Get Field Changes Paid With Mechanical Contractor Software
A super for the general contractor (GC) says "go ahead, we'll sign later." Then the extra never gets paid. Procured gets the change signed before your crew builds it.
What Changes First for an HVAC and Piping Shop
Unsigned extras cost a small commercial shop the most, so they come first. Then come lost receipts and late news from the site.
No More Handshake Extras on a GC Job
The super wants another duct run off the main trunk. Your foreman photos the ceiling and sends a change quote from the lift. The crew starts once the super signs on their phone.
- Price the extra from your price book → a change quote before lunch
- Attach photos of the field condition → the reason rides with the price
- Get the super's digital signature → proof they asked for it
- Watch it move from Sent to Viewed → call before they forget
- Nudge the super on an unsigned change → it won't die in email
- Keep declined changes on file → backup if a backcharge shows up
- Give the accepted change its own job → billed, not buried
See Where the Hours and Counter Buys Went
A supply-house receipt rides in the truck for a week, and the hours live on a spreadsheet. Crews clock in on the job and snap counter buys as expenses. Procured does the math per job.
- Have installers clock in at the school job → hours land there
- Snap a counter-buy receipt as a job expense → no lost slips
- Reject an expense with a reason → no surprise charges
- Approve timesheets on Friday → paychecks match the jobs worked
- Log materials used at close-out → see what went into the build
- Compare the bid to logged hours → bid the next build-out closer
- Check job reports monthly → spot which job types make money
Track Multi-Week Build-Outs Phase by Phase
You hear the rough-in slipped when the GC calls angry. On a 3-week build-out, the foreman posts notes and photos each afternoon. Now the office knows first.
- Set start and end dates → the build-out shows across the calendar
- Add a visit per phase → rough-in, set and startup each get a crew
- Get a 3 p.m. foreman note → you know before the GC calls
- Photo ductwork before the ceiling closes → proof of what's up there
- Set On Hold when the GC stalls → the delay is on record
- Message the foreman in team chat → no phone tag across the site
- Close out with the super's signature → proof they took the job over
Installers and Service Techs on One Board
Two installers are on a school job all week while one tech works the maintenance list. Team view shows both sides of the shop. A no-heat call gets a tech without stripping the install crew.
- See installers and techs side by side → no double-booked foreman
- Pull a tech for a no-heat call → drag that day's visits to tomorrow
- Color-code service calls and install days → tell them apart on sight
- Show only the install crews → see who's free Thursday
- Group service calls by area on the Team map → shorter drives
- Push Thursday's startup by voice → one tap, no typing on the roof
- Have techs tap On My Way and Arrived → you know who's on site
Proof Each Maintenance Visit Happened
Building owners rarely leave over price. They leave when they can't see what you did. Close each preventive maintenance (PM) visit with notes and coil photos, so the manager sees the work.
- Set monthly filter and belt visits to repeat → no building falls off
- Save a PM price per building → renewals quote the same each year
- Snap the condenser before and after washing → the manager sees the change
- Note each unit's belt and filter sizes → the truck leaves stocked right
- Quote repairs found on a PM → findings become paid jobs
- Search a building's job history → answer "when were you last here?"
- Get a sign-off at the last visit → renewal talks start with proof
Bill the Service Ticket the Day It Closes
A time-and-materials (T&M) repair call shouldn't wait for month-end billing. Turn the finished job into an invoice with hours, parts and the trip charge. The property manager can pay that day.
- Close the service ticket into an invoice → hours and parts fill in
- Add the trip charge and after-hours rate → nothing gets written off
- Bill a signed change order on its own invoice → the extra gets paid
- Record a property manager's check → each client's balance stays current
- Invoice a counter part sale with no job → small sales still get billed
- Send a change-out invoice with a bank payment link → no waiting on mail
Try It Free for 14 Days
Use mechanical contractor software free for 14 days and start booking jobs and sending invoices from day one.
Terms for a 10-Person Mechanical Shop
Here's what a commercial shop signs up for between bid days.
Is Your Commercial Shop the Right Fit?
A mix of service work and light build work suits Procured. If pay apps and prevailing wage jobs drive your year, use a construction suite.
| Procured Is For | Procured Is Not For |
|---|---|
| You run 5-15 people across service and installs | Your firm has 50+ field workers in several offices |
| You sub HVAC and piping on build-outs for a few GCs | Your GCs pay you only through monthly progress billing |
| Field changes have cost you because nobody signed | You need RFI (request for information) and submittal logs |
| You keep maintenance contracts with building owners | You need PMs generated every quarter from an equipment list |
| You quote rooftop unit and boiler change-outs to property managers | You estimate from plans with a labor-unit takeoff tool |
| Supply-house runs and crew hours need to land on the right job | You file Davis-Bacon wage reports on public bids |
| Your bookkeeper's setup has to stay as it is | Your surety wants work-in-progress (WIP) schedules and cost codes |
What Is Mechanical Contractor Software?
Mechanical contractor software runs the business side of a commercial HVAC and piping shop. A small shop needs it to handle multi-week installs and quick service calls in one place. Procured covers change quotes, scheduling, job costs and invoices. It isn't a CAD (computer-aided design), takeoff or pay-app tool.
Common Questions
Do I need a construction suite or a field service app?
Can one RTU (rooftop unit) proposal show repair and replace options?
Can my foremen schedule their own crews?
Can mechanical service software handle PM visits 4 times a year?
Can I bill a GC job against a schedule of values?
Does it do cost codes or WIP reports?
Will it draw my duct layouts?
We run on spreadsheets and a whiteboard. How do we switch to software for mechanical contractor shops?
How much does Procured cost for a 10-person mechanical shop?
How do we test mechanical contractor software without slowing down the shop?
Ready to Grow Your Mechanical Contractor Software Business?
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