector can supply. The active account and mapped vehicle determine what is actually available at runtime. | Provider | Registered signal profile | Important boundary | | --- | --- | --- | | Traccar | Position, odometer, engine hours, and provider-native live pulse | Other signals are not implied | | Samsara | Position, odometer, engine hours, faults, safety events, and driver score | Account scope and device support still apply | | Azuga | Position, odometer, engine hours, faults, and safety events | Device inventory is not assumed available | | Geotab and Motive | Position, odometer, engine hours, and faults | Safety and driver-score parity is not claimed | ## The integration shows absence, staleness, and mapping gaps as real states. A connected logo is not evidence that every vehicle, signal, or workflow is ready. ### Available integration structure - Provider connection state, external identities, reviewed vehicle mapping, capability profile, and source freshness. - Normalized signals that retain their provider and source timestamp. - Operational handoffs to GPS, visit evidence, time review, maintenance, and dispatch context. ### Requires provider and account setup - Valid credentials, required permissions, provider vehicles or devices, and an accurate mapping to Fleet vehicles. - Hardware, plans, and account features that actually produce the requested signal. - Monitoring and remediation for expired credentials, stale data, new devices, and unmapped records. ### Connector-specific - Only Traccar is currently represented with provider-native live pulse in the registered capability model. - Faults, safety events, driver scores, device inventory, odometer, and engine hours vary by connector. - The receiving workflow decides how a supported signal is reviewed and used. ### Not claimed - Full feature parity across Traccar, Samsara, Azuga, Geotab, and Motive. - A connection automatically maps every vehicle or makes every source reading trustworthy. - Fault or safety data automatically diagnoses repairs, disciplines a driver, or changes assignments without review. ## One mapped vehicle can support several workflows without erasing data lineage. Every destination sees the signal it needs while the integration retains source, capability, mapping, and freshness context. - [HVAC GPS tracking](https://hvacsoftware.com/fleet/gps-tracking/): Use supported positions and trips with source freshness beside jobs, visits, and time review. - [Fleet maintenance](https://hvacsoftware.com/fleet/maintenance/): Use supported odometer, engine-hour, and fault context in an explicit maintenance plan. - [Timesheets](https://hvacsoftware.com/back-office/timesheets/): Compare location and visit evidence with submitted time while preserving the review boundary. - [AI Dispatcher](https://hvacsoftware.com/ai-dispatcher/): Bring available location and capacity context into a dispatch plan a person still applies. - [Fleet](https://hvacsoftware.com/fleet/): Return to the vehicle lifecycle across tracking, maintenance, telematics, and mobile inventory. ## Questions about Fleet telematics software ### Which fleet telematics providers can connect? The registered Fleet integration model includes Traccar, Samsara, Azuga, Geotab, and Motive. Their signal profiles are not identical. Connection readiness also depends on valid credentials, account permissions, provider vehicles or devices, and reviewed mapping to the correct Fleet vehicle. A provider name alone should never be interpreted as confirmation that every capability is enabled. ### What telematics data can HVAC fleet software use? Depending on the provider and account, the Fleet workflow may receive positions, trips, odometer readings, engine hours, diagnostic faults, safety events, or driver-score context. Each signal should retain its provider and source timestamp. Unsupported, stale, and unmapped states remain explicit so a downstream page does not present inferred data as a live vehicle fact. ### Why is vehicle mapping required for telematics? A provider device or external vehicle has its own identity, while jobs, visits, maintenance plans, assignments, and inventory use the operational Fleet vehicle. Mapping links those identities. Reviewing that link prevents one truck’s position, mileage, faults, or engine hours from being applied to another truck’s maintenance and dispatch history. ### Does connecting telematics automatically update dispatch and maintenance? A supported signal can become context for GPS, visit, timesheet, maintenance, and dispatch workflows after connection and mapping. It does not automatically make every operational decision. Maintenance plans still define thresholds, reviewers still resolve uncertain readings, and a person still reviews and applies dispatch changes around customer promises, technician capacity, and vehicle availability. *Product reviewed 2026-09-24.* ## Bring your telematics provider. We’ll show the connection before the dashboard. Review credentials, external identities, vehicle mapping, capability differences, source freshness, normalized signals, and the exact workflows that receive them. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=fleet-telematics) --- Also here: [Fleet](https://hvacsoftware.com/fleet/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # Treat every service truck as a mobile warehouse tied to upcoming work. > Track HVAC parts across warehouses and service trucks, transfer stock, connect job requirements, and make shortages visible before the next visit. Track parts by warehouse and vehicle, transfer stock with a recorded chain of custody, compare availability with job requirements, and surface shortages before a technician reaches the next visit. **Product status:** Stock accuracy depends on configured locations, product records, opening quantities, transfers, receipts, usage, returns, and the job requirements recorded by the shop. ## What is HVAC inventory software? HVAC inventory software tracks parts and products across warehouses, service trucks, purchase orders, transfers, job requirements, technician usage, returns, and replenishment. A service vehicle can operate as a mobile warehouse with its own on-hand and available quantities. Connecting that stock to upcoming visits helps the office identify a shortage before dispatch rather than discovering it after the technician reaches the customer. ## Truck stock is useful when movement, demand, and usage stay on one ledger. Supplier and purchase order → Main warehouse receipt → Stock transfer → Vehicle mobile warehouse → Upcoming job and required part → Committed quantity → Technician usage or return → Updated on-hand quantity → Minimum-level exception → Replenishment. The product and location records preserve where the part came from and where it must go next. ## Move stock deliberately, reserve it for work, then reconcile what happened. The inventory path separates physical on-hand stock, quantities already committed to jobs, and what remains available for another visit. 1. **Define products and locations.** Create the part or product record, then represent the shop warehouse and each stocked service vehicle as distinct locations. Opening quantities need an accountable source rather than an unexplained dashboard total. 2. **Transfer stock to the truck.** Record the source warehouse, destination mobile warehouse, items, quantities, and transfer state. The movement creates a traceable handoff instead of reducing one count and increasing another without context. 3. **Relate parts to upcoming work.** Use the job or visit’s required parts to distinguish on-hand quantity from committed and available quantity. A shortage becomes an exception the office can resolve before the technician departs. 4. **Record usage, return, and replenishment.** Post what the visit consumed, return unused stock when appropriate, update the vehicle balance, and use minimum levels plus known demand to start a replenishment transfer or purchase-order workflow. ## Four quantities explain whether the next truck is actually ready. The inventory view avoids presenting every unit on a shelf as free for any job when some stock is already moving or committed. | Quantity or state | Meaning | Decision it supports | | --- | --- | --- | | On hand | Recorded physical quantity at the warehouse or vehicle | Where stock is believed to be now | | Committed | Quantity reserved against known job or visit demand | What should not be promised elsewhere | | Available | On hand minus applicable commitments | What remains for another assignment | | In transfer or on order | Quantity moving between locations or expected from a supplier | What is coming, without counting it as received | ## Inventory accuracy is a workflow outcome, not a generated number. The software can preserve stock movements and demand relationships; the account still owns catalog quality and physical transaction discipline. ### Available inventory structure - Products, parts, warehouses, vehicle mobile warehouses, quantities, transfers, purchase orders, and job requirements. - On-hand, committed, available, in-transfer, and on-order states kept distinct. - A workflow from upcoming demand to shortage, replenishment, usage, return, and updated balance. ### Requires shop configuration - Accurate product records, units, locations, opening balances, minimum levels, and vehicle-to-mobile-warehouse mapping. - Consistent receiving, transfer, usage, return, and adjustment practices by accountable users. - Job or visit requirements recorded early enough for the shortage check to be useful. ### Owned by connected workflows - The price book owns sellable service and material presentation; Fleet inventory owns where physical stock is recorded. - The job and visit own what work is planned and what parts were used there. - Purchasing owns supplier orders and receipts; dispatch owns the applied field plan. ### Not claimed - A dashboard quantity guarantees the physical part is present without disciplined transactions or a count. - Automatic purchasing from every low-stock signal without an approved replenishment process. - Every job requirement can be predicted before diagnosis or that every truck should carry the same stock. ## Inventory links the shop shelf, the service truck, and the customer visit. Each module keeps its own responsibility while sharing product, vehicle, job, and quantity context. - [HVAC Price Book](https://hvacsoftware.com/back-office/price-book/): Keep sellable products, services, bundles, pricing, tax, and document detail connected to the product record. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/): Relate known part requirements and shortages to the visit before the promised window. - [AI Dispatcher](https://hvacsoftware.com/ai-dispatcher/): Use readiness and vehicle context as inputs while a person reviews and applies the day. - [Fleet maintenance](https://hvacsoftware.com/fleet/maintenance/): Coordinate a stocked service vehicle’s availability and parts responsibility with planned downtime. - [Fleet](https://hvacsoftware.com/fleet/): Return to the complete vehicle lifecycle across tracking, maintenance, telematics, and inventory. ## Questions about HVAC inventory software ### How does HVAC inventory software track parts on service trucks? Each stocked service vehicle can be represented as a mobile warehouse with its own product quantities. Transfers record movement from a shop warehouse to that vehicle. Job commitments, technician usage, returns, and replenishment then change the appropriate states. Accuracy still depends on correct vehicle mapping, opening balances, and consistent receiving and movement records. ### What is the difference between on-hand and available HVAC inventory? On hand is the recorded physical quantity at a location. Available quantity accounts for stock that is already committed to known work, so it may be lower than on hand. Stock in transfer or on a purchase order remains separate until it is received. These distinctions help the office avoid promising the same part to two upcoming visits. ### Can inventory software identify missing parts before an HVAC job? When the job or visit includes required parts and the assigned vehicle has a mapped mobile warehouse, the system can compare demand with recorded available quantity and surface a shortage. The result depends on accurate job requirements and stock transactions. It cannot predict every part that a technician may discover after diagnosis at the customer’s property. ### Does low stock automatically create a purchase order? A minimum-level or upcoming-demand exception can support a replenishment workflow, which may involve a transfer from another warehouse or a purchase order. Whether that action is drafted, approved, or issued depends on the account’s purchasing process and permissions. The page does not claim that every low-stock signal automatically commits money to a supplier. *Product reviewed 2026-09-24.* ## Bring one stocked truck and one upcoming job. We’ll trace every quantity. See the warehouse, transfer, mobile inventory, job commitment, shortage, usage, return, and replenishment path without collapsing physical and promised stock. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=fleet-inventory) --- Also here: [Fleet](https://hvacsoftware.com/fleet/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # About HVAC Software by FieldCamp — AI shop OS > HVAC Software is the AI OS for HVAC shops — intake, dispatch, quotes, invoices, memberships, marketing, and fleet in one place. Book a demo. *Markdown mirror of https://hvacsoftware.com/about/ — About HVAC Software.* # About HVAC Software HVAC Software is the AI operating system for HVAC contractors. Front office and back office on one platform — so the call that comes in, the truck that rolls, and the invoice that goes out all share the same picture of the job. ## What we build One AI OS for the shop: - **Intake** — Calls, forms, and web leads land as jobs with the right customer, address, and service type already attached. - **AI Dispatcher** — Proposes who, when, and which job by skill, zone, and travel time. A person still applies the dispatch. - **Quotes & invoices** — Estimate in the field, approve, invoice, and collect without hopping tools. - **Memberships** — Recurring maintenance plans with visit cadence, renewals, and technician continuity. - **Marketing** — Stay in front of customers after the job: follow-ups, reviews, and seasonal outreach from the same system of record. - **Fleet & telematics** — Know where trucks are, how routes are running, and what that means for the next stop. *The point is not more screens. It is one operating layer for how an HVAC shop actually works.* ## Who it's for Three lanes. Same product. - **Residential** — Service, install, and maintenance shops that live on the phone, the board, and the driveway. - **Commercial** — Contractors running multi-site PM, service agreements, and crews across buildings. - **Enterprise** — Larger operators that need depth — custom workflows, multi-branch ops, and one system the whole company can run on. *If you are past the whiteboard and the spreadsheet — or you have outgrown tools that only cover half the shop — this is built for that next chapter.* ## Why FieldCamp HVAC Software is powered by [FieldCamp](https://fieldcamp.ai) — the AI-first field service OS underneath. We mention the parent once because the product should stand on its own. The work is for HVAC shops. ## How we work with you No self-serve trial. We start with a demo. You show us how you take calls, dispatch, quote, and close. We show you the board live. If it fits, we map onboarding from there. ## Book a demo Thirty minutes. Your shop, your board, no pitch deck. [Book a demo](https://calendly.com/jeel-fieldcamp/30min) --- Also here: [Home](https://hvacsoftware.com/) · [Jeel Patel](https://hvacsoftware.com/about/jeel-patel/) · [index.md](https://hvacsoftware.com/index.md) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # Jeel Patel — Founder, HVAC Software by FieldCamp > Jeel Patel is founder and operator at FieldCamp, building HVAC Software by FieldCamp — the AI OS for HVAC contractors. Book a 30-minute demo. *Markdown mirror of https://hvacsoftware.com/about/jeel-patel/.* ## Jeel Patel Founder & operator · HVAC Software / FieldCamp · Ontario, Canada - **Role** — Founder & operator · HVAC Software / FieldCamp - **Location** — Ontario, Canada ## What he builds Jeel runs growth for FieldCamp and HVAC Software. HVAC Software is the FieldCamp-powered AI operating system for HVAC contractors — front office and back office in one place: intake, AI dispatch, quotes and invoices, memberships, marketing, and fleet. The work is straightforward: help residential, commercial, and enterprise HVAC shops run the day on one system instead of a stack of half-connected tools. ## Track record ### InvoiceOwl · 2021 — 2024 **Co-founder and CEO** Estimating and invoicing software for contractors — electricians, plumbers, HVAC. Started in the second year of a business degree, building for a trade he had to learn from the outside in. Acquired in March 2024. ### Upper Route Planner · 2024 — now **Chief executive** Route optimisation for delivery and service fleets. The problem moves from what the job costs to how a person physically gets to it, in what order, and what happens when the plan changes mid-route. ### FieldCamp · 2024 — now **Co-founder** AI-first field operations: dispatch, scheduling, work orders, and the agents that run them. Field-service software that learns the operator rather than making the operator learn software. ## How he got here Jeel is a founder and operator at FieldCamp. He builds products for field service businesses — the people who take the call, send the truck, and get paid for the work. He does not sell software as a brochure. He sells the operating layer shops actually run on. ## Sources - [LinkedIn](https://ca.linkedin.com/in/jeelpatel1) — Roles and dates, maintained first-hand. - [Author profile at Upper](https://www.upperinc.com/author/jeel-patel/) — Route optimisation and logistics writing, published under the company he runs. - [Author profile at InvoiceOwl](https://www.invoiceowl.com/author/jeel-patel/) — Estimating and invoicing writing from the company he co-founded and sold. - [Crunchbase](https://www.crunchbase.com/person/jeel-patel-2cc1) — Third-party company and funding record, independent of any site he controls. - [Author profile at FieldCamp](https://fieldcamp.ai/author/jeel-patel/) — Field service operations writing, published under the company he co-founded. ## Talk to him Demos and product questions go to the same place. [Book a demo](https://calendly.com/jeel-fieldcamp/30min?utm_source=hvacsoftware.com&utm_medium=markdown&utm_content=about-jeel-patel) --- Also here: [About](https://hvacsoftware.com/about/) · [Home](https://hvacsoftware.com/) · [llms.txt](https://hvacsoftware.com/llms.txt) --- # Sitemap > Explore HVACSoftware.com from the first customer call through dispatch, back-office work, marketing, and fleet. Choose the part of your operation you want to improve. ## Overview - [HVACSoftware.com](https://hvacsoftware.com/): See the complete AI operating system for HVAC contractors. ## Front office - [Front office](https://hvacsoftware.com/front-office/): Run calls, messages, bookings, dispatch, and scheduling from one connected front office. - [Unified Inbox](https://hvacsoftware.com/front-office/unified-inbox/): Keep customer calls, texts, and follow-up context together for the whole office. - [Contact Center](https://hvacsoftware.com/front-office/contact-center/): Give service teams one workspace for inbound and outbound customer conversations. - [Voice Agents](https://hvacsoftware.com/front-office/voice-agents/): Answer HVAC calls around the clock with AI agents connected to real service workflows. - [Online Booking](https://hvacsoftware.com/front-office/online-booking/): Let customers request and book HVAC service from the web without waiting on hold. ## Operations - [AI Dispatcher](https://hvacsoftware.com/ai-dispatcher/): Continuously coordinate HVAC jobs, technicians, routes, and changing field conditions. - [Scheduling](https://hvacsoftware.com/front-office/scheduling/): Build a live service schedule around technician availability, job needs, and customer promises. ## Back office - [Back office](https://hvacsoftware.com/back-office/): Turn completed field work into accurate approvals, records, invoices, and cash flow. - [Estimates](https://hvacsoftware.com/back-office/estimates/): Build multi-option HVAC estimates with deposits, signatures, and an approved-option handoff. - [Invoices](https://hvacsoftware.com/back-office/invoices/): Turn completed HVAC work into invoices with clear delivery, payment, and balance state. - [Price Book](https://hvacsoftware.com/back-office/price-book/): Control HVAC products, services, bundles, pricing, tax behavior, and document detail. - [Memberships](https://hvacsoftware.com/back-office/memberships/): Connect service agreements to covered equipment, recurring visits, renewal, and invoices. - [Workflows](https://hvacsoftware.com/back-office/workflows/): Run explicit triggers, conditions, delays, actions, and bounded AI steps for office work. - [Timesheets](https://hvacsoftware.com/back-office/timesheets/): Reconstruct technician time, review exceptions, and calculate defined labor margin. - [QuickBooks](https://hvacsoftware.com/back-office/quickbooks/): Sync supported finalized invoices and payments with QuickBooks Online under clear boundaries. ## Growth - [Marketing](https://hvacsoftware.com/marketing/): Create measurable HVAC growth campaigns from the customer and job data already in the system. - [Segments](https://hvacsoftware.com/marketing/segments/): Build current HVAC customer-retention audiences from customer, job, membership, and communication records. - [Campaigns](https://hvacsoftware.com/marketing/campaigns/): Send HVAC email and SMS campaigns to CRM-backed segments and return replies to the unified Inbox. - [Fleet](https://hvacsoftware.com/fleet/): Connect vehicles, drivers, maintenance, and field operations in one HVAC fleet workflow. - [GPS Tracking](https://hvacsoftware.com/fleet/gps-tracking/): Connect HVAC vehicle location, trips, assignments, geofences, visits, and time review with source-aware GPS evidence. - [Fleet Maintenance](https://hvacsoftware.com/fleet/maintenance/): Track HVAC truck maintenance by date, mileage, or engine hours and make planned downtime visible to dispatch. - [Fleet Telematics](https://hvacsoftware.com/fleet/telematics/): Map supported telematics providers and vehicles while keeping capability, source, and freshness differences explicit. - [Truck Inventory](https://hvacsoftware.com/fleet/inventory/): Track HVAC parts across warehouses and service trucks, then connect stock, transfers, commitments, and replenishment. ## Company - [About](https://hvacsoftware.com/about/): Learn why HVACSoftware.com exists and how it evaluates software for HVAC operators. - [Jeel Patel](https://hvacsoftware.com/about/jeel-patel/): Meet the FieldCamp founder and operator behind the HVACSoftware.com product perspective. - [Sitemap](https://hvacsoftware.com/sitemap/): Find every part of HVACSoftware.com in one clear directory.