Free Tools & Checklists

A small HVAC business does not automatically need a full field-service management or CRM platform. It also should not stay on disconnected notes and spreadsheets after the operation has outgrown them. The useful question is simpler: what coordination problem are you actually trying to solve right now? A linked spreadsheet operating system can be enough when one owner or a very small team still handles most decisions directly, call volume is manageable, and the main failure is

A maintenance membership can sound attractive while quietly creating more service obligation than its price supports. Before promising discounts, diagnostics, priority service, or renewal terms, run a simple economics and capacity preflight using your own business inputs. 1. Calculate annual plan revenue Annual plan revenue = monthly plan price × 12. Keep this separate from repair revenue; the membership has to be evaluated against the obligations and costs the plan itself cr

A solo HVAC office can outgrow loose notes and disconnected spreadsheets long before it needs a full FSM or CRM. The simplest upgrade is to give the records stable relationships so a customer, property, system, job, follow-up, and supporting evidence do not drift apart. 1. Capture the inquiry before it becomes history Put new inquiries into a Leads & Intake record first. Keep source, contact information, request, status, and the human-owned next action together. Only promote

A useful commercial HVAC site survey is more than a list of model and serial numbers. The goal is to create a baseline that separates what was actually observed from what still needs verification, so later maintenance planning and proposal work are not built on memory or assumption. Site-level information Capture a stable Site ID, client/account, site name, street address, city/state, primary contact, survey date and surveyor, building/use type, operating hours, access owner/

Before you publish a flat-rate HVAC service price, you can do a quick one-job gross-margin check with four company assumptions and three job inputs. This is a planning check—not accounting, tax, estimating, OEM, or pricing authority—and it only works if the inputs you supply are accurate. 1. Enter your company economics Use your own loaded labor cost per hour, overhead recovery per billable hour, target gross margin, and any minimum service-price floor. These are company-spec