Two Field Service Software Solutions Help Streamline Daily Tasks and Operations

Designed to streamline day to day operations of small to mid-size residential HVAC contractors, the cloud-based Thermogrid (www.thermogrid.org, 800/592-3611) features both broad and task specific capabilities, ranging from estimating, scheduling, GPS-aided dispatching, pricing, and timesheets (with geolocation), to performing heat gain/heat loss calculations and load calculations for sizing equipment for the whole house, level by level, room by room, or user-selected areas. The software can be utilized from any device from a browser, including a phone, and scales down automatically based on screen size. Jobsite photos can be imported and attached to each job file.

Users can estimate by flat rate or time and materials or on the fly. The process includes auto tag – once a piece of equipment is selected (e.g. conditioner or furnace) the software automatically pulls the proper size line set, matching coil, thermostat, and anything else the estimator would like. If a discount is given on the job, the software will commensurately reduce the commission.

The load calculations are based on inputted details such as heating and cooling square footage as well as such particulars as the quantity and dimensions of windows and doors, walls, ceiling and floor. The estimator can also choose degree days and include the direction of the windows and doors.

Scheduling and dispatching take into consideration the current location of each available technician and each technician’s skill set and performance with respect to the maintenance agreement conversation, average ticket, closing ratio, and replacement conversion rate. The dispatcher can see on the calendar the mapped locations of all jobs by type and all techs, in case he or she wants to do an override.

Preformatted customizable forms include maintenance agreements, flat rate pricing, handbook, safety protocol, technical knowledge, and performance reviews.

Report types cover performance, including by closing ratio, average ticker, budgeting and goals, total sales, and marketing; orders; payroll, which can include the amount of commission, labor tasks, and hourly pay; and inventory, with the ability to show stock levels by truck, warehouse, or summary and automatically generate a restock sheet for those options.

An equipment report can detail the age of a system while a repairs report can show how much clients have spent by model number of each piece of equipment, or all clients over a certain dollar amount. A daily management report can show daily goals with respect to calls per day and how each technician performs with respect to set goals.

If internet connection is lost during use, the software automatically switches to an app in the browser, allowing sales and service techs to access the price book and create estimates, invoice the client and get a signature.

Users of Thermogrid can create as many purchase orders as needed for each job based on where material is bought. The software can accommodate ordering by model number and order number, with each contractor’s own pricing.

Invoices created within the software can be signed and emailed or printed for hand delivery. If the client is not home and the invoice is emailed, the invoice can be signed digitally from any device, the contractor is automatically notified, and the signed invoice is imported into the client’s order. 

The details discussed with and sold to the homeowner automatically transfer to an install task sheet, which includes estimated time to install the system and the total cost to the client.

If internet connection is lost during use, the software automatically switches to an app in the browser, allowing sales and service techs to access the price book and create estimates, invoice the client and get a signature.

The software, which integrates with QuickBooks Online or Desktop, is priced either by per user per month or by buyout - one fee for unlimited users “for life,” with an additional cost based on usage for an optional VoIP (call-recording) system, which allows unlimited numbers and automatically tracks marketing lead source, records calls, and attaches them to jobs. 

ServiceAutoPilot (www.serviceautopilot.com, 972/728-4040) is cloud based service management software suitable for field service contractors. The program features calendars, to-do’s, calls and notifications viewable on separate screens but also summarized on one screen. Users can create and email custom proposals for jobs which, if authorized, can be turned into “scheduled work.” Customers can accept estimates online. 

Scheduling features for service calls include a drag and drop interface; one-time and recurring scheduling; waiting list scheduling; and the ability to reserve time slots. Calendar views include by day, week, month, timeline or resource, with space for notes for each entry. Calls and to-do’s can be categorized by topic, person, and due date.

Accounting capabilities include automated invoicing, contractor and installment payment invoicing, expense tracking, time tracking and timesheets, and purchase orders.

The mobile app, for Apple and Android devices, gives users the ability to view and schedule jobs, track job and employee times, capture photos, generate work orders, and utilize GPS tracking.

ServiceAutoPilot data can be exported to Excel. Report types include job costing and analysis. 

CRM capabilities include marketing and email automation, website integration, direct mail campaigns, advanced client tagging, and segmentation.

Optional capabilities include a client portal for managing accounts, making payments, and asking questions; credit card processing; two-way syncing with QuickBooks Sync; and online mapping. The software carries a monthly fee based on the number of users and options selected.

Bill and Patti Feldman write articles and web content for trade magazines and manufacturers of building products. They can be reached at [email protected].