Industries · HVAC
Your field software runs the call. The office still runs everything around it.
Dispatch, estimates and invoicing live in ServiceTitan or Housecall Pro. Warranty registrations, supplier invoices, agreement renewals and rebate forms still get typed in by somebody in the office. We automate that part.
The tech installed a new system on Tuesday. The warranty registration is still on a sticky note on Friday.
An HVAC shop can run a clean dispatch board and still lose money in the back office. Every install needs a registration on the manufacturer portal. Every supplier invoice needs matching to a job. Every maintenance agreement needs its visits scheduled and its renewal chased before the season turns. Most of that happens outside the field software, by hand, when someone has time.
We build the connections between your field service platform and everything it does not reach: manufacturer and distributor portals, accounting, rebate paperwork and the customer-facing site. The platform stays. The retyping goes.
Where the software stops
Good at the job. Thin at the edges.
We do not replace your field service platform. It is usually the right tool for dispatch and the truck. The gaps are where its data has to go somewhere else.
ServiceTitan, Housecall Pro, FieldEdge
Warranty registration happens on someone else's website
Your platform can store equipment and warranty details against the customer. Registering the unit with Carrier, Trane, Lennox or Goodman still means logging into that manufacturer's portal and keying the model, serial and install date again, one unit at a time.
Supplier and distributor accounts
Parts invoices do not know which job they belong to
Parts come from the supply house on a counter ticket or a monthly statement. Matching each line to a job, a truck and a warranty claim for returned parts is a spreadsheet exercise in most shops.
Maintenance agreements
Renewals work until the agreement is unusual
Standard residential memberships renew fine. Commercial agreements with custom visit counts, multi-site customers and equipment lists that change mid-term are where the office falls back to a calendar and a list.
QuickBooks and the website
Accounting and the booking form sit outside the loop
Sync to accounting covers the easy cases and leaves exceptions for someone to fix by hand. Website service requests often arrive as an email that someone re-enters as a job.
The paperwork
What your office types twice.
Every item here already exists as data somewhere in your business. The work is getting it to the second place without a person in the middle.
- Warranty registrations
- Model, serial and install date, keyed into each manufacturer portal after every install. Miss the manufacturer's registration window and the homeowner can lose the longer warranty term.
- Utility and manufacturer rebates
- Equipment details, invoices and AHRI certificates gathered from three places and uploaded to a rebate program that has its own form.
- Maintenance visit schedules
- Spring and fall tune-ups generated from the agreement, then booked around the season that is already full.
- Supplier invoices and returns
- Counter tickets and statements matched to jobs, and defective parts tracked back to the distributor for credit.
- Refrigerant and equipment records
- Charge amounts and equipment history kept for commercial customers who ask to see them.
How we help
Built around the field software you already run.
Warranty registration automation
Completed installs register themselves with the manufacturer, with a person checking the batch rather than typing every field.
Agreement and renewal tracking
Visit schedules and renewal reminders for the agreements your platform handles awkwardly, especially commercial and multi-site ones.
Supplier invoice matching
Parts lines matched to jobs and trucks so job costing reflects what was actually used.
Rebate paperwork
Rebate submissions assembled from the job record instead of rebuilt from email attachments.
Accounting sync that handles exceptions
A connection to QuickBooks or your accounting system that flags the records it could not post instead of dropping them.
Service request intake
Website requests that arrive as jobs, not as emails that someone copies over.
A website you do not maintain
Managed Website plans from $95 a month. Service area pages, seasonal offers and the booking form kept current.
Owner reporting
Agreement counts, renewal rates and job margins pulled from the systems of record into one view.
Automation and custom software work is scoped and delivered for a fixed estimate you approve before we start.
Proof · CASH · the same kind of work
$450,000 saved. One portal, one record at a time, automated.
We have not built for an HVAC contractor yet, and we will not pretend otherwise. What we have done is the same shape of problem. CASH filed settlement claims into an outside portal one record at a time, and it ate most of the working day. We automated the filing: a batch goes in, each record files itself with about 90% of every form filled, and a person checks the result. It removed roughly 13,500 hours.
A manufacturer warranty portal is the same job with different field names.
Go deeper
Running a company's websites and tools without an IT team.
Most HVAC shops have a field platform, an accounting system, a website and three portals, and nobody whose job is to make them agree. The playbook covers what that costs and where to start.
HVAC
Show us what the office retypes.
Bring your field platform, your supplier accounts and the portals you log into every week. We will show you which of those can stop being manual.
A senior engineer reads it and replies within one business day.
or call +1 (610) 756-5060