What is HVAC software?

HVAC software helps Heating, Ventilation, and Air Conditioning (HVAC) businesses function efficiently by managing all of their service operations. HVAC service software streamlines your field service planning and workforce management, from capturing service request information to job scheduling and dispatching field technicians. With robust HVAC software, you are better equipped to offer the best service experience to your customers and gain a competitive advantage in the growing industry.

Freshdesk’s field service management software is highly intuitive and empowers HVAC service managers and technicians with the right tools to improve their productivity and business efficiency. Learn how to eliminate mundane paperwork, stick to appointments, and reduce idle time with an intelligent HVAC field service software. 

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Watch a demo of our HVAC field service management software

What are the benefits of an HVAC service software?

1. Digitize HVAC service operations

Using excel sheets or paper-based systems to manage your service agreements, schedules, and invoices is slow and can lead to errors. HVAC software eliminates the need for paperwork and digitizes your workflow, and streamlines your entire HVAC maintenance process.

2. Optimize technician scheduling

Scheduling technicians can be time-consuming when done manually. Dispatchers need to ensure that the right service tech is sent to the right location for the right job. With HVAC dispatch software, dispatchers can drag-and-drop appointments into an intuitive calendar format. Work orders and scheduled tasks automatically contain all the information that HVAC professionals, technicians, and service reps need to do their job.

3. Improve technician productivity

To troubleshoot and diagnose problems, HVAC contractors and technicians need access to service records, customer history, and more. With software for HVAC, technicians have all the information they need at their fingertips, which reduces repeat calls and saves time.  Using a mobile HVAC software app means technicians can keep notes and schedules on their mobile devices rather than flipping through clipboards and binders of paper.

4. Reduce operational costs

Streamline and automate your operations for better equipment management, reduced idle time, and improved efficiency. Technicians can capture images and take notes onsite via an HVAC mobile app about the parts that need replacing, making asset and inventory management more efficient, and reducing operational costs.

5. Deliver stellar service experiences

Customers want resolutions quickly, and they don’t want to repeat themselves. HVAC service software gets customers the speedy help they want without the need for repeat calls. Technicians can review service history without asking customers questions that they’ve already answered, resulting in a best-in-business service experience and stronger customer relationships.

Essential features to look for in an HVAC service software

Technician scheduling

With a good HVAC scheduling app, you’ll be able to create technician schedules, manage appointments, and balance technician workload.

Automated dispatch workflows

The HVAC dispatch software should allow you to effortlessly assign jobs to the right technicians based on job skills, location, or job priority.

Work order management

Look for HVAC software that can ease end-to-end job management and helps you generate, assign, track, and close work orders on a single platform.

Intuitive mobile app

Since any HVAC company relies heavily on on-site support, it’s extremely important to have a mobile app that technicians can use to execute their service tasks.

Billing and invoicing

Check if your HVAC business software helps technicians receive payments and generate invoices when they complete their on-site jobs.

Technician enablement 

A robust field service solution enables field technicians to view and monitor service tasks and their status with prompt in-app notifications. 

Reporting and analytics

See if you’ll be able to track key performance indicators and team performance with a readily-available set of metrics in your HVAC service app.


Does the HVAC software support seamless integration with other invoicing, payment, or CRM solutions for a better agent and customer experience?

Customer data management

Your HVAC service software must allow technicians to easily access accurate customer and device information as they go about their HVAC job.

How Freshdesk helps HVAC businesses

HVAC scheduling software

Effortless HVAC service scheduling

Schedule, prioritize, and organize HVAC jobs from multiple channels on one interface using Freshdesk’s powerful scheduling dashboard.  With simple drag-and-drop controls, place service tasks on an available time slot on a technician's calendar.

Within the mobile app, HVAC technicians can easily locate service tasks on maps, view details of the service request, access customer history, and navigate directly to the job site. 

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HVAC dispatch software

Intelligent HVAC service team dispatching

Automatically dispatch the right technician for a job based on skills, location, or workload. HVAC service managers can create service tasks and also update and prioritize jobs that need an urgent response from field teams. 

Dispatchers can easily view and locate the service tasks on a map and update the job details. Know where your dispatched technicians are with real-time GPS tracking and track time spent on service tasks with detailed time logs.

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HVAC CRM software

Unified HVAC customer management

Maintain a single database for work orders from multiple channels, including email, social media, or support portal. Manage all aspects of your service request details and customer information in one place.

Access customer history, past visit details, and keep track of service agreements in Freshdesk so that you can have contextual information for future visits - which leads to faster and more efficient service and higher first-time fix rates.

Technicians can also update the right customer service location details with lat-long coordinates after on-site visits for accurate customer records.

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HVAC invoicing and accounting software

Facilitate HVAC invoicing with QuickBooks integration

With the Freshdesk Quickbooks integration, you can access customer details recorded in Quickbooks within the Freshdesk app. You can view recent Quickbook invoices of the customer inside Freshdesk.

When your HVAC software is compatible with QuickBooks or Xero, you can generate invoices based on the billable hours tracked by your HVAC field team. Service managers can create timesheets from the data collected by HVAC technicians on the job and generate timesheet-based invoices directly in Freshdesk.

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HVAC service reporting

Measure and improve HVAC service team performance

Freshdesk’s powerful analytics allow you to track the performance of your service team, generate customized reports and dashboards, and find insights to improve your HVAC service operations. Track service task volumes and understand exactly where your technician’s time is spent to streamline your workforce and improve efficiency and customer satisfaction.

Monitor task SLAs and investigate SLA breaches and escalations immediately. You can also check asset types that have more issues and require frequent repairs to schedule audits proactively. 

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Manage service tasks with the HVAC mobile app

The Freshdesk mobile field service app, available for both ios and Android users, offers convenience and up-to-date information at your fingertips.

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HVAC jobs view on app HVAC jobs view on app
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Customer sign-off for HVAC jobs on HVAC app Customer sign-off for HVAC jobs on HVAC app

Manage service tasks with the HVAC mobile app

The Freshdesk mobile field service app, available for both ios and Android users, offers convenience and up-to-date information at your fingertips.

View daily tasks

Review schedules and get real-time updates on assignments so everyone is always up-to-date

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Navigate to job sites

Use in-app map integrations to navigate directly to customer locations, and never get lost again.

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Take photos and notes

Upload pictures and notes directly to the service request while at the job site, making collaboration a cinch.

Capture images during HVAC jobs Capture images during HVAC jobs
Create timesheets

Track time spent on each task to create timesheets and improve job scheduling.

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Digital sign-offs

Customers can sign off immediately once tasks are completed, ensuring customer satisfaction.

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Why Freshdesk is the best HVAC software for your service business

Intuitive and powerful software

Technicians, dispatchers, agents, and managers will all love how easy it is to use Freshdesk’s HVAC software. From the mobile app to the scheduling dashboard, every feature is intuitive and requires minimal set-up. 

Intelligent automation

Leave the repetitive tasks to Freshdesk’s automation platform. Set up workflows for common tasks like scheduling follow-up visits, escalations, and assigning work orders to save time.

Ease of collaboration

Bring help desk agents, dispatchers, and HVAC technicians on the same page with Freshdesk’s contextual collaboration. Every work order and service task is linked to customer communication and technician updates, so nothing gets missed.

Resources on field service management

Leading industry experts recommend Freshdesk