Win the New-System Sale With HVAC Business Software
When a system dies, the homeowner calls around, and the first clear quote often wins. Procured lets your tech price a new system with options before leaving the house.
From Kitchen-Table Quotes to the July Call Board
Six problems home service owners name. The costliest comes first: the new system sold by a faster shop.
Changeout Quotes With Options at the Kitchen Table
The 20-year-old system, which runs on old R-22 refrigerant, finally quit. Your tech builds one quote with 3 choices: a basic 3-ton AC, a heat pump or a two-stage system. The family picks before another shop calls back.
- Put 3 system options on one quote → homeowners compare side by side
- Save condensers, coils and line sets in the price book → no retyped prices
- Snap the rusted coil and cracked drain pan → the photo explains the need
- Require a deposit when they pick a system → the condenser is paid upfront
- Get a digital signature → no arguing later about what was sold
- Spot the Viewed tag on a changeout quote → call before another shop
- Tap Convert to Job on the accepted option → nothing retyped
How No-Cool Calls Fit Into Heat-Wave Weeks
It's 97 degrees and the board is full. Push a routine tune-up to Monday and give its slot to a family with a newborn and no AC. The moved tech sees the change on their phone before the current call ends.
- Drag a tune-up to next Tuesday → open a slot for a no-cool call
- Color-code no-cool, no-heat and tune-up visits → emergencies stand out first
- Book a 2-day changeout as one job → the install crew stays blocked
- Hit On My Way leaving the supply house → the office sees you rolling
- Say 'reschedule the Ortiz tune-up to Monday' → one tap confirms it
- Show only one tech's day → see who's buried and who's light
Flat-Rate Repair Bills Sent From the Driveway
Your techs write paper tickets, then scan and email them in every night. With the price book on the phone, a capacitor swap has one set price. The bill goes out before the tech packs up.
- Pick the capacitor swap from the price book → every tech charges the same
- Add the diagnostic fee as its own line → trip charges don't slip
- Turn the finished job into an invoice → no ticket to scan tonight
- Mark the homeowner's Zelle as received → the balance clears
- Bill a filter drop-off with no job attached → one invoice, done
- Check what's still owed on Fridays → chase the right accounts first
Callbacks Settled With the Readings on File
A homeowner calls in August saying the May repair never worked. Open the job to see the model, serial and the readings your tech noted. Photos of the finished work sit right there too.
- Photo the data plate → model, serial and age saved with the job
- Note superheat, subcooling and static pressure → readings stay with the house
- Snap before and after shots → callbacks get settled with facts
- Log the parts used → the capacitor you installed is on record
- Hand over the phone for a signature after startup → sign-off on file
- Callback in August? Reopen May's job → readings and photos are right there
Spring AC and Fall Furnace Tune-Ups Booked Ahead
March and October go quiet unless tune-ups fill them. Book each regular's spring AC check while you close out their fall furnace visit. The shoulder season is on the calendar before it arrives.
- Book spring's AC check at the furnace visit → no reminder calls
- Save a tune-up quote template → same tune-up price on every quote
- Paste your tune-up steps into the job → every tech follows one checklist
- Search a homeowner's job history → see when the furnace was last cleaned
- Note the filter size on the client profile → no wrong filter
- Quote a repair found during the tune-up → it turns into its own job
Your Third Van, Sent to the Closest Call
Going from one van to 3 techs and an office helper? A no-heat call comes in across town. The Team plan's map shows which van is closest, and team chat gets them the address.
- Send a no-heat call to the closest van → less windshield time
- Flag a dead compressor in team chat → the office calls the supply house
- Have techs clock in at the first house → no guessing at hours
- Approve timesheets from your phone → you sign off the week's hours
- Enter a parts-counter receipt as a job expense → the job's real cost shows
- Hire a sixth person → move to the Business plan, $145 a month
Try It Free for 14 Days
Use hvac business software free for 14 days and start booking jobs and sending invoices from day one.
No Yearly Contract, No Long Setup
HVAC owners complain about yearly contracts and long setups. Here's what Procured asks instead.
Which Residential HVAC Shops It Fits
For owner-run shops that want the calendar, quotes and billing on one phone, Procured fits. Large shops that sell lots of maintenance plans may need more.
| Procured Is For | Procured Is Not For |
|---|---|
| You run 1-6 techs on residential service and changeouts | Your shop has a call center and 50+ techs on the road |
| Your techs sell new systems in the home | You need warranty registration and claims built in |
| You price common repairs flat-rate from your own list | You want supplier prices loaded and kept current for you |
| Your regulars expect a visit every spring and fall | Your accountant needs plan fees tracked month by month as earned |
| Homeowners pay you at the door or from a link | You track refrigerant by the pound for EPA (Environmental Protection Agency) 608 records |
| Your techs still scan paper tickets and text photos in | You need each van's capacitors and filters counted nightly |
| Paying per tech for an app stopped making sense for you | You want homeowners booking their own tune-ups online |
What Is HVAC Business Software?
HVAC business software is the scheduling, quoting and billing system behind a heating and cooling service shop. It holds every no-cool call, tune-up and changeout on one calendar. It also keeps each home's past repairs and readings. Procured does this for home service shops from one van to about 15 people.
Common Questions
What does HVAC scheduling software do when every tech is already booked?
How do homeowners pay for a new system?
Can I see a home's equipment history before the tech shows up?
Can I set spring and fall tune-ups to repeat on their own?
Can I offer financing on a new system?
Can I sell and bill maintenance plans in Procured?
How long does a price book take to set up?
Is HVAC invoice software worth it for a one-van shop?
How much does Procured cost for a shop with 4 techs?
Will my techs actually use HVAC business software?
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