HVAC Software for Contractors
HVAC Software for Contractors — Quotes, Photos, Invoices
Service calls move fast. The right HVAC software for contractors keeps field techs and office staff in sync: build a quote, convert to a work order, capture before/after photos with annotations, export a PDF report, and send an invoice with online payment — all from the same job thread. WorkFotos is a simple, mobile-first platform for residential and commercial HVAC teams.
The problem HVAC contractors face on every call
A practical HVAC contractor software fixes this by tying documentation, scheduling, and billing together. Field teams shoot and annotate once; office sends quotes and invoices using the same proof.
The HVAC workflow (fast on a phone, clear in the office)
No signal on a roof or in a mechanical room? Capture offline and sync later — timestamps and structure remain intact.
Track equipment data that actually matters
WorkFotos lets you store model and serial for furnaces, condensers, air handlers, RTUs, mini-splits, and VRF fan coils. Keep filter size, unit location, and notes in the job header so they appear on quotes, work orders, invoices, and PDFs.
Photo documentation your customers understand
On-image annotations
Draw arrows, add text, and mark measurements. Make failures obvious without a long explanation.
Before/During/After timeline
Prove starting condition, work performed, and final result. Great for approvals, warranties, and audits.
Share links & PDFs
Send a clean, read-only link filtered by unit/date or export a branded PDF report in minutes.
Property & facility friendly
Owners and managers see unit-by-unit progress without sorting through chat threads or attachments.
Scheduling and tasks (without the bloat)
Assign tasks by address and area, set due dates, and use @mentions for handoffs. Keep PM visits, repairs, and installs flowing on a simple timeline your dispatch can follow.
From quote to paid invoice — one connected thread
Quotes that convert
Clear line items with linked photos. Customers approve faster when they can see the issue and the plan.
Invoices & online payments
Turn approved quotes into invoices and accept payments via Stripe — deposits, milestones, or T&M. (Availability may vary by region/account setup.)
Maintenance agreements & seasonal tune-ups
Create repeatable checklists for spring and fall visits, log photo proof of coil cleaning and filter changes, and share unit-by-unit reports for property managers. The same record helps justify repairs and upsells.
Quote. Document. Share. Invoice. Get paid.
HVAC software that respects fieldwork and keeps the office in the loop. One flow, fewer callbacks, faster cash.
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Built for residential & commercial HVAC
Capture on the roof or in a closet, organize by unit, export reports customers understand, and connect proof to billing. iOS, Android, and web.
HVAC Contractor Software — FAQ
- Can techs annotate directly on photos?
- Yes. Add arrows and text so customers can see the issue without a long explanation.
- Can we store model & serial numbers?
- Yes. Save equipment data in the job header; it appears on quotes, work orders, invoices, and PDFs.
- Does it work offline?
- Capture photos and notes without signal and sync later. Timestamps and structure are preserved.
- How do payments work?
- Invoices include an online payment link via Stripe. You can request deposits, milestones, or T&M. Availability depends on your region and setup.
- Is it overkill for small teams?
- No. It’s designed to be simple for one-truck operations and scalable for multi-tech crews.