The Ultimate Guide to HVAC Software

The Ultimate Guide to HVAC Software

HVAC is an essential service. But even as your HVAC company works to provide a service you know your customers can’t live without, you’re always striving to make things better. From energy-saving tools to going completely paperless in billing, your HVAC company boldly walks up to the door of every home and provides a clear solution for its customers.

At some point over the life of your business, you’ve asked or thought:

  • What are HVAC business profit margins?
  • How much does HVAC software cost?
  • How to Get More Customers for my HVAC Business?
  • What are some examples of HVAC software?
  • What is HVAC Software

In this guide, we’ll prepare you with everything you need to know about HVAC Software and How to Get More Customers for your HVAC Business.


HVAC software and how it impacts you.

In the past two years, there has been a rise in growth for field service management companies. While the value of the industry in 2019 was approximately $3 billion, it is expected to grow nearly twice as much by 2024[1]

According to Fieldpoint’s statistics on the growth of field service management companies, approximately 52% of businesses still use manual methods[2] to complete their services. From a long-term perspective, this creates more stress and exhausts more funds that could be used in other aspects of the business. However, the good news is that approximately 48% of businesses are using field service management software. So, how does this play out for you in the HVAC industry?

HVAC software is a field service management program that works specifically for the HVAC businesses. With such a software solution, you will be able to control every aspect of your business, from resource scheduling to route optimization and mobile accessibility. Additionally, with HVAC software programs you can schedule and dispatch your field technicians with a seamless system that integrates customer information for faster and more efficient service, invoicing, and customer service management.

HVAC Software allows you to maximize your visibility, profitability, and efficiency in delivering the best service possible to your customers. With an all-in-one software solution that can be tailored to your business’ needs, you’ll never need another solution. Let’s look at a few examples of HVAC software and even dive into HVAC software pricing.

HVAC Software Programs

With a highly integrated software solution, your businesses can and will flourish to your hearts’ desires. If you’re on a search for the best HVAC software, you’ll want to look for a solution that can cover every aspect of your company “in-house” without having to worry about third party service providers.

Acumatica Field Service Edition: An end-to-end business management solution designed for progressive field service organizations. As Circle City Software Solutions’ top choice, it supplies everything field service companies need to grow on a cloud business platform without becoming obsolete. As a highly customizable management solution, Acumatica provides the following services (and more) in a single platform, making it quick to deploy for any field service company:

  • Scheduling, Dispatching and Call Center
  • Mobile Service Management
  • Project & Cost Tracking
  • Emergency Service Calls
  • Inventory Management
  • Business Intelligence Dashboards

Our trusted Acumatica software eliminates the need for integrations or third-party software because it handles every aspect of an HVAC company’s needs.

Service Fusion: Easily integrated with QuickBooks Online and capable of multi-phase projects, Service Fusion provides a digitally-integrated, and no-touch customer experience by allowing its users to monitor business operations across through a central hub for:

  • scheduling and dispatching
  • Invoicing and payments
  • Online estimates

Additionally, Service Fusion utilizes artificial intelligence for improved usability, tracks clientele, and assesses metrics to yield more efficient outcomes. Even in its integrated experience, it lacks offline support which could greatly affect a field service technician’s ability to record information for accurate reporting. Again, another reason why we chose Acumatica as our number one HVAC software solution.

FieldPlus: MarginPoint’s FieldPlus helps HVAC business manage customer insights, service orders and inventory with an integrated solution. This allows for HVAC technicians to easily access dispatched data which would yield higher job completion rates and better customer satisfaction. Additionally, FieldPlus offers its customers:

  • Inventory Integration
  • QuickBooks Integration.
  • Payments Processing
  • Customer/Job Site Management
  • Products and Pricebook
  • Work Order Management

However, like the previous two services, what makes Acumatica a better choice is an all-inclusive, in-house service for everything ranging from inventory management to route optimization. There is no better HVAC service than Acumatica because it doesn’t require additional software integration such as Quickbooks.


What kinds of benefits does your business offer?

Maybe your company has been using a lot of moving parts to provide exceptional service to your customers, but you notice that your competitors are doing the same thing with less expenses. It may be because they are using an all-in-one HVAC software solution that saves them time and money without outsourcing to third-party applications. Let’s conduct a quick assessment to see if your current software is doing the most that it can for you.

  • Is scheduling a smooth flow or a slow leak?
    • From maintenance contracts to installation processes, a strong HVAC software solution allows you to schedule out and prioritize tasks according to their level of urgency. Such software provides the details on a technician’s assignment, the materials needed for said assignment and how long the service call should take. There are many steps to a service call/project, and it is important to have this process automated to decrease the amount of brainpower you––or your technician––have to spend on the meticulous tasks. Let HVAC software be the springboard to your success.
  • Are you getting invoices to your customers on time by using automated billing?
    • Automated billing ensures the consistent delivery and acquisition of revenue. This allows you to focus on acquiring more projects instead of taking hours at a time to invoice multiple customers.
  • Are you able to manage your warranties?
    • Having active warranties on equipment and other hardware ensures that you will be able to provide a quicker solution to defective or malfunction materials.
  • Are your routes optimized to ensure timely arrival to service calls?
    • You’ll want a fleet management solution that operates within a mobile workforce to enhance and maximize fulfillment at the lowest cost. The lack of route optimization, however, puts technicians at risk of encountering unforeseen road hazards and traffic, which yields less urgency for high-priority calls.
  • Is your HVAC software optimized for mobile use?
    • As you look for a feasible software solution, look towards the synchronicity of technology. For example, a cloud-based platform allows you to access features from any device with no delay. Most mobile applications have been optimized to keep technicians abreast of what is needed while in the field, conducting service calls. HVAC software solutions that have mobile capabilities may feature dispatching services that allow technicians to make real-time changes to their daily routine and send immediate updates back to the headquarters to provide faster service to clients. Additionally, the use of mobile applications promotes sustainability, cuts back on paper costs, and produces timely invoices. For technicians, mobile software can mean:
      • Little to no physical paperwork
      • Digital task completion
      • Online repair manuals
      • Quicker repair times
      • Higher repair success rates

Click here to learn more about HVAC Asset Management Software.

What Role Does HVAC Software play in Profit Margins?

One of the best ways to increase HVAC business profit margins is to invest in field service management software like Acumatica. Acumatica yields higher efficiency and capability to schedule jobs, manage customer relationships, track your inventory, and streamline invoicing and payments, thus saving you time and money every day.

If you’re not quite ready for an HVAC software solution, the following tips may also help you increase your HVAC business profit margins.

  • Declare Your Desired Profit Margin: With a starting net profit of approximately 2.5%, the HVAC typically only sees a high of 3.5%. However, if you want to attain higher profit margins, you will need to consider your project labor costs, in addition to overhead costs, and the profits for additional departments. This will help you make sure that your company is not breaking even and will lead to more cushion room to improve your service offerings.
  • Implement Alternative Pricing: How much time do you spend itemizing every single bit of service for clients? You may even include the materials that have been used. Well, while doing this helps you see exactly what you’re giving, it also creates a whirlwind of error and potential customer dissatisfactions. By implementing a flat-rate pricing strategy, you will simplify your invoicing, reduce errors, and improve customer satisfaction. But most importantly, you will make a profit by implementing a flat rate.
  • Respond faster to calls by charging extra: While implementing a flat-rate pricing strategy, you may notice that the demand for your services are increasing. Depending on the urgency needed for a specific service call, your customers may ask for expedited services. This may cause you to consider charging a flat-rate premium price for same-day responses to service calls. While it is the case that this profit margin strategy may turn customers away, it is also the case that the customers who desperately need your services will pay top and extra dollars to have their needs met.
  • Service Agreement Implementation: You always want to foster the relationships with your clients so that they can become recurring clients. By using service agreements, customers can become long-term clients to ensure a successful stream of revenue and top-notch service.
  • Offer Repair Credit for Replacements: HVAC equipment can be expensive, and many customers may not be able to afford brand new installations, even though they may desperately need them. As a result, homeowners may opt for a quick fix until they can afford it. One way to increase your profit margin is to offer a repair credit towards a true replacement, which allows your technicians to make a repair on the HVAC system and apply the cost towards an eventual replacement when time permits.

Click here to learn more about how to improve your HVAC business structure.


Find your HVAC Service Software with Circle City Software Solutions

You want to make sure that your processes are housed in the same place and can integrate with your field services with ease. By creating automation for your scheduled service dates, you can ensure effective results and customer satisfaction for the next week, month, quarter or year. You need a software solution that can save you time and money by eliminating the back-end work and focusing on the higher-level priorities that can greatly increase your revenue stream

Today’s field service management applications give you the liberty of streamlining your processes while decreasing costs and increasing revenue. They also allow for integrations with cloud computing so that you access your data, insights, and other necessary components needed to provide seamless service to your customers.

Acumatica Field Service Edition distinguishes itself from other field service applications because the user interface provides a seamless transition between applications. To learn more about Acumatica’s platform, check out our five-minute demo to determine whether Acumatica is the right solution for you.