- Optimize HVAC Operations from Dispatch to Billing
Comprehensive HVAC Service Management Software
Streamline technician schedules, manage inventory, and keep clients satisfied with WorkCase’s HVAC-focused management tools.
Centralized Job Management
Manage all HVAC service requests from one dashboard, keeping track of job status and technician schedules.
Real-Time Tracking
Track technician locations and job progress, enabling efficient dispatch and on-time service.
Efficient Scheduling and Dispatching for HVAC Technicians
With WorkCase, allocate the best technician for each job based on availability, skills, and proximity to reduce travel time and enhance response speed. Scheduling tools minimize downtime and optimize technician workflows for effective service delivery, increasing client satisfaction and reducing operational costs.
- Match jobs to technician skills.
- Reduce travel time and job delays.
- Improve client response times for enhanced satisfaction.
- Features
Precise Job Costing and Budget Tracking
Track HVAC job expenses to prevent budget overruns and maintain financial control. WorkCase’s job costing features allow you to monitor labor, material, and equipment costs in real time.
Labor Cost Tracking
Monitor time spent on tasks for accurate billing and better financial planning.
Materials Cost Tracking
Record materials used per job, improving cost efficiency and inventory management.
Profit Analysis
Evaluate revenue versus expenses to maximize profitability across HVAC projects.
Job Performance Reports
Monitor completion times and technician productivity, identifying areas for efficiency gains.
Cost Efficiency Reports
Analyze expenses versus revenue to improve financial outcomes and reduce waste.
Client Satisfaction
Gather client feedback for ongoing improvements and better service delivery.
- Why Choose Us
Insightful Reporting and Performance Analytics
Gain insights into HVAC operations with WorkCase’s reporting tools. Track metrics like job completion rates, technician productivity, and cost efficiency. These insights help you make informed decisions, refine processes, and enhance both profitability and operational performance.
Precise Job Costing and Expense Control
Monitor and control costs with WorkCase’s expense tracking tools. Track labor, materials, and overhead costs, comparing estimates to actuals for a clear view of profitability. This cost visibility helps HVAC companies make proactive adjustments and protect profit margins.
- Monitor labor and material expenses.
- Compare estimated costs with real-time spending.
- Make data-backed financial decisions.
Customer Communication and Notifications
Keep clients updated with automated messages for appointment confirmations, technician arrival alerts, and completion notifications.
Appointment Reminders
Send reminders to reduce no-shows, increasing efficiency and optimizing technician schedules.
Arrival Alerts
Notify clients when technicians are en route, providing accurate ETAs and improving customer satisfaction.
Completion Notifications
Inform clients immediately after job completion, enabling prompt feedback and payment.
How does dispatching work for emergency calls vs. scheduled installs?
Use a centralized board to assign techs by skills, certifications (e.g., refrigerant handling), availability, and location. Set arrival windows, push mobile work orders with checklists, and update ETAs so customers stay informed.
Can we manage maintenance contracts and PM schedules?
Yes—create contract plans (seasonal tune-ups, filter changes, coil cleaning) with calendar or runtime triggers. The system auto-generates work orders, tracks included vs. billable tasks, and preserves full service history per unit/site.
How are estimates and flat-rate pricing handled?
Build templates and price books for common jobs (furnace install, AC recharge, heat pump swap). Add options/alternates, parts bundles, and labour rates; convert approved quotes straight into jobs with inherited budgets.
What about parts, trucks, and inventory control?
Track stock across warehouse and service vehicles, set minimums/reorder points, and issue parts to work orders. Usage rolls into job costing automatically to prevent shrinkage and keep profitability visible.
How do billing and documentation tie together?
Capture time, parts, photos, test readings, and customer signatures on the work order; approved items flow into invoices (T&M, flat-rate, progress draws/retainage for larger installs). AR status and job profitability update in real time.
- FAQs
HVAC Software — FAQs
Purpose-built for HVAC install and service teams. Schedule and dispatch crews, standardize estimates and flat-rate tasks, track equipment and maintenance contracts, and capture time/parts from the field—so you hit SLAs, prevent repeat visits, and keep margins tight.