Back office for HVAC & Indoor Air
Triage, dispatch, and maintenance plans that survive peak season.
Heating, cooling, ventilation, and indoor-air work — diagnostics and repair, seasonal tune-ups, filter and duct service, thermostat controls, and indoor-air-quality add-ons — running on two motions: emergency no-heat/no-cool calls in peak season and recurring maintenance plans in shoulder seasons.
Configured for HVAC & Indoor Air
Not generic software. Your trade's operating system.
The pack covers the HVAC job lifecycle — triage-classified intake, diagnostic checklists, repair-vs-replace approvals, callback QA, and plan renewals — across Diagnostics & Repair, Heating & Cooling Service, and Controls, Ducts & Air Quality work areas.
Urgency-tiered triage
Your Deputy configures intake that classifies calls as emergency, same-day, or scheduled tune-up — with suspected gas leaks, CO alarms, or electrical hazards referred to the utility or emergency services, never diagnosed through the portal.
Diagnostic-first quoting
A diagnostic visit fee (credited toward approved repair), flat-rate repairs from a price book, and repair-vs-replace options presented in writing — no firm replacement quote without a site visit.
Plan-based recurring revenue
Seasonal maintenance contracts (fall furnace plus spring AC tune-up bundles) with priority booking for members, zone-batched scheduling, and reminder-driven renewals.
Your workflow pack
Every phase configured before you log in.
Your back office ships with these phases built for HVAC & Indoor Air — tasks, checklists, and QA gates included.
Intake & Scheduling
Urgency tier classified at triage; equipment type, age, and symptoms captured; suspected gas or CO situations referred to the utility immediately — emergency ETAs communicated as targets, never guaranteed.
Quote & Approval
Diagnostic visit fee quoted (credited toward approved repair); flat-rate repairs from the price book; replacement presented as repair-vs-replace options after on-site diagnosis.
Diagnostics & Repair
Unit model/serial plates photographed and equipment age logged; full diagnostic sequence run with readings recorded; findings presented with repair-vs-replace options; approved repair executed and the full cycle tested.
Heating & Cooling Service
Thermostat calibration and heat/cool calls tested; burners, ignition, and heat exchanger inspected visually; flue and condensate drains checked; refrigerant indicators, coils, blower, filter, and airflow verified.
Controls, Ducts & Air Quality
Thermostat zones and schedules tested; accessible duct runs inspected for disconnections; dampers, registers, and airflow balance checked; air-quality components serviced per scope with control settings documented.
QA & Closeout
Checklist completeness reviewed before invoicing; no-heat/no-cool repairs get a 48-hour callback check; shoulder-season tune-ups audited for upsell pressure — findings documented, not pitched.
Invoicing & Review
Itemized invoice with a service record of what was inspected, cleaned, adjusted, or recommended; maintenance plan offered; next seasonal reminder scheduled.
Quoting, our way: Diagnostic visit fee (credited toward approved repair); flat-rate repairs from the price book; per-project replacement quotes only after a site visit. Emergency/after-hours surcharge disclosed up front.
How a job flows
From first call to paid invoice.
Triage call
The dispatcher classifies the call — emergency no-heat/no-cool, same-day, or scheduled tune-up — and gives a clear arrival window plus basic homeowner pre-checks.
Arrival and diagnosis
The tech inspects the system — thermostat calibration, filter status, electrical connections, refrigerant check, heat-exchanger visual — and explains findings in plain language before any work begins.
Options and approval
Repair-first presentation with a repair-vs-replace comparison for major failures; the customer approves in writing before work starts.
Execution
Repair or maintenance performed with the work area kept clean; old parts shown; installs commissioned with a thermostat programming walkthrough.
Validation
The system is cycled and tested, temperature differential checked, and the customer sees it running before the tech leaves.
Follow-up
Next maintenance reminder scheduled (fall furnace, spring AC); plan members get priority booking; review requested.
Proof on every job
Evidence your customers can see.
Every HVAC & Indoor Air job carries photo and documentation standards — dispute prevention built into the workflow.
- ✓ Unit model/serial photos for warranty and history tracking; filter-status photo every visit.
- ✓ Before/after photos of serviced components; completed diagnostic checklist.
- ✓ Customer sign-off on findings and approvals; 48-hour callback check on no-heat/no-cool repairs.
Our boundary, stated plainly: Findings are reported as observed conditions only — the business never advises on trade-specific safety questions, never diagnoses code compliance, and never declares a system safe; suspected gas, CO, or electrical hazards go straight to the utility or emergency services.
Pricing
One recovered job a month pays for it.
Your Deputy tiers for HVAC & Indoor Air: Per-visit pricing for seasonal maintenance plans; installs quoted per project. Same platform, configured for how hvac & indoor air work gets billed.
Launch
Owner-operators & 1–2 person shops
$499 one-time onboarding · $1,790/yr annual
- Branded client portal on your subdomain
- Online booking page + HVAC & Indoor Air intake form
- Digital quotes/proposals with e-sign
- Invoices + online payment
- Review engine (auto requests after paid jobs)
- 1 niche workflow pack
- Unlimited staff seats
- Email support
Growth
Growing shops with crews (3–15 people)
$999 one-time onboarding · $2,990/yr annual
- Everything in Launch, plus:
- Full niche OS: dispatch board, crew mobilization checklists, arrival/departure logging
- Automations: quote follow-up drip, past-due dunning, QA gates, seasonal re-engagement
- Crew checklists & SOP library
- Reputation + referral engine
- Service recovery: callback, billing & warranty inboxes
- Subcontractor packet: credentials, availability, offboarding
- Priority support
Scale
Multi-crew / multi-territory operators
$1,499 one-time onboarding · $5,490/yr annual
- Everything in Growth, plus:
- Territories & capacity rules, resource reservations
- Advanced reporting: weekly reconciliation, monthly acceptance review
- Custom integrations (webhooks to your tools)
- Quarterly ops review with us
- Dedicated success contact
End of shift
Your competitors are one missed call away from your customer.
Put your back office on autopilot. Complete the intake, take a 45-minute launch call, and we handle the build from there.
Illustrative sample report — what your end-of-day looks like with Your Deputy on the job.