Like many other businesses in the trades, HVAC companies are typically run by expert tradespeople with extensive experience in the field. However, in the office, they tend to rely on traditional methods. These traditional workflows might have made sense in the 70s, but today, they're holding your company back from potential profit. Consider what goes into your standard work order, and imagine if you could shave hours off of the process, so you could get right to work.
Your first visit to the client's site usually results in a quote, likely scribbled on paper. Once the job is approved, you secure payment and review the quote again to determine exactly what materials are needed and procure them. Once that's done, you need to review your staff's availability to determine who can handle the job. Then you draft instructions for them and put them to work. This process can take days or weeks, but it can also be completed in hours.
However, HVAC software can transform your business, specifically your work-order operations. Here’s how.
Instead of writing down paper quotes, the software allows you to make a digital quote while you're on site. You don't even need to bring a special device. Simply use your phone or tablet while walking around the facility and add work or materials as needed. Once you're done with your evaluation, you'll have a finished quote that you can send directly to the client's email. When you configure your software, you'll input the expected costs associated with specific jobs, as well as any additional amount you need to charge to turn a profit. Those amounts are automatically fed into the quote system, so your customer receives an accurate quote instantly, and you know exactly how much you will earn from the job. This makes your quotes more transparent for customers, which makes them more likely to sign off and close the deal.
The beauty of digital HVAC management tools is that they link items together, so that the quote you just took can now be turned into a purchase order for materials. Based on the information you input while quoting, the system will tell you exactly what you should order. You can also make manual adjustments to the list as needed. If you already have your inventory synced up in the system, you'll see what you have in stock and what you need to order. You can decide whether to purchase new materials or use existing ones. Each job is saved in the system, so you'll never accidentally take materials from another job. By managing your inventory this way, you expedite procurement and can start working faster. More jobs done equals more money at the end of the year.
Within a matter of hours, your quote has already called for the materials you'll need to get the job done. However, you still need to figure out who will work on it. Fortunately, your software will answer that question for you in minutes. You simply define the working hours for that particular job, and the software will assess your team's availability to determine who needs to be present. It can even automatically assign people if you prefer. You must add your employees or contractors, along with their availability, for this feature to function properly. It only takes a few minutes per person. The system automatically checks for conflicts with other jobs, ensuring that no one is ever double-booked. The person assigned will receive instructions and information about the job directly from the initial quote. Employees check in with the same software to let you know they're actively working.
It's rare for a job to go off without a hitch. How you respond to problems and setbacks will have a major impact on your company's perception. With digital software, you'll be notified if there are issues. For example, if someone doesn't show up to work, you'll get a notification as soon as they're late so that you can find a replacement. If materials are in short supply, the system can create an urgent purchase order to keep things moving. The best HVAC programs include customer management tools, allowing you to follow up with your customers and gather their feedback. You can even program reminders to reach out to clients for repeat business or upsells. Maybe a year or two after installing that new air conditioning unit, you could offer to do some duct cleaning. With software, you'll never forget to make that call that could lead to easy money. Â
One of the biggest advantages of going digital is that your entire business is at your fingertips at all times. Your phone, laptop, office PC, or any other device with internet access can access your company's information. You don't need to commute to the office or back up files to bring with you when you head out of town. The cloud makes everything accessible everywhere. Contact ServiceBox to schedule a meeting and learn more about how our HVAC software suite can help your business run more efficiently.
Our app offers a suite of features that improve communication between the office and technicians. It allows admins to send dispatch notifications and updated work orders, so technicians are immediately informed of new assignments or schedule changes. This real-time communication enables technicians to deliver high-quality service more efficiently.
To-do reminders are another invaluable aspect of the app. They keep employees on track with their tasks and deadlines and are especially useful in managing last-minute jobs or sudden changes in customer requests. Technicians can receive updates and instructions on the fly, enabling them to respond to emergencies or urgent repairs quickly.
ServiceBox simplifies quote, work order, and invoice generation because technicians can create documents with ease directly from their app. They can complete their work orders with essential details such as service descriptions, labor hours, materials used, and pricing, and then generate quotes and invoices from this information. With just the press of a button, ServiceBox creates professional-looking documents, eliminating the need for manual data entry. This streamlined process saves time, enhances productivity, and allows technicians to focus more on delivering quality service to customers. Additionally, ServiceBox offers customizable templates and branding options, allowing businesses to tailor quotes and invoices to reflect their unique identity.
ServiceBox offers extensive options to personalize work orders on the app. You and your admins can tailor work orders by adding custom fields, descriptions, checklists, and attachments. This helps you capture detailed information, track progress efficiently, and make sure your service delivery is accurate.‍
You no longer need to use paper timesheets and manual entry to manage your employees. Technicians can now record labor directly onto digital job cards using their mobile devices. Our check-in/check-out system simplifies time tracking with just a touch of a button on their phones. Online timesheets automatically populate with labor entries. GPS technology then confirms the accuracy of employee check-ins and check-outs.
From the office, staff can monitor, adjust, and report on labor entries in real-time, thereby simplifying resource management and budgeting. With these employee time management features, you can improve accuracy and reduce your company's administrative burden.
The GPS tracking feature improves the HVAC service experience by providing real-time visibility and control over field operations. With GPS tracking, you can optimize technician routes to reduce travel time and fuel usage. This also makes it more likely that technicians will arrive on time, allowing you to improve customer satisfaction. Additionally, GPS tracking enables your administrators to monitor technician locations, improving accountability and safety while minimizing unauthorized vehicle use and downtime. The feature enables accurate time tracking, allowing payroll processes and labor cost management to be improved. Furthermore, GPS data can be leveraged for proactive maintenance scheduling, asset tracking, and performance analytics.
You no longer have to send individual texts and waste hours trying to schedule appointments because everything is centralized in the app. Your admins have real-time visibility into staff's locations and tasks at any time, wherever they are. The drag-and-drop scheduler is intuitive and visual, allowing admins to quickly assign work orders to specific time slots.
Dispatcher Mode automates the dispatching process by sending job site and work order details directly to technicians' mobile devices. This ensures they know where they need to be and what tasks they need to complete. Plus, with a glance, you can see your team's current capacity and schedule appointments efficiently to optimize their time.
Another important feature of the app is access to the integrated database of customer information. Technicians can review each customer's details before they start work. That way, they can gather information about previous services or specific preferences. This makes it much easier for them to provide excellent service, even if they have never worked with this person or business before.
The accessible information includes not only the customer's data, but also their past service reports, notes, and any special instructions. As a result, technicians can personalize their approach and anticipate customer needs. This database is particularly useful for new technicians who may not have much knowledge about the business's customers and their past requests.
Do your technicians sometimes miss appointments or turn up at the wrong address because they aren't properly informed? If so, the ServiceBox app may be helpful. By sending to-do reminders and dispatch notifications, our app ensures that appointments are never missed and tasks are completed on time. Your technicians will no longer forget important deadlines, and they'll always know where to go.
Aside from regular reminders, your admins can also communicate last-minute changes. Because they have an overview of everyone's schedules thanks to the ServiceBox drag-and-drop scheduler, they can immediately assign emergency appointments to the technician who has the most time or is already in the customer's vicinity. The technician then receives an instant alert and can address the issue.
The app's GPS tracking feature offers various improvements to your business's efficiency. Firstly, this feature enables real-time monitoring of technicians' locations, which ensures accountability and productivity. GPS tracking also helps resolve client disputes by providing accurate data on technician movements and job progress. If a client asks for details about the hours worked, you have concrete evidence of your technicians' locations.
Additionally, GPS tracking enables you to optimize route planning, reducing travel time and fuel costs. In cases of unexpected delays due to traffic or other issues, tracking enables your admins to proactively update customers. If necessary, they can reschedule appointments or change the technicians' schedules.
The app's customizable work orders feature allows technicians to improve their service delivery by adding notes and pictures directly through the app. They can provide detailed info about job requirements, customer preferences, or specific instructions. This helps you maintain transparency and send your customers more accurate invoices. Many clients appreciate thorough communication and enjoy receiving updated photos of the work in progress.
Additionally, this ability to attach pictures enables technicians to showcase completed tasks or highlight ongoing issues that require attention. This visual aid is valuable for future service appointments, especially if a different team of technicians takes over.
The HVAC work order app setup process is designed to be as user-friendly as possible. We offer intuitive onboarding tools, group tutorials for your admins and techs, and resources to guide you through the setup process step by step. You can easily customize your account settings, including company information, user permissions, and preferences, to tailor the platform to your needs and the size of your company.ServiceBox also provides seamless integration with existing accounting systems, ensuring your business operations remain uninterrupted.Â
Additionally, dedicated customer support is available 24/7 to assist with any issues that may arise during setup. Ready to take your business to the next level? Comprehensive home service software provides a wide range of solutions, including work order generation, communication, and efficient scheduling. Contact us at ServiceBox to learn more about our app designed for HVAC businesses. We look forward to helping you get set up and customize the program so it's the ideal solution for you.
ServiceBox simplifies payment collection through various methods like credit card processing, hand point systems, or invoicing with pay buttons or links. The process of creating work orders and invoices from quotes is almost instantaneous, as it only takes one click to convert a document. ServiceBox also offers advanced inventory management, allowing businesses to link inventory to quotes, work orders, and invoices for efficient tracking.
Our customers love the affordability and flexibility of our software. ServiceBox is priced to ensure you see a return on your investment. We have pricing options that align with your needs; whether you’re a one-person service business or manage a large team in the field.
Field Service Management — Field work scheduling software for contractors and small businesses. Try our full demo! The best field work scheduling software for HVAC, Plumbing and Electrical Contractors.
.png){kind=small}