Best HVAC Software for HVAC Business Starters

Best HVAC Software for HVAC Business Starters

If you’re in the HVAC business, you know that your business operation requires some much-needed automation. That’s where HVAC software comes in handy. It automates all the simple processes of in-house or field service business management, making work more efficient and effective.

If you’re looking for HVAC software that can complement well with what your business needs, then you’re in the right place. This article will discuss the five best HVAC software for 2021 and beyond.

What Features to Look for in the Best HVAC Software

Modern-day HVAC companies are always on the go, which means they need top-notch software to handle all of the complex processes that this business demands. When choosing a reliable field service management software, you must know what to look for, especially regarding the features, options, and overall characteristics. To give you a head start, here are some of the notable features that you need to look for:

A Simple and Understandable Interface

The first thing you would want to look for in HVAC accounting software is the user interface itself. You’d want a clean and easy-to-use UI. It won’t matter if it has multiple extensive and powerful features if the interface is full of clutter and unnecessary options.

A Solid Mobile Application

An HVAC business will have a busy workforce both in the office and in the field. If you want your business operations to run fluidly, you need software that offers a superb mobile app. That way, both your in-office and field crew can work seamlessly while accessing functions such as clocking in and invoicing via their mobile phones.

Excellent Technician Tracking and Invoicing Tools

Finally, the two important tools that the ideal HVAC software should have are invoicing and technician tracking. Providing an invoice to customers in a quick and efficient manner plays a crucial role in a field service management business an HVAC company. At the same time, you also need software that can track your technicians. That way, you can guarantee that they’re doing their job by taking the most effective and efficient route to conserve costs. At the same time, this feature will also let you know where your technicians are at all times, which is helpful for scheduling purposes.

Our Picks for the Best HVAC Software in 2021 and Beyond

There are many software options available right now, each with its own uniqueness in terms of upside and downside. So, when it comes to choosing which HVAC software is the best, we don’t just look at present impact and influence. Instead, we look further and predict its effectiveness and popularity in the next few years. After doing some extensive research, we came up with our top picks for the best HVAC software that’s been dominating the market this year and beyond.

Pick #1: Jobber – Best Software for Small HVAC Businesses

Jobber proves to be a bang-for-your-buck HVAC software that does a lot of things well for start-ups or small businesses. It’s pretty cheap compared to other options – making it quite an enticing choice for small HVAC businesses that don’t need an enterprise-level field service management platform.

Jobber has a lot of great tools and options to offer. But its most notable feature would be its invoicing system. It helps manage and organize your invoices and makes it that it’s easy and convenient for your technicians to use the app when on the field. It creates invoicing on the fly via the mobile app itself.

Technicians won’t have trouble invoicing, which will also be satisfying for the customer as well since they won’t have to wait long to get the invoice and make payment. In addition, Jobber allows technicians to manage their time like check-ins and check-outs with the ‘Clock In’ button.
At a reasonable $200 per month for up to 30 users, Jobber is a great option for small businesses or start-up HVAC companies with fewer than 30 team members. It also has a one-person package that’s available for $29 per month.

Pick #2: mHelpDesk – Has the Best Overall Features

If you’re not holding back when it comes to features, then you’ll love what mHelpDesk has to offer. This HVAC software is known for one thing: a boatload of features! When you try mHelpDesk, you’ll be amazed at all the things it can do.

Both its invoicing and billing features are solid, well-organized, and very easy to use. It also shows you the status of each invoice – that way; you will know which are paid and which are not. In addition, the user interface is pretty solid, featuring a daily calendar that pops up once you log in and access the main dashboard. This feature lets you see your schedule for the day, as well as the entire month for that matter.

The UI also offers a top-down look at your organization’s activities. That way, you can get more details right from the start. In addition, they also boast superb customer service. It’s very easy to schedule an appointment or get someone on the phone during emergencies. Their customer service representatives are also very knowledgeable and are willing to help you no matter what your issue is with the software.

Price-wise, mHelpDesk is also pretty diverse and open. The Pro version starts at $169 per month, allowing you to manage a small team of up to three users. Of course, any additional user will be charged an additional $45 per month, and so on.
The third tier, which is their enterprise-level, is $374 per month for up to ten users. Additional users will be charged $35 per month. You can also get custom job forms, 10,000 text message alerts, and other extra goodies. If your business needs unlimited users, there’s an option available for that as well.

Pick #3: Service Fusion – Has the Best Mobile App

As said earlier, a mobile app is one of the most crucial features of HVAC software. It’s quite pointless without one – which is why almost all HVAC accounting software has this feature. That’s why we went ahead and looked for the one with the most solid mobile app. We were quite impressed with Service Fusion and its mobile application among all the software that we tried.

Service Fusion offers a simple, intuitive, and easy-to-use mobile app – which is everything that HVAC technicians would need to do their jobs right from their mobile device. The UI is so simple that even tech novices can handle the app without having too much struggle. Even some of your technicians have never dealt with an HVAC business software before; they will do just fine with Service Fusion. But, of course, the same can also be said with their desktop version.

Feature-wise, Service Fusion isn’t a slouch as well. It offers a superb technician tracker and an auto-fill feature that lets you create work orders easily. For an extra charge to your monthly payment, Service Fusion can also come with a routing system that helps you check on your drivers and ensure they have access to the best and most efficient routes. It also lets you monitor their driving habits and determine which technician is doing great at their job and slacking.

In terms of price, Service Fusion is on the more affordable side. It has three tiers – all of which offer unlimited users, making it an absolute bang for your buck. The price tiers are as follows:

  • Starter at $99 per month
  • Plus, at $199 per month
  • Pro at $349 per month

Pick #4: FieldEdge – Best Software for Customer Support

If you want to take your HVAC business to the next level by providing excellent customer care and support services, FieldEdge is the option for you. This HVAC software is great for larger businesses as it features many features geared towards catering to a larger team.

FieldEdge offers many customizable options, which is great for larger firms since they’d most likely want a software option that will fit them and their operational needs perfectly. However, since it’s quite a comprehensive software, it can also get pretty complex. Fortunately, you can opt to have a FieldEdge representative guide you through the process. From user training to data integration, this HVAC software will have a lot to offer.

Unfortunately, the primary downside to FieldEdge is its high pricing, which can discourage smaller, mid-level HVAC companies even to consider trying it. Some of its unique features include the following:

  • QuickBooks integration
  • Build-in price book for HVAC inventory items
  • Invoicing

As mentioned earlier, price is a major hurdle for medium-sized companies to try FieldEdge. In fact, remote training and setting up will already cost you up to $4,000. In addition to that start-up fee, having a licensed copy of this software will also run at around $100 per month for desktop users. If you want to include a mobile app for field technicians, you’ll need to add another $125 to your monthly payment. That means you’ll be paying around $4,000 for the start-up fee, plus $225 per month just to use FieldEdge and all of the features that it brings to the table.

Pick #5: Intuit Field Service Management Software – Best Software for Tracking Technicians

If you’re someone who wants to keep track of their technicians’ whereabouts to guarantee maximum production, then Intuit’s Field Service Management Software should be something you should try. The people behind QuickBooks offer this great HVAC software for HVAC companies of all levels. It has a simple-to-understand UI that will make it easier for you to manage your business’s administrative side with absolute ease.

At the same time, it also serves as an effective HVAC dispatch software as well. “Bread Crumbs” is a feature in this software that lets you monitor the routes all of your technicians are taking. The information that you will get will then be used to create more efficient routes to save money. Or, if that’s not something on your agenda, then you can use it to make sure your technicians are driving safely to avoid potential accidents that will cost your company money.

The mobile app is helpful for your technicians, offering a simple interface that presents all of the tasks through a pop-up feature to go along with all the necessary customer information. With a quick scan, your technicians can view customer details, as well as the expected length of the job they’ll be doing.

In terms of packages, the Intuit Field Service Management software only has one version. However, it’s priced in three different tiers:

  • $35/month – per user for up to ten users
  • $31/month – per user for 11 to 40 users
  • $28/month – per user for 41 to 101 users

BONUS: ReliaBills – Best Invoicing System for Small HVAC Businesses

While it’s technically not an HVAC accounting software, ReliaBills can complement well with other service management software. For example, through its superb invoicing services, you can create unique and professional-looking invoices that will impress your clients and get you paid fast.

ReliaBills makes it a point to create professional invoices in the simplest way possible. Even if you’re starting from scratch, you’ll find that all of the features that ReliaBills offers are geared towards making sure you come up with an HVAC service invoice that your clients will appreciate. You even have the option to auto-generate your invoice for quickness and efficiency.

Once you’ve created your invoice, you can opt to have it sent via the ReliaBills invoicing system. You can either send your invoices manually or automatically in batches. You will get a notification when the invoice has been sent via email. At the same time, you will also get a notification if the customer has opened, acknowledged, or bounced your invoice. That way, you can take the right follow-up action. And if you’re ever curious, ReliaBills also send snail mail.

ReliaBills processes online payments sends automated reminders to both you and your customers, and even applies late fees. Our billing software will even re-send failed payments and provide various other features.

The best part about ReliaBills is that all of its features are available for FREE! All you need is to create a free account, and you’re all set. If you want additional features like auto collection notification, automated failed payment recovery, chargeback recovery, and more. In that case, you can upgrade your account to ReliaBills Plus for a monthly payment of only $24.95. So, if you are serious about invoicing, you should give ReliaBills Plus a try today!

Why Upgrade to ReliaBills PLUS?

If you want more features on top of the ones you get on the FREE basic plan, you can upgrade to our premium version, ReliaBills PLUS. For only $24.95 per month, you get access to all the features you need to create and run an automated recurring billing system. 

ReliaBills is all about excellent invoicing and effective billing strategies that help make sure your professional-looking invoices get paid. With ReliaBills PLUS, you get access to all the features of the free version + other amazing quirks!

No Limits!

  • Create, load, and import an unlimited number of customers and invoices.
  • Your invoices and estimates will be sent via email.
  • Assign specific “roles” to your team and access as many team members as you want.

Superb Customer Management

ReliaBills offers comprehensive customer data management that gives you access to data anywhere at any time. That way, you will know all the details you need about your customers.

  • Boost your customer knowledge even more with our detailed customer management system. Get insights about your customers’ credit statuses, balances, and payment histories!
  • Allow your customers to manage their payment details and have them visible for payment and invoice history.
  • Bulk import lets you add many customers at once to save time.

Awesome Invoicing

Of course, invoicing is our bread and butter! With ReliaBills PLUS, you get all the features of the free version + a heap of other great features that will help make you’re invoicing even more effective.

  • Create and send estimates to customers 
  • Send PDF copies of invoices via email. 
  • Get paid faster with online payment gateways.
  • Customize your invoice the way you want it to look and feel once it hits your customer’s inbox.
  • Automate 100% of your payment process with automated recurring billing. ReliaBills will handle everything from invoice creation delivery to payment confirmation.
  • Send automated estimates to your customers; your customers can then approve your estimate with a single click of a button.
  • Import invoices in batches to save even more time and resources.
  • Want to send invoices the traditional way? We’ve got snail mail, too! At an additional fee, ReliaBills can send your invoices for you.


ReliaBills PLUS comes with several features that will help you get paid faster:

  • Stop chasing customers for payments and start relying on our automated recurring billing system. 
  • Get paid even faster with electronic payments. ReliaBills offers a pre-integrated merchant account for quicker processing.
  • If you want to make sure your customers receive your bill, you can send them a notification via email and SMS messaging. Send alerts like current, past, and overdue payments.
  • Recovering chargebacks can be challenging. Let ReliaBills handle it for you.
  • Online payments aren’t 100% perfect. Failed payment happens. Fortunately, we know what to do when it does and will fix the issue for you.
  • Store customer payment information via AutoPay to make sure you get paid regularly. Your customers will only have to input their payment data once. When they do, ReliaBills will automatically charge and collect payment from them.
  • ReliaBills can handle late payments, too! We can send automated messages to your customers to make sure they get reminded of their late payments.

Even More Features!

Apart from the ones already mentioned, ReliaBills also offers some more features, like:

  • Relevant reporting
  • QuickBooks Online Sync
  • Full API
  • Scheduled Reporting
  • Exportable Reports

For more information about ReliaBills PLUS and its rich pool of features, make sure you check out our pricing page.

Wrapping Up

It’s about time you take a deep look at your HVAC business and see what’s missing. For example, are you looking into improving your invoicing process? Do you want to focus more on boosting your customer support? Do you want a lot of things done at once? Or do you want to keep track of your technicians’ movements at all times? Whatever you need, there will always be HVAC software for you. So, make sure you assess your needs and choose from our list of the best HVAC software.

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