HVAC is one of the most competitive field services industries, so you need every advantage you can get your hands on. Optsy HVAC software combines several high-impact tools that’ll give you not just an edge, but an entire secret weapon that’ll transform the way you run your business and bring clients flocking to your door.
HVAC software that saves time, money and your sanity and makes you more competitive
When a prospect contacts you for a quote, you need to respond rapidly or a competitor will get the business. Optsy’s HVAC office software will ensure you have all your standard pricing in one place so you can check a few boxes and generate a detailed, accurate and professional quote almost instantly. No more opportunities lost while you’re slaving over a manual quote or estimate.
Once the prospect has approved your quote thanks to your speedy response, the HVAC scheduling software in our suite of tools will use the same client data to schedule the work with the next available and closest technician, so your staff don’t waste time zigzagging all over the map and there aren’t any data transfer errors.
When the scheduled appointment day arrives, our HVAC dispatching software will automatically send your client a notification with the approximate service window for their job based on the assigned contractor’s schedule for the day. When your staff member gets to that part of their schedule, our HVAC dispatching software will tell them the best route to take to the client’s premises based on their current GPS coordinates and it’ll send another notification to the client with an estimated time of arrival. How’s that for handy field service management and fantastic customer service!
At the end of the job, your technician can easily record any consumables that were used and mark the job as complete right there at the job site, no matter which mobile device their using, and then the HVAC accounting software tool will automatically use the work order and client information stored in it’s database to issue an invoice. If you want, it’ll also automatically remind clients of any overdue fees and issue a receipt when they pay. It’ll even record the payment and expenses in an easy-to-use format for when tax time arrives (or you can integrate the data with Quickbooks if you use that software. You’ll be seen as professional, your cashflow statement will thank you and tax time will no longer be one long headache.
In short, our HVAC software is the all-in-one solution you need to efficiently manage every aspect of your business so you have more time to devote to revenue-generating activities.
How Optsy HVAC software can benefit your business
Our software is full to the brim with all the features you need to efficiently manage your HVAC Business.
Any of your staff can enter and access details about your clients including contact and payment details, communication and order history, reminders, and notes. And each other part of our software can access that information too. So, your staff enter the client details once, and they can then be used in quotes, invoices and work orders, and they can even be used to select the best route to the client’s premises.
Just think how much time it’ll save when you no longer have to enter client details into several different programs. Plus, clients will see how much more professional you are than the alternative HVAC contractors, when they realize they never have to give you the same information or answer the same questions multiple times.
You can record all your staff details in the software and they can track their time and work tasks there too. No more manual timesheets and you can even see how productive each staff member is. Best of all, you can customize the user rights and credentials for each staff member so they only have access to the parts of the tool that you want them to access. Similarly, you can customize the purchasing rights of each staff member, so you have the right staff making the right purchases.
Optsy’s suite of tools includes billing software. With it, staff can issue invoices, view payments and billing history, and even take credit card payments with Optsy Payments powered by Fidelity. You can create customized reports from that data and if you use Quickbooks, you can connect our software with your existing Quickbooks account. The invoices created will be automatically connected with the relevant customer profiles, work orders and quotes and you’ll be able to quickly and easily see who’s paid what and whether there are any overdue invoices.
When it comes to ongoing HVAC clients, an SLA is vital. An SLA that lays out the immense value you deliver while protecting your business from scope creep and unfair litigation in the event there’s ever an issue.
With our software you can create and manage SLAs and other contracts. It’ll even automatically schedule tasks and issue invoices based on the contracts you have in place. With Optsy, you’ll spend far less time serving those valuable, ongoing clients while offering them a smoother, more reliable service. That’s a win for everyone.
When it comes to dispatching HVAC technicians, our HVAC dispatch software is legendary. The tool will automatically suggest the closest available electrician and tell them the fastest way to get to the location taking traffic into consideration, so your staff get more work done and your clients receive faster service, helping you win repeat and referral clients and increase your revenue.
Optsy’s suite of tools includes HVAC scheduling software which makes it easy to schedule once-off tasks (like installing a new HVAC system) and reoccurring jobs (like servicing existing HVAC installations) from the office and on the go. The software automatically suggests the best technician for each job based on their availability and other tasks for the day, so there’s no more zigzagging all over the map and no more late finish times because someone has been overbooked.
So much goes into successfully managing electrical jobs. You’ve got to know the client’s history, exactly what needs to be done and which equipment and tools are needed for the job, so they can be made available. Then you’ve got to assign the job to an available member of your staff, hopefully someone who has another job in close proximity, and make sure all the paperwork gets done so you get paid promptly, have all the information you need at tax time and everyone knows you’re maintaining the level of service required by your SLA (if relevant).
If you’re using several pieces of software to do all that, you know it takes ages to input all the data and make sure it’s consistent across tools. That’s why we included HVAC service management software in our suite of field services management tools. With Optsy, you can quickly, efficiently and accurately manage every single aspect of all your jobs in one place, regardless of whether they’re once-off installations, regular maintenance jobs, or everything in between. You’ll save time on data entry and reduce data entry errors, get more jobs done each day, increase staff satisfaction because they spend less time on paperwork and zigzagging all over the map, be able to serve your clients more professionally, and save money by not having to buy or subscribe to an array of tools.
Our software will help you keep track of your equipment and its maintenance schedules, so you always know where everything is and when it needs a service.
Our software offers real-time inventory tracking, so your staff won’t ever turn up to a job without the parts they need to install and your clients won’t ever get grumpy that their jobs need to be rescheduled due to an unexpected lack of parts.
Everyone can create and assign tasks and set reminders, so no one ever drops the ball and forgets to do something. No cranky clients or lost revenue because someone on your team forgot about a job or left a tool behind, and no late payment fees because someone overlooked a bill.
Worried Jimmy’s been slacking off? Think Cho might be ready for a raise? Optsy’s fully customizable reporting tools will tell you how productive your team is whenever you need to know. Want to check your cashflow? There’s a report for that. Trying to figure out who your best clients are, so you can see if they’ll refer other customers to you? You can create a report for that too.
Need to send a regular report to your larger clients that summarizes the HVAC tasks you’ve completed? Optsy’s customer reporting functionality will allow you to do just that. You can even automate it!
Basically, if you want to know something about your business or your clients want to know something about the services you’ve performed, as long as you’ve put the data in the system, our service management software will be able to generate the report you need. We’ll even help you set up custom report templates, so accessing the business insights that will help you grow is super easy.
Regardless of whether your staff have Apple or Android phones or tablets, they’ll be able to install Optsy and sync data in real time. And if they’re heading into an area without mobile reception, they’ll be able to record data in the system ‘offline’ and it’ll automatically sync once they’re back in range. So Optsy has you covered no matter how you’re set up or where you are.
Don’t need some of the amazing Optsy features? No problem, just disable that feature. Prefer your software to look a particular way? We’ll help you customize the interface. However you need your software to work, Optsy can make it happen.