Requirements checklist
What to ask for when choosing software for hVAC contractors.
A checklist built from how hVAC contractors work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Installed unit register
- AMC schedule
- Breakdown call desk
- Refrigerant and spares issue
- Contract renewal reminders
- Brand warranty claims
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For service coordinators
- For technicians
- For store and accounts
Reports to ask for
Ask to see each one with your own sample data.
- Visits completed by technician and by type, with the breakdown calls closed on first visit
- Contract visits due and visits missed, by unit and by site
- Contracts ending soon and renewals done
- Spare parts and refrigerant gas used by job, technician and vehicle
- Warranty claims raised, parts returned to the brand and credit pending
- Unpaid invoices by customer
Systems it may need to connect to
Note which ones you already run.
- SMS
- Payment link and gateway
- Accounting export
- Barcode or label printer
Questions for any vendor
Put these to every supplier you are comparing.
- Is this for AC repair or AC installation?
- Can it schedule annual service contract visits?
- Does it work on a technician’s phone?
- Can gas and spare parts be tracked?
- Can it handle brand warranty claims?
- Is there a link to accounting software?
- Can customers and contract dates be moved from a spreadsheet?
- Who owns the customer data?
- What does it cost?
- Do we need this for a very small AC repair shop?
- How long before coordinators dispatch calls from it?
- What must the service business have ready?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- The last gas top-up is unknown
- Preventive visits slip in summer
- Gas and spares go unbilled
- Expired contracts are still serviced
Prefer to talk it through? See the hVAC contractors page.