HVAC Company HQ
HVAC companies and heating and cooling contractors
Dispatch service calls, price jobs, track parts and invoices, and keep plans on schedule.
Use this templateHVAC Company HQ
Run the whole shop from one page. New calls land on the Service calls board; the dispatcher schedules them, a technician takes them, and Mark done closes them out. Parts shows what to reorder and Invoices shows who still owes you. Start with the Dashboard each morning.
Dashboard
Running a service call
Selling and running maintenance plans
Counting parts and reordering
Customers
Homeowners and businesses you serve, with what you have billed them and what is still owed.
| Customer | Type | Status | Phone | Neighborhood | Customer since | |
|---|---|---|---|---|---|---|
| Dennis Dunmore | (608) 555-0137 | dennis.dunmore@inbox-mail.net | Eastgate | Sep 8, 2026 | ||
| Yara Kowalczyk | (608) 555-0174 | yara.kowalczyk@inbox-mail.net | Riverbend | Jul 15, 2026 | ||
| Teodor Rosenthal | (608) 555-0111 | teodor.rosenthal@inbox-mail.net | Old Mill | May 21, 2026 | ||
| Odette Abernathy | (608) 555-0148 | odette.abernathy@inbox-mail.net | Cedar Park | Mar 27, 2026 | ||
| Rafael Halvorsen | (608) 555-0185 | rafael.halvorsen@inbox-mail.net | Lakeview | Jan 31, 2026 | ||
| Saoirse Oyelaran | (608) 555-0122 | saoirse.oyelaran@inbox-mail.net | Foxglove Court | Dec 7, 2025 | ||
| Ravi Zuberi | (608) 555-0159 | ravi.zuberi@inbox-mail.net | Stonebridge | Oct 13, 2025 | ||
| Zainab Galloway | (608) 555-0196 | zainab.galloway@inbox-mail.net | Harbor Heights | Aug 19, 2025 |
Service calls
Every repair, tune-up and install, with who is on it, what it costs and the margin.
| Service call | Status | Customer | Work type | Priority | Lead tech | Scheduled for |
|---|---|---|---|---|---|---|
| Furnace repair - Rosenthal | Completed | Teodor Rosenthal | Marcus Ferreira | Sep 27, 2026 | ||
| AC tune-up - Galloway | Completed | Zainab Galloway | Ilse Brandvold | Oct 2, 2026 | ||
| Heat pump install - Dunmore | Completed | Dennis Dunmore | Dev Raghunathan | Oct 6, 2026 | ||
| Thermostat install - Oyelaran | Completed | Saoirse Oyelaran | Marcus Ferreira | Oct 9, 2026 | ||
| Duct cleaning - Delacroix | Completed | Okonkwo Delacroix | Ilse Brandvold | Oct 12, 2026 | ||
| No-heat emergency - Abernathy | Completed | Odette Abernathy | Dev Raghunathan | Oct 14, 2026 | ||
| AC repair - Nakamura | Cancelled | Jamal Nakamura | Marcus Ferreira | Oct 10, 2026 | ||
| Maintenance plan visit - Kowalczyk | On hold | Yara Kowalczyk | Ilse Brandvold | Oct 13, 2026 |
Parts and stock
What is on the trucks and shelves, what it costs and what needs ordering.
| Part | Category | Unit | Unit cost (USD) | On hand | Reorder at | Supplier |
|---|---|---|---|---|---|---|
| Capacitor 45/5 MFD | each | $14 | 26 | 10 | Lakeshore HVAC Supply | |
| Contactor 2-pole 30A | each | $19 | 12 | 6 | Lakeshore HVAC Supply | |
| Furnace igniter | each | $34 | 9 | 5 | Badger Furnace Parts | |
| Flame sensor | each | $16 | 4 | 5 | Badger Furnace Parts | |
| Pleated filter 16x25x1 | case of 12 | $58 | 8 | 4 | Cardinal Filter Co | |
| Condensate pump | each | $46 | 3 | 3 | Lakeshore HVAC Supply | |
| Refrigerant R-410A 25 lb | cylinder | $210 | 2 | 2 | Northern Gas and Welding | |
| Programmable thermostat | each | $48 | 11 | 6 | Cardinal Filter Co |
Invoices
What has been billed, what is paid and what is overdue.
| Invoice | Status | Service call | Customer | Amount (USD) | Issued | Due |
|---|---|---|---|---|---|---|
| INV-1040 | Overdue | Furnace repair - Rosenthal | Teodor Rosenthal | $352.80 | Sep 27, 2026 | Oct 11, 2026 |
| INV-1041 | Paid | AC tune-up - Galloway | Zainab Galloway | $225.60 | Oct 2, 2026 | Oct 16, 2026 |
| INV-1042 | Paid | Heat pump install - Dunmore | Dennis Dunmore | $13,441.60 | Oct 6, 2026 | Oct 20, 2026 |
| INV-1043 | Sent | Thermostat install - Oyelaran | Saoirse Oyelaran | $299.40 | Oct 9, 2026 | Oct 16, 2026 |
| INV-1044 | Sent | Duct cleaning - Delacroix | Okonkwo Delacroix | $719.80 | Oct 12, 2026 | Oct 22, 2026 |
| INV-1045 | Draft | No-heat emergency - Abernathy | Odette Abernathy | $1,116.20 | Oct 14, 2026 | Oct 30, 2026 |
Open calls, money in and money owed at a glance. Anything under Overdue needs a phone call today.
| Service call | Status | Customer | Work type | Priority | Lead tech | Scheduled for |
|---|---|---|---|---|---|---|
| Furnace repair - Rosenthal | Completed | Teodor Rosenthal | Marcus Ferreira | Sep 27, 2026 | ||
| AC tune-up - Galloway | Completed | Zainab Galloway | Ilse Brandvold | Oct 2, 2026 | ||
| Heat pump install - Dunmore | Completed | Dennis Dunmore | Dev Raghunathan | Oct 6, 2026 | ||
| Thermostat install - Oyelaran | Completed | Saoirse Oyelaran | Marcus Ferreira | Oct 9, 2026 | ||
| Duct cleaning - Delacroix | Completed | Okonkwo Delacroix | Ilse Brandvold | Oct 12, 2026 | ||
| No-heat emergency - Abernathy | Completed | Odette Abernathy | Dev Raghunathan | Oct 14, 2026 | ||
| AC repair - Nakamura | Cancelled | Jamal Nakamura | Marcus Ferreira | Oct 10, 2026 | ||
| Maintenance plan visit - Kowalczyk | On hold | Yara Kowalczyk | Ilse Brandvold | Oct 13, 2026 |
| Service call | Status | Customer | Work type | Priority | Lead tech | Scheduled for |
|---|---|---|---|---|---|---|
| Furnace repair - Rosenthal | Completed | Teodor Rosenthal | Marcus Ferreira | Sep 27, 2026 | ||
| AC tune-up - Galloway | Completed | Zainab Galloway | Ilse Brandvold | Oct 2, 2026 | ||
| Heat pump install - Dunmore | Completed | Dennis Dunmore | Dev Raghunathan | Oct 6, 2026 | ||
| Thermostat install - Oyelaran | Completed | Saoirse Oyelaran | Marcus Ferreira | Oct 9, 2026 | ||
| Duct cleaning - Delacroix | Completed | Okonkwo Delacroix | Ilse Brandvold | Oct 12, 2026 | ||
| No-heat emergency - Abernathy | Completed | Odette Abernathy | Dev Raghunathan | Oct 14, 2026 | ||
| AC repair - Nakamura | Cancelled | Jamal Nakamura | Marcus Ferreira | Oct 10, 2026 | ||
| Maintenance plan visit - Kowalczyk | On hold | Yara Kowalczyk | Ilse Brandvold | Oct 13, 2026 |
| Invoice | Status | Service call | Customer | Amount (USD) | Issued | Due |
|---|---|---|---|---|---|---|
| INV-1040 | Overdue | Furnace repair - Rosenthal | Teodor Rosenthal | $352.80 | Sep 27, 2026 | Oct 11, 2026 |
| INV-1041 | Paid | AC tune-up - Galloway | Zainab Galloway | $225.60 | Oct 2, 2026 | Oct 16, 2026 |
| INV-1042 | Paid | Heat pump install - Dunmore | Dennis Dunmore | $13,441.60 | Oct 6, 2026 | Oct 20, 2026 |
| INV-1043 | Sent | Thermostat install - Oyelaran | Saoirse Oyelaran | $299.40 | Oct 9, 2026 | Oct 16, 2026 |
| INV-1044 | Sent | Duct cleaning - Delacroix | Okonkwo Delacroix | $719.80 | Oct 12, 2026 | Oct 22, 2026 |
| INV-1045 | Draft | No-heat emergency - Abernathy | Odette Abernathy | $1,116.20 | Oct 14, 2026 | Oct 30, 2026 |
Overdue service calls
| Service call | Status | Customer | Work type | Priority | Lead tech | Scheduled for |
|---|---|---|---|---|---|---|
| Furnace repair - Rosenthal | Completed | Teodor Rosenthal | Marcus Ferreira | Sep 27, 2026 | ||
| AC tune-up - Galloway | Completed | Zainab Galloway | Ilse Brandvold | Oct 2, 2026 | ||
| Heat pump install - Dunmore | Completed | Dennis Dunmore | Dev Raghunathan | Oct 6, 2026 | ||
| Thermostat install - Oyelaran | Completed | Saoirse Oyelaran | Marcus Ferreira | Oct 9, 2026 | ||
| Duct cleaning - Delacroix | Completed | Okonkwo Delacroix | Ilse Brandvold | Oct 12, 2026 | ||
| No-heat emergency - Abernathy | Completed | Odette Abernathy | Dev Raghunathan | Oct 14, 2026 | ||
| AC repair - Nakamura | Cancelled | Jamal Nakamura | Marcus Ferreira | Oct 10, 2026 | ||
| Maintenance plan visit - Kowalczyk | On hold | Yara Kowalczyk | Ilse Brandvold | Oct 13, 2026 |
My service calls
| Service call | Status | Customer | Work type | Priority | Lead tech | Scheduled for |
|---|---|---|---|---|---|---|
| Furnace repair - Rosenthal | Completed | Teodor Rosenthal | Marcus Ferreira | Sep 27, 2026 | ||
| AC tune-up - Galloway | Completed | Zainab Galloway | Ilse Brandvold | Oct 2, 2026 | ||
| Heat pump install - Dunmore | Completed | Dennis Dunmore | Dev Raghunathan | Oct 6, 2026 | ||
| Thermostat install - Oyelaran | Completed | Saoirse Oyelaran | Marcus Ferreira | Oct 9, 2026 | ||
| Duct cleaning - Delacroix | Completed | Okonkwo Delacroix | Ilse Brandvold | Oct 12, 2026 | ||
| No-heat emergency - Abernathy | Completed | Odette Abernathy | Dev Raghunathan | Oct 14, 2026 | ||
| AC repair - Nakamura | Cancelled | Jamal Nakamura | Marcus Ferreira | Oct 10, 2026 | ||
| Maintenance plan visit - Kowalczyk | On hold | Yara Kowalczyk | Ilse Brandvold | Oct 13, 2026 |
Overdue invoices
| Invoice | Status | Service call | Customer | Amount (USD) | Issued | Due |
|---|---|---|---|---|---|---|
| INV-1040 | Overdue | Furnace repair - Rosenthal | Teodor Rosenthal | $352.80 | Sep 27, 2026 | Oct 11, 2026 |
| INV-1041 | Paid | AC tune-up - Galloway | Zainab Galloway | $225.60 | Oct 2, 2026 | Oct 16, 2026 |
| INV-1042 | Paid | Heat pump install - Dunmore | Dennis Dunmore | $13,441.60 | Oct 6, 2026 | Oct 20, 2026 |
| INV-1043 | Sent | Thermostat install - Oyelaran | Saoirse Oyelaran | $299.40 | Oct 9, 2026 | Oct 16, 2026 |
| INV-1044 | Sent | Duct cleaning - Delacroix | Okonkwo Delacroix | $719.80 | Oct 12, 2026 | Oct 22, 2026 |
| INV-1045 | Draft | No-heat emergency - Abernathy | Odette Abernathy | $1,116.20 | Oct 14, 2026 | Oct 30, 2026 |
Follow the same ten minutes at every door. Customers remember the walk-in and the walk-out more than the repair.
Before you leave the shop
Read the call notes and the last visit on this address.
Load the parts the problem most likely needs: capacitor, igniter, filter, contactor.
Text the customer your arrival window and your name.
At the door
Introduce yourself, put on shoe covers and ask where the system is.
Ask what happened and when, before touching anything.
Check the thermostat, filter and breaker first. Half of all no-heat calls end there.
Before you start work
State the repair price in plain terms and get a yes. If the price is above the quote, stop and call the office.
Closing the call
Show the customer what you replaced and keep the old part until they have seen it.
Mark the call done, fill in parts cost and hours.
Hand over the invoice and mention the maintenance plan once, politely.
Plans smooth the slow months. Each plan means two visits a year, one for heating in early fall and one for cooling in spring.
What a plan includes
Two tune-up visits a year
Priority scheduling during hot and cold spells
A discount on repairs
A reminder text two weeks before each visit
Scheduling visits
On the first of each month, add a Maintenance plan visit call for every plan holder due that month.
Group visits by neighborhood so one technician can do five in a day.
Text the customer a reminder. Reschedule within the week if they miss it.
Renewing
Plans renew by card each year. If a card fails, the customer shows under Awaiting payment on their record. Call, do not email.
Count the truck stock every other Friday and the shelves the last Friday of the month. The Reorder? column does the thinking.
How to count
Pick one truck or shelf at a time and count every part on it.
Type the number into On hand and update Last counted.
Anything that says Reorder goes on the supplier list that afternoon.
Reorder rules
When a supplier is out
Ask for the closest equivalent, write the swap in the call notes and tell the customer.
What's inside
5 tables · 16 views · 1 form · 2 row actions · 1 agent5 pages
- HVAC Company HQ
- Dashboard
- Running a service call
- Selling and running maintenance plans
- Counting parts and reordering
4 tables
- Customers2 views · 12 sample rows
- Service calls7 views · 21 sample rows
- Parts and stock2 views · 10 sample rows
- Invoices5 views · 6 sample rows
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