The 7 Best HVAC Software Solutions for 2025

Scoring

Key Features

• Precise GPS tracking and geofencing

• Rule-based and easily reviewed timecards

• Simplified worker scheduling for complex projects

• Automated workforce compliance

• Detailed job and project tracking and real-time job costing

Highlights

Growing your HVAC business requires an HVAC software that

• Makes it super easy to schedule a job as soon as a customer calls
• Offers simple features your crew needs without the need for extensive training
• Plays well with accounting apps or third-party services (like QuickBooks) you already use
• Continues to work even in rural areas or places with little to no reception

Workyard’s HVAC software solves these pain points so your business won’t bleed customers due to service downtimes, double bookings, or missed appointments. Here’s how: 

• Workyard’s drag-and-drop digital calendar is paired with the industry’s most accurate GPS tracking technology. Managers have visibility into the team’s schedules and access to each worker’s real-time locations, helping them dispatch HVAC jobs on the fly without wasting time on back-and-forth phone calls.
• Workyard is a tech-friendly app with simple features that workers can learn to use right out of the gate. They can log in with their mobile numbers and use any feature with just a few taps. Its intuitive design allows you to get everyone on board faster without the need for hours of training.
• Workyard integrates with QuickBooks and other accounting and payroll software you may already be using. It accurately captures time card entries and syncs them with QuickBooks, cutting your payroll processing time significantly so you can spend more time bidding new projects. 
• Unlike other HVAC software for small business, Workyard works continuously even if the internet goes out or the cell signal becomes weak. While offline, technicians can still clock in, take breaks, and clock out. The app keeps track of their locations while on the clock, and all data are safely stored and uploaded as soon as the phone reconnects to the internet. 

Let’s take a closer look at the key features of Workyard’s HVAC service software.

Rapid HVAC Scheduling and Dispatching

No matter how organized your team’s schedule is, one last-minute, unexpected change (like HVAC technicians calling out sick or getting stuck in traffic) is enough to throw everything off. 

Missing an appointment or accidentally double-booking a tech can lead to unhappy customers and lost revenue. Workyard’s HVAC scheduling software prevents this by laying everything out on a single, easy-to-use calendar, so you can create, update, or move jobs without a ton of back-and-forth.

If you need to plug in a quick service call, simply add a new task to Workyard’s HVAC dispatch software. To schedule routine maintenance visits, all you have to do is choose how often they repeat—daily, weekly, monthly, or yearly–and Workyard will automatically populate the calendar for you.

If a customer postpones or a tech has to call out, just drag and drop the appointment to a new time—no more starting over or scrambling to notify everyone. For broader updates, like shifting multiple tasks at once, you can switch to a list view and bulk-edit in seconds.

Below are a few Workyard features that help you avoid the usual HVAC scheduling headaches:

Instant Notifications for Clear, Timely Communication

Instead of texting or calling each technician when a customer reschedules, Workyard sends an automatic alert to everyone involved. This way, your team knows about changes the moment they happen—right on their phones or in their email.

Workyard pairs instant notifications with its accurate GPS tracking to help you re-route the right technicians to urgent service calls. 

Dispatchers can see who’s already clocked in through the mobile app (with GPS stamps that show who’s actually on any particular location). This way, they can figure out quickly who among the experienced technicians is clocked in near the customer’s location, and assign the emergency job accordingly. 

Workyard will then send a push notification through the app in real time, resulting in less fuel expenses and no time wasted on phone calls. 

Eliminate manual scheduling inefficiencies and errors.

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Eliminate manual scheduling inefficiencies and errors.

Eliminate manual scheduling inefficiencies and errors.

Eliminate manual scheduling inefficiencies and errors.

Eliminate manual scheduling inefficiencies and errors.

Eliminate manual scheduling inefficiencies and errors.

Custom Labels to Prioritize Work at a Glance

Some jobs need a simple filter replacement, while others call for specialized HVAC tools or parts. By adding labels like “Urgent,” “Special Parts Needed,” or “Maintenance,” you make it clear at a glance what each task involves. Your techs can then prioritize their day accordingly.

Project or Geofenced Locations for Efficient Field Assignments

If your service area spans several neighborhoods, it’s easy to lose track of who’s where. 

Workyard lets you assign tasks to specific addresses or set up a virtual boundary, so you can see at a glance who’s nearby. That means less drive time, lower fuel costs, and quicker service.

Schedule all types of work – big and small.

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Schedule all types of work – big and small.

Schedule all types of work – big and small.

Schedule all types of work – big and small.

Schedule all types of work – big and small.

Schedule all types of work – big and small.

Notes, Photos, Checklists, and Attachments to Streamline Crew Prep

When your crew has questions about the right part to bring or the correct procedure to follow, you can include everything they need—like diagrams, equipment manuals, or even pre-visit checklists—directly in the task. That way, they’ll have the details on hand before they arrive at a customer’s home.

Having your scheduling in order means fewer slip-ups, more efficient dispatching, and ultimately happier customers. If you’ve been dealing with constant calendar chaos or wasting time on re-checking appointments, Workyard is designed to help HVAC businesses stay organized and keep technicians on track.

Ensure workers have all the details they need.

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Ensure workers have all the details they need.

Ensure workers have all the details they need.

Ensure workers have all the details they need.

Ensure workers have all the details they need.

Ensure workers have all the details they need.

See why 50,000+ workers and over 10,000 contractors use Workyard (and why HVAC project managers and leaders like you have rated us 4.9 of 5 stars on Capterra). Explore Workyard and start a 14-day free trial today to see how we can speed up your HVAC service and workforce management.

Automatic GPS-Enabled Time Tracking

Workyard’s GPS-enabled time tracking feature gives HVAC managers live, verifiable insight into where each tech is, how long they’ve been there, and what job they’re working on. This eliminates the guesswork, buddy punching, and end-of-day timecard rounding that plague many HVAC companies still using manual systems.

You can track time in three ways:

• GPS-enabled mobile clock-ins
• Time clock kiosk clock-ins at the main office
• Supervisor clock-ins for crew-based check-ins

This level of flexibility makes Workyard an ideal HVAC software for small business teams that need to adapt on the go.

The smartest time tracking solution.

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The smartest time tracking solution.

The smartest time tracking solution.

The smartest time tracking solution.

The smartest time tracking solution.

The smartest time tracking solution.

The smartest time tracking solution.

The smartest time tracking solution.

The smartest time tracking solution.

The smartest time tracking solution.

Let’s say your crew starts their day across several job sites—some commercial, some residential. With geofencing enabled, workers are clocked in the moment they enter a designated job site and clocked out when they leave. No reminders needed. 

If someone forgets to clock out after a job, Workyard trims the timecard to their last GPS-verified location, ensuring payroll accuracy. This comes in handy when a tech calls in late or misses a clock-out. Instead of hunting for paper timesheets or guesstimating hours, you’ll have a verified GPS trail and timecard log ready to go.

With Workyard, you can:

• Track hours worked, mileage, and travel time per technician
• View team locations on a live map in real time
• Reduce payroll disputes with GPS-verified time logs
• Eliminate buddy punching with facial detection kiosk clock-ins
• Automatically sync time data with payroll and job costing systems

Workyard’s GPS tracking is especially helpful for HVAC contractors juggling multiple urgent calls each day. You can confidently assign the nearest available tech to an emergency job, knowing exactly where they are—no need to call or wait for a text back.

Real-Time Team Visibility

In HVAC, timing is everything—especially when you’re balancing emergency calls, maintenance jobs, and last-minute changes. Workyard’s real-time team visibility gives dispatchers and managers a live map view of every technician’s location and job status throughout the workday.

Unlike traditional HVAC service software that only tracks vehicle GPS or relies on manual updates, Workyard tracks each worker’s location—even if they step away from the van to pick up parts or walk around a job site. 

You’ll always know who’s working where, how long they’ve been there, and which jobs are running behind. 

Get complete transparency across your whole team.

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Get complete transparency across your whole team.

Get complete transparency across your whole team.

Get complete transparency across your whole team.

Get complete transparency across your whole team.

Get complete transparency across your whole team.

Get complete transparency across your whole team.

Get complete transparency across your whole team.

This level of visibility benefits your business when unexpected situations come up. Imagine you suddenly get a call from a property manager about a broken rooftop AC unit. Instead of calling around, you open Workyard and filter by location. You spot a tech just a few blocks away finishing up another job. With one tap, you reassign them and send the job details instantly—saving both time and fuel.

Workyard’s real-time visibility features include:

• A live map view of all techs’ locations
• On-site arrival and departure tracking
• Instant visibility into who’s available or in-progress
• Time-based filters to manage shift coverage and workloads
• Technician travel routes and mileage data
• Crew status updates that sync across mobile and desktop

This makes Workyard one of the best HVAC software options for growing teams who need to make fast dispatch decisions without the chaos of group texts or whiteboard notes.

When your crew is scattered across the city and the day isn’t going according to plan, Workyard keeps you in control—no missed jobs, no wasted time, and no guessing where your techs actually are.

Up-to-Date Job Progress Tracking

Keeping tabs on multiple service calls, installations, and maintenance tasks can get messy real quick—especially when techs are juggling paper notes, group texts, or verbal updates. 

Workyard’s HVAC management software replaces all that with real-time job tracking that keeps your entire team in sync.

Every time a technician completes a task, they can instantly update job status, upload photos, leave notes, or check off to-dos from their phone. That means no more guessing where things stand or waiting until end-of-day to find out a job fell behind.

Make it easy & simple for workers to share progress.

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Make it easy & simple for workers to share progress.

Make it easy & simple for workers to share progress.

Make it easy & simple for workers to share progress.

Make it easy & simple for workers to share progress.

Say a heat pump install runs into an unexpected wiring issue. The technician logs the update in the Workyard app and attaches a photo. You see it immediately and adjust the schedule, pushing a non-urgent maintenance job to tomorrow. 

Instead of chasing problems after they happen, you’re acting on them in real time.

Workyard’s job progress tracking tools include:

• Real-time status updates for every scheduled task
• Technician-submitted notes, photos, and attachments
• Project-specific checklists to standardize workflows
• Mobile app access for fast field updates
• A centralized thread of updates per job for easy reference
• Job timelines linked to GPS-stamped timecards for accurate documentation

In the background, Workyard also feeds these updates into the Project Hub—your control center for each job. You can view project hours, mileage, travel time, and labor costs, all in one place. This helps you spot patterns, catch overruns, and fine-tune your scheduling and estimating.

Built-in Labor Compliance

Keeping up with labor laws—whether it’s meal breaks, overtime, or proper worker classification—can be a major headache for HVAC businesses. 

Workyard’s HVAC software takes the guesswork out by building labor compliance directly into your time tracking and scheduling tools.

Every time a technician clocks in, out, or takes a break, the data is logged in real time and checked against preset rules. If someone forgets to take a lunch break, Workyard can send a reminder through the mobile app or auto-insert it before the end of their shift, based on your state’s requirements or custom company policies. 

Say it’s 2:15 PM and one of your junior techs hasn’t taken a break yet. Instead of finding out days later during payroll review, Workyard pings their phone with a break reminder—keeping you compliant and protecting your business.

Avoid disputes by giving workers transparency.

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Avoid disputes by giving workers transparency.

Avoid disputes by giving workers transparency.

Avoid disputes by giving workers transparency.

You can even configure rules that prevent early clock-ins or unauthorized overtime.

Here’s how Workyard helps you stay compliant automatically:

• Tracks meal breaks, rest breaks, and total shift hours
• Sends automated break reminders and end-of-day sign-off prompts
• Flags violations in real time so you can correct issues before payroll
• Classifies employees properly with exemption status and job roles
• Stores all time logs, GPS locations, and notes in a permanent audit trail
• Calculates overtime by state, federal, or custom company rules

This isn’t just about avoiding fines—it’s about protecting your team and giving them a fair, reliable system they can trust. And with all compliance-related data tied to each worker’s GPS-verified timecard, you’ll have all the documentation you need if questions ever come up.

Workyard gives you peace of mind that your HVAC maintenance software isn’t just making your team more efficient—it’s also keeping your business protected.

Customizable Reports and Dashboard

You can’t improve what you can’t measure. Workyard’s reporting tools give HVAC business owners and managers full visibility into labor, job progress, and costs—so you can make better decisions without digging through spreadsheets or chasing down missing data.

The moment your crew clocks in, every second of labor, mileage, and travel is logged and organized in Workyard’s dashboard. You can quickly spot which jobs are running long, which techs are approaching overtime, and where labor costs are stacking up. 

Drill into the details with powerful reporting.

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Drill into the details with powerful reporting.

Drill into the details with powerful reporting.

Drill into the details with powerful reporting.

Drill into the details with powerful reporting.

For instance, if you want to review how long a specific install took last month, Workyard enables you to generate a report in seconds—no manual data entry required. Similarly, if you’re prepping an estimate for a similar commercial job, Workyard can pull up the last project and see actual hours worked, driving time, materials tagged, and who was assigned—all in one place. 

Here’s what Workyard’s HVAC business software reporting capabilities include:

• Summary and detailed reports for time cards, time off, and payroll
• Project and cost code breakdowns by day, week, or pay period
• Driving mileage and travel time per technician
• Filter and group reports by technician, project, or service type
• Export reports in PDF or CSV formats for easy sharing and billing
• Visual dashboard with real-time labor and job costing insights

Whether you want a high-level overview or a line-by-line breakdown, Workyard makes it easy to understand where your team’s time is going—and how it’s impacting your bottom line.

Reviews

We highlight aggregate user review scores at the top of every app we discuss – at the time this article was published, Workyard boasted the following numbers:

Losing data is always devastating, especially for HVAC businesses relying on their software to keep their customer databases intact. The iOS user below learned this the hard way but bounced back successfully with the help of Workyard.

Better than most ⭐⭐⭐⭐⭐
We were using another app to clock employee hours until out of the blue it started deleting hours. Ended up losing all my information and the company told me there was nothing to do about getting them back. I almost went back to paper but decided to give Workyard a try. We’ve been using it for a few months and it’s been rock solid. It’s been so reliable we’re thinking about upgrading to the plan that gives us reporting on all our labor costs across projects. 

The Android user review below echoes the most common pain points of field service businesses. These include service techs forgetting to clock in and a lack of real-time location tracking for job dispatching–problems Workyard has successfully addressed. 

⭐⭐⭐⭐⭐ 
App is amazing, it allows me as a technician if I accidentally forget to sign in to a customer that I’ll have proof I was there with the GPS location. It’s overall makes it easier on management because they can see where all the techs are and when new customers call in they’re able to call the nearest tech to pick up more business. Overall a very needed app for any business that has several techs or employees that are mobile. And it makes tracking hours easy.

On Capterra, construction manager Jose M. says “our business has improved dramatically” thanks to Workyard’s scheduling functionality:

Business Origination ⭐⭐⭐⭐⭐ 
Overall: Our business has improved dramatically due to schedule improvements and cost code help us see where we are successful and where we need improve to have better services for our customers.

Pros: The most impactful thing is how using all the tool from scheduling to cost codes to time cost reports helped streamline our business. Shows us where we need to improve and where we’re successful.

Cons: So far I have not learned all the tools useful to my business there are so many. I would change the easy of administrators to change things via mobile phones. Also integrating with google calendar to help block off unavailable times.

EDITOR’S NOTE: We created Workyard – the first app reviewed here – to address issues we encountered while struggling to track and manage construction payrolls for over 700 workers in over 50 construction businesses. We built the Workyard app from the ground up to support construction companies like yours, with industry-essential features like the industry’s most accurate time clock app with GPS and geofencing, intuitive contractor scheduling, construction cost tracking tools, and more.

Learn more about how Workyard works on our main website, or sign up for a 14-day free trial today to see what Workyard can do for your business.

Pricing

Scoring

Key Features

• Drag-and-drop dispatching board

• Separate board for field techs and contractors

• Collapsible job location map

• Built-in route planning

• In-app messaging

• On-site estimates and invoicing

Highlights

Field Complete might work for you if your HVAC business takes on large projects. The platform allows you to split these work orders into multiple jobs, so you can keep some tasks in-house and delegate the rest to subcontractors. This feature can be particularly handy during peak seasons. It also suits HVAC businesses focused on large-scale installations.

Field Complete provides comprehensive tools to track subcontracted jobs and manage payments, ensuring nothing slips through the cracks. This makes it easier to maintain a clear overview of project progress and financials, ultimately boosting your HVAC business’ operational efficiency.

On the other hand, Field Complete’s lack of a built-in time clock or time-tracking feature for field technicians can be a significant drawback. Accurate time tracking is generally crucial for billing and payroll. Without it, your service techs might need to rely on multiple tools to handle their daily duties, adding complexity to the team’s workflow. 

Reviews

As of this writing, Field Complete has only one review for its iOS app. Unfortunately, for the software, the iOS user below didn’t hold back, giving Field Complete a negative rating for its lack of intuitiveness. 

App is basically beta ⭐

So many parts of this app don’t work properly, updates have been slow. My company is dropping this provider because the app is basically unusable.

(Click here for more Field Complete iOS reviews)

While the dispatcher below finds Field Complete to be good overall, it fails to meet the mark for field technicians who frequently use the app to view dispatched jobs.

Good software for employee or technician scheduling ⭐⭐⭐⭐

Pros: that if we assign work orders to techs sometimes they can’t see the jobs and they always have difficulties finding them.

Cons: that is very easy to use it but complicated for the employees or the technicians.

(Click here for more Field Complete Capterra reviews)

Pricing

Scoring

Key Features

• Built-in estimates and invoicing

• Online payment processing

• Business revenue reporting

• Client database

• QuickBooks Integration

Highlights

Joisit streamlines crafting estimates and invoices on the go. The app suits those who are hustling from one job site to the next.

Joist’s plans offer online payment options, enabling clients to settle their bill even if they don’t have the cash on hand. Joist provides homeowner financing options, teaming up with a roster of lending institutions to ensure everyone can afford the services they need when they need them.

While Joist has its charms, it doesn’t offer a software suite to cover every aspect of your operations.

Reviews

Occasional glitches don’t define an app, but without responsive customer support to appease users, the app will continue to leave a negative impression. The iOS below learned this the hard way.

Great app mostly ⭐ ⭐⭐

The two reasons I gave it less than 5 stars are as follows:
1. Every time you navigate to a different app during estimate editing mode (example: to copy and paste from your notes), it closes the edit and doesn’t save any changes. The app refreshes each time you close a bid, etc. Makes for a lot of wasted time while it reloads ten times more frequently than needed. I have brought this up to the Joist team and they said they would look into it, but never fixed it.
2. The app keeps sending annoying messages to try to get me to sign up for PayPal payments, and no matter how often I decline, they keep throwing it in front of me each time I open the app. Like please stop wasting our time.

(Click here for more Joist iOS reviews)

Joist offers limited payment options (PayPal, Venmo, or credit card). PayPal is the least recommended one due to hefty deductions, leading the user below to leave less than 5 stars.

⭐⭐⭐⭐

Been very beneficial for saving time by saving client info and getting paid instantly when your customer pays through the app. It does come at a cost in the form of paypal fees. For jobs over $1,000 I would reccomend getting paid by check.
The estimate option is still ok but then if you start an estimate on one app its not been very promising to use a different app for the invoice process. Bottom line, great app, paypal fees is the reason for the loss of one star.

(Click here for more Joist Android reviews)

Due to the limited number of Joist’s features, the Capterra user below recommends Joist for new businesses. He also pointed out features that are obviously not available in Joist (at least for now).

Joist to the rescue! ⭐⭐⭐⭐⭐

Pros: It is so easy to use and very inexpensive. The free version is great for anyone starting a new business or crm.

Cons: I wish it had a scheduling feature and a good,better,best option for estimating.

(Click here for more Joist Capterra reviews)

Pricing