Industries / HVAC
A workbench for an HVAC contractor.
The day in a heating and cooling business is dispatch, quotes, jobs and maintenance dates. A workbench holds those four in one place, so the office can answer “where is that?” without opening three spreadsheets and a notebook.
This page describes software, not a client. We have no HVAC customer to name yet, and nothing here is a summary of someone else’s business. It is what we build for this trade — and the finished sample build, made to the same shape, is open in your browser before you spend anything.
What does the HVAC workbench hold?
Four working surfaces, one system. Each one is a list your office already keeps somewhere — the difference is that they can see each other.
Dispatch board
The day at a glance: which technician has which job, what is booked for the morning, what is still unassigned, and what has moved because a part did not arrive. The office changes the board; the technician sees the same board.
Jobs and quotes
A quote is a document with a status: draft, sent, accepted, declined, expired. An accepted quote becomes a scheduled job without being retyped, and the job carries the site, the equipment and the notes with it.
Maintenance reminders
Each service has a due date. The system lists what is due this month, and booking the visit closes the reminder. Nothing depends on a paper tickler file or on someone remembering to look.
Customer history
One record per customer: sites, equipment, every job, every quote — including the ones that were declined — and every call-out. Whoever walks in the door can see what happened here last time.
What does a day look like with it?
In the morning the office opens the dispatch board, moves one job to another technician because a compressor did not arrive, and the change is on the board for everyone. Two service visits get booked out of the due-this-month list, and the customers are written to from the same record.
Through the day, a technician closes a job and marks what was found. It leaves the board, and whoever does the invoicing can see it is complete and what it was. In the afternoon an accepted quote is turned into a dated job instead of being copied into a diary by hand.
At the end of the month there is one place to look: how many quotes went out, which are still open, which jobs are unfinished, and which maintenance visits are overdue. No spreadsheet stitching.
What is the status flow?
This is the part worth checking against your own business before anything else. If these are not your words, say so early — the flow is built to be edited at specification time, not discovered later.
- QuoteDraft, sent, accepted, declined, expired
- JobUnscheduled, scheduled, in progress, complete
- MaintenanceDue, booked, done
- CustomerSite, equipment, history
Records export to CSV at any time, so the history you build up in the system is not locked inside it.
What does it not do?
A workbench is the operational part of the business, not the whole business. Being clear about the edge is part of the build.
- It is not accounting software. No general ledger, no tax, no payroll — your existing accounts package keeps that work.
- It does not send anything on its own. If a message needs to go to a customer, it is written and a person sends it. Nothing leaves the system unprompted.
- It is not a subscription product with modules you never open. It is one internal system for your documents and your schedule.
What does it cost, and how do I start?
A workbench like this is one of three one-time prices: $1,599, $2,599 or $3,299. They differ in how many document types the system handles and how much of it is tailored; the pricing page prints every number, including the add-ons and the optional monthly hosting plans. No monthly fee is required to keep using what we build.
Before a build there is the $99 System Sample: a clickable demonstration built around your own documents, with screenshots. It is credited in full if you order, and refunded in full if you do not order within 30 days. The sample build is open now, made to the same shape we sell.
Tell us your flow in writing — what comes in, what you quote, what you schedule, what has to come back next season. The contact form is six questions, and it is enough for us to say whether this is a fit.