HVAC Company HQ

Start here: how this workspace runs

Customers

Homeowners and businesses you serve, with what you have billed them and what is still owed.

Service calls

Every repair, tune-up and install, with who is on it, what it costs and the margin.

Parts and stock

What is on the trucks and shelves, what it costs and what needs ordering.

Invoices

What has been billed, what is paid and what is overdue.

Equipment

Every unit you look after, with model, serial, age, filter size and warranty, so the tech knows the system before the truck leaves.

Maintenance agreements

Yearly plans: two visits, priority booking and a parts discount. The renewals list is where next year's steady work comes from.

What lives where

A call from phone to paid

Your rhythm

Making it yours

Rename the plans and work types to your own, add your trucks, and delete the sample customers after you have added a dozen of your own. Type in any cell, drag cards between columns; every total updates by itself.

Overdue service calls

My service calls

Overdue invoices

Awaiting payment (sent and overdue)

Plans renewing in the next 30 days

Units to replace soon

Before the truck rolls

On site, every call

Pricing

Price repairs from a flat-rate book so two techs never quote the same job differently. Put real parts cost and hours on the call so the Margin shows the truth; anything under twenty percent shows as Thin. Plan members get their discount on parts, and their tune-up visits are priced at zero because the agreement already paid for them.

No-heat emergencies in winter

When it is below freezing, a no-heat call jumps the queue. Ask about elderly people, infants or pets in the home, and about pipes in outside walls. If the part is not on the truck, leave portable heaters and book the return the same day. Mark the call Emergency so the board shows it in red.

Example

A small restaurant calls at opening: the rooftop unit blows warm. The dispatcher sees from the unit card it is a 2015 packaged unit on R-410A that was serviced last quarter. Ilse finds a weak start capacitor and a pitted contactor, replaces both from the truck, and the kitchen is cool before lunch. She enters 3 hours and the part costs, presses Mark done, and the office sends the invoice that afternoon.

Callbacks

If you return to fix your own work, tick Callback on the new call and do not bill it. Review callbacks every month with the techs: each one costs a truck, a tech and a customer's trust.

What a plan includes here

Set your own names and prices in the Plan column; the board updates with them.

Selling a plan

Running the visits

The plan visit checklist

Renewals

A plan that lapses is very hard to win back. Work the Renewing in 30 days list every week: call or text, take the card, and push the renewal date out one year. If the customer says no, set the status to Cancelled and write the reason on the agreement, so you can see why plans are lost.

Example

In early September the service manager opens the renewals list: six agreements renew in the next month. He books fall visits for the four who still have one left and calls the two that are due. One renews on the phone; the other moved away, so he marks it Cancelled with that note.

The weekly count

What every service truck carries

Refrigerant

Track refrigerant by the cylinder and know which systems use which. Older systems on retired refrigerants are getting expensive to recharge: when the Equipment list shows one in Watch or Replace soon, offer a replacement estimate before the next leak, not after.

Setting reorder points

Look at what you used in the last two weeks and add a safety amount for a cold snap. Igniters and capacitors fail in waves on the first hot or cold week of the season, so raise those points a month before it.

Warranty parts

When a failed part is under warranty, keep it in a tagged bag with the unit's serial number and the date. The Equipment card shows the warranty date; claims are usually refused without the old part.

Checklist when a part runs out on a job

Example

On Friday Marcus counts flame sensors: three left, reorder point five. The row shows Reorder. The office adds six to the Badger Furnace Parts order. The first cold weekend brings four short-cycling furnaces, and every one is fixed on the first trip.