HVAC (heating and air) software
DispatchMind runs a HVAC (heating and air) company from one place: calls and leads in, jobs on the schedule, the work on your team’s phones, then the invoice. Pick HVAC (heating and air) when you sign up and it’s set up for your trade from the first screen. You can change any of it later.
An HVAC shop lives and dies by the first hot week of summer and the first cold night of winter. The phone rings nonstop, everybody wants a tech today, and tune-up customers still need their visits. DispatchMind sorts the urgent no cool calls from the routine work, keeps every unit on file, and gets invoices out before the truck leaves.
A typical HVAC (heating and air) job in DispatchMind
- A homeowner calls about a no cool, and Nellie picks up, asks if anyone at home is elderly or sick, and books the job as Submitted.
- The office drags it onto the right tech on the dispatch board and he taps on my way so the customer gets a heads up.
- On site the tech pulls up the condenser and air handler on file, adds photos of the bad capacitor, and builds an estimate from the price book.
- The customer signs on the phone, the tech closes it out, and the automation tags it Ready to invoice.
- The card gets charged through your own Stripe account and the job moves to Done pending approval for you to sign off.
What HVAC (heating and air) owners tell us slows them down
Heat waves bury the schedule
When the temperature spikes you get more no cool calls than you have techs. Nellie answers every call, flags the ones with kids, seniors or medical needs as urgent, and books the rest into open slots so nobody falls through the cracks.
Nobody knows what unit is there
Techs show up blind and waste time reading a faded data plate. DispatchMind keeps equipment on file at each address with brand, model and install dates, so the tech knows the system before he rings the bell.
Tune-up customers slip away
Maintenance plans are your steady money, but they get forgotten when it's busy. Set yearly or twice a year service plans, let DispatchMind create the visits ahead of time, and move a single visit when a customer asks.
Set up for HVAC (heating and air) from day one
Your job types
- AC repair
- Heating repair
- No cool / no heat
- Maintenance / tune-up
- System replacement
- New install
- Ductwork
- Thermostat install
- Indoor air quality
- Estimate visit
The details you keep on each job
- System type
- Make
- Model #
- Serial #
- System age (years)
- Refrigerant
- Tonnage
- Filter size
- What the customer reports
A checklist for the work
AC tune-up: Thermostat works and is set right · Filter checked or replaced · Condenser coil cleaned · Capacitor and contactor checked · Refrigerant pressures read · Amp draw measured · Condensate drain clear · Supply and return temperature split recorded
A starter price list
Your common items are already in your price book. You set every price; nothing is filled in for you.
- Diagnostic visit
- After-hours service fee
- Capacitor replacement
- Contactor replacement
- Condenser fan motor replacement
- Blower motor replacement
- Igniter replacement
- Flame sensor cleaning
- Refrigerant charge (per lb)
- Leak search
- Condensate drain clearing
- Coil cleaning
- AC tune-up
- Furnace tune-up
- Filter replacement
- Thermostat install
- System replacement (quoted)
- Duct repair
Equipment on file
Keep what’s installed at each place, by type and brand (Carrier, Trane, Lennox, Rheem, Ruud, Goodman, Amana, Bryant and more).
Nellie knows the trade
Nellie is the assistant built into DispatchMind. On a HVAC (heating and air) account she knows how your customers talk and what to ask:
- Is it no cooling, no heat, a noise, a leak, or a maintenance visit?
- What kind of system is it and about how old?
- Is the thermostat on and showing a temperature? Has the breaker tripped?
- Is anyone in the home elderly, an infant, or medically at risk?
- Best time window and the address?
What she treats as urgent: No heat when it is freezing outside; No cooling in extreme heat with elderly, infants or sick people in the home; Gas smell: tell them to leave the house and call the gas company or 911 from outside, then book; Carbon monoxide alarm going off: tell them to get out and call 911.
What she never does: Never quote a repair price the company hasn’t set in its price book; Never tell a customer what is broken before the tech sees it; Never tell anyone to reset or bypass a safety switch.
Everything else
- Jobs move through four plain steps: Submitted, In progress, Pending, Done pending approval. Your trade’s own steps are color tags you can sort by.
- Estimates and invoices from your price book.
- A tech app for your team, with what each person may see set by you.
- Reports and commissions worked out from your own jobs.
- Bring your customers and jobs over from the system you use now.
HVAC (heating and air) software: common questions
Can DispatchMind handle seasonal maintenance agreements?
Yes. Set up recurring service plans per customer, monthly, quarterly or yearly. Visits are created ahead of time and you can skip or move one without breaking the plan.
How do I handle emergency no heat calls after hours?
Nellie can answer the phone when you can't. She asks the right questions for heating calls, knows what counts as urgent, and books the job so it's waiting on the board in the morning or flagged for whoever is on call.
Can I track the equipment at each customer's home?
Every address can hold its equipment with brand, model and dates. Techs see it on the job page, so repair quotes and replacement estimates start from real information.
Can my techs build replacement estimates in the field?
Yes. Techs build estimates from your price book in the app, the customer approves and signs right there, and the estimate turns into an invoice with one tap.
Can I try DispatchMind for my HVAC company before paying?
Yes. You get a 14-day free trial with every feature turned on, Nellie included, and no card needed. After that it's month to month, so you can walk away anytime.
Related trades
Try DispatchMind free for 14 days
Set up for HVAC (heating and air). No card, month to month.