Mechanical contracting software
DispatchMind runs a mechanical contracting company from one place: calls and leads in, jobs on the schedule, the work on your team’s phones, then the invoice. Pick Mechanical contracting when you sign up and it’s set up for your trade from the first screen. You can change any of it later.
A mechanical contractor juggles commercial service calls, preventive maintenance on boilers and chillers, and longer install and retrofit jobs. The buildings are big, the equipment is expensive, and the customer wants records. DispatchMind keeps every unit on file, schedules maintenance ahead of time, and tracks what each job really costs you.
A typical mechanical contracting job in DispatchMind
- A building manager calls about a boiler down and it's booked as a Service call and flagged urgent.
- The office assigns a tech from the dispatch board and he pulls up the boiler on file at that address.
- He logs readings and notes, adds photos of the failed part, and the job gets a tag for parts needed.
- Once repaired, he closes it out and the automation tags it Ready to invoice.
- The invoice goes to the customer and any open balance sits on the collections list until it's paid.
What mechanical contracting owners tell us slows them down
Preventive maintenance slips
PM contracts only work if the visits happen. Set quarterly or yearly service plans per building, DispatchMind creates the visits ahead of time, and you can move one when the building asks.
Too many units per site
One building can have several boilers, chillers and air handlers. Keep each one as equipment at the address with brand, model and dates, so techs know which unit they're working on.
Retrofits eat profit quietly
Long jobs pile up parts and labor hours you don't see until it's over. Expenses, parts used and tech pay roll into profit per job, so you see where the money went.
Set up for mechanical contracting from day one
Your job types
- Service call
- Preventive maintenance
- Boiler / chiller service
- Install
- Retrofit
- Estimate visit
The details you keep on each job
- Building / site
- Unit tag #
- Make
- Model #
A checklist for the work
PM visit: Each unit by tag · Filters · Belts · Readings recorded · Issues photographed · Report for the customer
A starter price list
Your common items are already in your price book. You set every price; nothing is filled in for you.
- Service call
- Labor (per hour)
- Preventive maintenance visit
- Parts
- Install (quoted)
Equipment on file
Keep what’s installed at each place, by type and brand (Trane, Carrier, York, Lennox, Daikin, Weil-McLain and more).
Nellie knows the trade
Nellie is the assistant built into DispatchMind. On a mechanical contracting account she knows how your customers talk and what to ask:
- Which building and which equipment?
- What is it doing?
- Access instructions?
What she treats as urgent: No heat or cooling in a building with people who need it; Water leaking from equipment onto a ceiling or floor.
What she never does: Never quote a price the company hasn’t set in its price book; Never promise what the tech will find before the visit.
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.
Mechanical contracting software: common questions
Can I schedule preventive maintenance for commercial buildings?
Yes. Recurring service plans can run monthly, quarterly or yearly with visits created ahead of time. Skip or move a single visit without changing the whole plan.
Can I track every boiler and chiller at a site?
Each address can hold multiple pieces of equipment with brand, model and dates. Techs see the list on the job page.
How do I handle estimate visits for retrofits?
Book an Estimate visit job type, build the estimate from your price book, and send it for approval. Once signed, it turns into the invoice for the work.
Can building managers see a history of service?
The customer page keeps every job, note and photo for that address. You can pull it up whenever the building asks what's been done.
Can I try DispatchMind for my mechanical contracting 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 mechanical contracting. No card, month to month.