HVACBossPro is built for heating & air companies — service calls and repairs, spring and fall tune-ups on maintenance agreements, yearly visits, the equipment at every address (system type, model, tonnage, filter size and unit location), and homeowners, businesses, property managers and commercial accounts. Plans start at $59/month, and you are never billed per user.
Every tune-up and service call that came due waits on one list, with counts by service. No more summer no-cool calls on sticky notes or a maintenance-agreement spreadsheet.
Spring-and-fall and yearly maintenance agreements are set by the minimum days between visits (180 or 365), so each address comes back onto the waiting list by itself when it is due.
Pins are colored not due yet, due now, or overdue (past a 7-day grace), so the late stops stand out before a customer calls.
Draw a circle on the Waiting List map, or select stops, and assign them to a van in one step.
The Scheduled list shows every job by day on a week strip, in route order. Filter by van, drag work between days, and see stop and dollar totals for each service.
Put every stop on the right van — one on repair calls, one on tune-ups — and track which tech handled what.
Update job status from the board or the tech app. Skipped stops stay on the waiting list until they are done.
Diagnostics, repairs, spring and fall tune-ups, yearly maintenance visits and one-time service calls — so every stop on the board says exactly what the van is going out to do.
Every waiting and scheduled job pinned on an interactive map, so you can see where the work is before you dispatch.
Auto-route a van’s stops Closest First or Furthest First from your shop, or drag them into the order you want on the dispatch board.
Maintenance-agreement tune-ups come due on their own, so one van can work through the tune-ups that are due while another handles the repair calls that come in.
The tech taps the Map button on the job and gets turn-by-turn directions to the address — no calling the office.
See where your crews are on the office map while they work the route, so you can answer the customer who calls.
The system type (Central AC + Furnace, Heat Pump, AC only, Furnace only, Mini-Split, Boiler or Package Unit), brand, model number, serial number and year installed on each job — right in front of the tech before the van leaves the shop.
Shown as "Central AC + Furnace · Trane XR14 · 3 ton · installed 2012 · filter 16x25x1" on the lists and the tech’s phone, with the serial on the next line and where the unit is (attic, closet, garage, basement, crawlspace, roof or outside). Entered once, shown on every visit after.
"Gate code 4417. Dog in the back yard. Attic ladder in the hall closet. Thermostat in the upstairs hallway." Notes show up on the job in the tech app.
Add notes to any job — what happened, what the customer said, anything the next tech needs to know.
Techs take before and after photos of the equipment from the app. They attach to the job automatically.
Every visit for a customer or property manager on one timeline — date, tech, notes and photos.
Build your service list once — diagnostic, tune-ups, maintenance plan, capacitor, contactor, drain line, refrigerant per lb, blower motor, thermostat, coil cleaning. Add line items to any quote by selecting from your list — no retyping prices.
Send a branded quote to the customer in one click. No downloading, no copy-paste into your email.
Customers click a link to view and approve. An approved estimate becomes the scheduled job, with any equipment details from the estimate carried onto it.
3 follow-up texts go out automatically if a customer doesn't respond. HVACBossPro chases the deal so you don't have to.
Apply percentage or flat discounts. Set tax rates and HVACBossPro calculates tax on every quote automatically.
Track every quote as Draft, Sent, Accepted, or Declined with full history and timestamps.
Turn any accepted quote into an invoice in one click. Line items, discounts, and tax carry over automatically.
Store customer cards securely. Charge automatically when the job is marked complete, or on a schedule — paid without chasing anyone later.
Customers pay the invoice online or in the customer app with one tap.
Filter all invoices by Unpaid, Partial, Paid, or Overdue. See your total outstanding balance at a glance.
Log partial payments against any invoice. Track remaining balance and full payment history per account.
Unpaid invoices trigger 3 automated text reminders. Stop making uncomfortable collection calls.
Every payment logged with amount, method, and date. Full audit trail per invoice and per customer.
Send and receive texts with customers inside HVACBossPro. Full conversation history organized by contact.
Customer gets a text the night before their visit — "your AC tune-up is tomorrow, please leave the side gate open." Fully customizable message.
In the customer app, the customer sees today’s route on a live map — "You’re stop 12 of 20, the tech is 5 stops away" — no more "are you still coming today?" calls.
The tech app sends the customer an automatic text when the tech is on the way and when it has arrived.
Text the customer when the job is marked done — no phone call needed.
If a job is skipped or pushed, an alert goes out automatically so the customer isn't left in the dark.
Notify customers when their quote is on the way, and get notified yourself when they accept.
In the customer app, each customer picks which alerts they get — the night before, when they’re next, and when the tech arrives.
Customers rate the visit and refer a neighbor right from the customer app.
3-step automated sequences for both unpaid invoices and unanswered quotes — fully customizable timing and copy.
500 texts a month on Start, 1,000 on Pro and 2,000 on Crew — sent and received. Add more in blocks of 500 for $15 each.
Edit the message for every alert type. Use your own voice and include details that matter to your customers.
Full searchable database of every customer — contact info, notes, job history, invoices, and quotes in one place.
Track open quotes and prospects separately from active customers. Manage quotes, follow-ups, and conversion in one view.
A landlord with five rental houses or a property manager with several buildings keeps every address under one client, each with its own equipment details and access notes.
Customers request service or sign up for a maintenance plan from your website (card captured on sign-up), the response lands in Form Responses, and one click turns a sign-up into a client.
Customers see where they are on today’s route, see and pay invoices, update their card, sign up for services, request service, and choose their alerts.
Gate and access notes on every address, tags like Maintenance Plan, Commercial or VIP, and custom fields for whatever else you track.
Bring your existing customer list over from a spreadsheet or your old software with a CSV import. Imported addresses are placed on the map automatically.
No caps on any plan. 50 customers or 5,000 — you are never charged per customer.
Set up each property manager, landlord or business you service as a Monthly account.
Every service call and tune-up at every one of their rental homes and buildings goes on ONE statement each month, each line labeled with the address — the bill property managers actually ask for.
Every job you do for an account stays under that account, with its own address, so you can see all of their work in one place.
Automated payment reminders go out on unpaid invoices, so account balances don’t sit for months.
Set at 180 days between visits — the AC in the spring, the furnace in the fall — so agreement customers never fall off the schedule.
Set at 365 days between visits — the house comes due again a year after the last tune-up.
Businesses and rental properties on an agreement come back onto the waiting list on their own schedule, with the equipment right under each address.
Pins and lists show not due yet, due now, or overdue past a 7-day grace, so nobody gets skipped for a season.
One-time service calls, diagnostics and repairs land on the same waiting list, so repair work and agreement tune-ups get routed together.
When the tune-up is completed, the card on file can be charged and the invoice sent — no end-of-month billing pile.
Every tech gets a tech-app seat on every plan. Office users: 2 on Start, 3 on Pro, unlimited on Crew. No per-user fees, ever.
Owner, Manager, Office, Crew Lead, and Mobile roles — each with different access levels built in.
Techs on the Mobile role only see their assigned jobs — no billing, customer balances, or business settings.
Keep your vans on file, assign employees to them, and let employees clock in and out on the time clock.
Techs log in with the company login and a personal PIN and see the day’s jobs in route order — clear status and large tap targets. Works on iPhone and Android.
One tap on the Map button opens turn-by-turn directions to the address.
The system type, brand and model, tonnage, year installed, filter size and unit location, plus past notes, the attic ladder, gate code and thermostat location, right on the job card.
Tap to start, skip or complete a job — all without calling the office. Completing can charge the card on file and send the invoice.
The "on the way" and "arrived" texts go out to the customer automatically from the app.
Techs take before and after photos from their phone. The office sees the photos on the job.
Today's revenue, jobs completed, money owed — all on your dashboard when you log in.
Track revenue by day, week, or month. See what's been collected vs. what's still outstanding at any time.
Total amount owed across all open invoices at a glance — drill into individual accounts in one click.
Look up every visit for a customer or property manager — date, tech, notes and photos — when someone asks what happened.
Employee hour totals from the time clock by date range.
Start $59, Pro $89, Crew $199 — never billed per user. Start free for 14 days, no credit card required.