HVAC Contractor Software forOwner-Operators & Small Teams
Manage service calls, customer equipment, estimates, invoices, and maintenance visits in one place. PocketBoss is a general contractor platform for owners who do the field work and run the business, with seats from one user (Solo) to 25 (Boss) in PocketBoss plans from $19.99/month.
Comparing your options? See our best HVAC software guide for a side-by-side look at Pocket Boss, Jobber, Housecall Pro, ServiceTitan, FieldEdge, and Workiz.
From an HVAC Service Call to the Next Visit
For an owner handling a no-cooling call or a small crew returning for a repair, the useful test is whether the customer, unit, work, and bill stay organized. Try this example with your own records during the trial.
1. Record the customer and unit
Add the service address and customer equipment record. Enter the unit's make, model, serial number, location, and warranty date when known. Review the recorded service history and confirm missing details on site; the software cannot supply equipment information you have not recorded.
2. Organize the Job and scheduled Visits
Use a Job to keep the work together, including a diagnostic visit and a return visit if needed. Schedule the Visits, assign the crew, and review the day in Dispatch. Check availability before promising an urgent arrival time.
See the HVAC dispatch workflow and its limits3. Document the work and review the bill
Keep findings, notes, and photos with the work record. Prepare an estimate for the proposed repair, checking labor, materials, quantities, and prices before sending it. Convert the accepted estimate to an invoice when ready to bill; payment processing has separate disclosed charges.
4. Plan maintenance and the next follow-up
For an ongoing maintenance customer, use Service Plans for coverage and renewal records and Recurring Visits for scheduled field work. Review upcoming dates, staffing, and the customer's response; a plan record does not guarantee a completed visit or renewal.
Explore maintenance visit scheduling and service agreement records.
See Pocket Boss Running an HVAC Business
See the dashboard, document list, and calendar used to organize HVAC service work. These screenshots show the interface, not a promised business result.
We Understand HVAC Business Challenges
Running an HVAC business means juggling seasonal demand, emergency calls, compliance requirements, and customer expectations. Here is how PocketBoss can support that work, and where a separate process is needed.
Seasonal Demand Swings
The problem: Summer AC rush and winter heating peaks create scheduling chaos and cash flow gaps
Our solution: Scheduling shows assigned work and availability, while reports summarize recorded revenue by period. PocketBoss does not forecast seasonal demand or revenue automatically.
Emergency Service Calls
The problem: No-heat and no-AC emergencies need immediate dispatch but disrupt scheduled work
Our solution: Color-coded scheduling helps the office place urgent work, and the assigned technician can send an on-my-way message. PocketBoss does not provide live technician GPS or automatic arrival-time updates.
EPA Compliance Tracking
The problem: Refrigerant logs, disposal records, and certification tracking create paperwork headaches
Our solution: Store equipment refrigerant type and add service notes or files to the relevant Job. PocketBoss does not automatically log refrigerant movement or generate EPA Section 608 compliance reports.
Maintenance Agreement Management
The problem: Tracking hundreds of service contracts, renewal dates, and covered equipment is overwhelming
Our solution: Use Service Plans, Recurring Visits, and optional reminders to organize upcoming work and renewal follow-up. Outcomes still depend on staff review and customer response.
Core Tools for Your HVAC Business
Service Scheduling
Use Jobs for multi-visit work, schedule each Visit, assign crew, and review it in Dispatch
Service Agreements
Use Service Plans for coverage and renewal records, Recurring Visits for field work, and customer equipment for warranty dates
Equipment Tracking
Store HVAC unit details, warranty dates, refrigerant type, notes, and service history by customer
Estimates & Invoices
Review labor, materials, quantities, and prices before sending an estimate or invoice to the customer
Customer Database
Store equipment specs, service history, warranty info, and customer preferences all in one place
Performance Analytics
Review recorded revenue and entered project costs; useful reporting depends on complete, accurate records
Built for HVAC Professionals
Use customer equipment records alongside scheduling, documents, and service-plan tools. Check the workflow against your requirements: PocketBoss is not an EPA compliance or load-calculation system.
Know What Your HVAC Software Plan Includes
PocketBoss lists plans from $19.99/month (Solo, one user) to $99.99/month (Boss, up to 25 users). Optional services and payment processing are priced separately. Compare the actual plan, users, add-ons, and contract terms your business needs.
| Software | Monthly Cost | Notes |
|---|---|---|
| ServiceTitan | Quote based | Verify current implementation, add-ons, and contract terms |
| Housecall Pro | Tiered | Verify current plan limits and add-ons |
| Jobber | Tiered | Verify current monthly or annual pricing and user limits |
| FieldEdge | Contact vendor | Verify current implementation and training terms |
| ThePocketBossPOCKETBOSS | From $19.99/mo | Four plans, from one user to 25 |
Compare the plan that includes your required features with the plans, users, and add-ons your HVAC business needs
See detailed pricing comparison →Grow Your HVAC Business with Data
ThePocketBoss gives you the insights you need to make smart business decisions and grow your HVAC company profitably.
Revenue Tracking
Review recorded revenue and entered project costs. Check that labor, materials, and overhead are complete before using a report to judge profitability.
Customer Retention
Review service-plan renewal records and customer history, then decide who needs a follow-up. Reminders support that process; they do not guarantee a renewal.
Customer & Equipment Context
Keep the service address, equipment details, and recorded work together so the next visit starts with useful context. Confirm the details with the customer before dispatch.
Frequently Asked Questions
How does ThePocketBoss help HVAC contractors specifically?
PocketBoss is a general field-contractor platform that can support HVAC workflows. Use Jobs and Visits for service work, Service Plans and Recurring Visits for maintenance, customer equipment for installed-unit and warranty details, and Projects for budgets, costs, change orders, and multiple invoices. It is not an EPA compliance or load-calculation system.
Can I track maintenance agreements and warranties?
Use Service Plans for coverage and renewal records, Recurring Visits for scheduled field work, and customer equipment records for installed units and warranty dates. The owner receives a one-time alert when a recorded active-unit warranty enters the 30-day window. No system can guarantee a renewal.
Does it work for both residential and commercial HVAC?
Residential and commercial service businesses can use customer equipment, Jobs, Visits, and Projects where those workflows fit. Test representative work during the trial, especially if you need complex asset hierarchies, specialist compliance, or enterprise dispatch. The core plan includes seats from one user (Solo) to 25 (Boss); it is not a promise of every large-commercial capability.
Can my technicians use it in the field?
Field technicians can use the native iOS or Android app, or a browser, to work with assigned Jobs and Visits, equipment records, notes, photos, time, estimates, and invoices when permitted. Supported records and actions can work offline in the native apps, but coverage is not universal.
How much does HVAC contractor software cost?
PocketBoss plans run from $19.99 per month (Solo, one user) to $99.99 per month (Boss, up to 25 users). Online payment processing, the AI receptionist, and some optional services have separate disclosed charges. Verify competitor pricing, plan limits, add-ons, onboarding, and contract terms directly with each vendor.
What is the best software for HVAC contractors?
The best fit depends on crew size, service-plan workflow, equipment records, accounting needs, implementation support, and total cost. Test PocketBoss with one real service call and one maintenance customer, then compare the same workflow in the other tools on your shortlist.
Can I calculate HVAC job profit margins?
Project profitability can compare entered revenue and costs, and the free HVAC margin calculator models figures you supply. Results depend on complete, accurate labor, material, overhead, and revenue inputs; PocketBoss does not guarantee a margin.
How do I switch from ServiceTitan or Housecall Pro?
Use the trial to add representative clients, services, employees, equipment, and Jobs, then test the full field-to-office workflow. Migration effort depends on your data volume, cleanup needs, and current system; no setup-time outcome is promised.
Can I track refrigerant usage for EPA compliance?
Customer equipment records include a refrigerant-type field, and you can attach service notes or documents to the work record. PocketBoss does not provide an automatic refrigerant movement log, calculate compliance, or generate an EPA Section 608 report. Maintain the legally required records in an approved process.
Does ThePocketBoss handle HVAC estimates and proposals?
Create an estimate with the labor, materials, quantities, prices, and notes needed for the proposed work. Review the scope with the customer and convert the accepted estimate to an invoice when ready to bill. Check specialist proposal or load-calculation requirements separately.
Can customers book appointments online?
An online booking page lets customers request the services and availability you offer. Review your booking settings and incoming work before committing technician capacity. An online request is not a guarantee of emergency response or immediate dispatch.
How do I handle seasonal tune-up campaigns?
Use customer segments and SMS campaigns for permitted promotional messages and review message delivery. PocketBoss does not attribute every later booking or dollar of revenue to a campaign, so calculate campaign ROI from your own source records.
Ready to Simplify Your HVAC Business?
Try one service call and one maintenance customer in PocketBoss. Check the equipment, scheduling, and billing workflow before moving the rest of your business.
From $19.99/month • Seats from one user (Solo) to 25 (Boss) • No contracts • Cancel anytime