Run service, installs, and agreements from one app
ProHelper handles everything HVAC contractors juggle, agreements, no-cool emergencies, and full changeouts, with enterprise-grade equipment history and flat-rate quoting, yet it is plain enough that a tech can build a good-better-best estimate and collect by card in a no-signal basement before the truck leaves the driveway.
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The headaches of running a hvac business
Equipment history scattered across notebooks and trucks
When you roll up to a 3-ton condenser, you need the make, model, serial, install date, and last filter swap on the spot. Most shops bury that in paper files or a tech's memory. ProHelper tracks Equipment under each Property so the full service history travels with the unit, not the technician.
Maintenance agreements you forget to schedule and bill
Spring AC tune-ups and fall furnace checks slip through the cracks, and so does the recurring revenue. Agreement seats sit idle until a customer calls. You lose renewals and the upsell that comes with every PM visit.
Building flat-rate estimates by hand on the hood of the truck
Re-keying labor and parts for every capacitor, blower motor, or full changeout wastes billable time and invites pricing mistakes. Without a price book and good/better/best options, techs leave money on the table.
No signal in a mechanical room or attic crawlspace
HVAC work happens in basements, rooftops, and dead-zone job sites. Apps that need a live connection strand your techs mid-job with no photos, no notes, and no way to close the call.
Maintenance-agreement recurring revenue fits the subscription and dispatch core (no HVAC calculator yet).
Subscriptions / recurring billing
Bill HVAC maintenance agreements as recurring plans with proration, turning seasonal tune-up contracts into predictable revenue.
Recurring scheduling & visit generation
Auto-generate spring/fall maintenance visits from agreement cadence so no covered system gets missed.
"My Day" tech view
Field techs see their service calls and PMs in one prioritized, offline-capable screen with on-the-way GPS for accurate ETAs.
No-code customization layer
Tailor equipment objects, custom fields, and inspection forms to HVAC systems without code, capturing model/serial/refrigerant data per unit.
Double-entry accounting (GL)
Every invoice, part, and payment auto-posts to real books with tax handling, replacing spreadsheets for shops scaling past a few trucks.
Everything you need to run hvac
The full platform, tuned to the way your trade actually works, with enterprise-grade capability you can run yourself, no consultants required.
Equipment records on every system you service
Log each furnace, condenser, air handler, and mini-split as Equipment tied to a Property, with make, model, serial, and a running history of visits, repairs, and parts. Pull it up before you knock so you walk in knowing the unit.
Flat-rate estimates with good/better/best options
Build a price book of Items (capacitor swaps, compressor replacements, full changeouts, IAQ add-ons) and drop them into Estimates as flat-rate line items. Present repair-vs-replace and tiered system options, then convert the approved estimate straight to an Invoice.
Scheduling and routes for service and install crews
Drag service calls, PM visits, and multi-day installs onto the calendar, then build efficient Routes so techs aren't crisscrossing town between an emergency no-cool and a tune-up. Samsara fleet GPS integration shows where every truck actually is.
Offline-first mobile for the attic, the roof, and the basement
My Day gives each tech their stops, equipment details, and day packs even with zero bars. Photo queue captures nameplate shots and before/after pics; everything syncs the moment signal returns. No dead-zone data loss.
Estimates to invoices to payments in the field
Get sign-off on the changeout estimate, generate the invoice, and collect before you leave the driveway. QuickBooks integration keeps the books in sync so the office isn't re-entering every ticket.
Bilingual app and online booking for residential demand
The whole platform runs in English and Spanish for mixed crews, and a built-in online booking page lets homeowners request tune-ups and service calls 24/7 that land as Requests in your queue.
A hvac job, start to finish
Capture the call as a Request
A no-cool emergency or a tune-up booking comes in by phone, the online booking page, or Quo, and lands as a Request with the customer, Property, and the system that needs attention.
Schedule the tech and build the route
Drop the job on the calendar, assign the right tech, and slot it into a Route. Emergency calls go to whoever's closest; PM visits batch into efficient runs.
Do the work with full equipment context
The tech opens My Day, sees the unit's make/model/serial and past visits, diagnoses, and builds a flat-rate Estimate with good/better/best options right on a tablet, snapping nameplate and condition photos that queue offline.
Close out and get paid
Customer approves the estimate, it converts to an Invoice, and you collect by card on the spot. The equipment history updates and the books sync to QuickBooks automatically.
“We used to keep equipment serials in a binder and lose half our spring tune-ups because nobody scheduled them. Now every condenser and furnace has its own history in the app, my techs build flat-rate options on the tablet, and we collect by card before we pull out of the driveway. The offline mode alone is worth it. Half our calls are in basements with no signal.”
Representative example. Real customer stories coming soon.
HVAC software questions
Yes. ProHelper has a dedicated Equipment object tied to each Property, so you can record make, model, serial number, install date, and a running history of every Visit, repair, and part. Techs see it on mobile before they arrive, so they walk in knowing the unit.
Yes. Build your own price book of Items for common repairs, equipment, and IAQ add-ons, then drop them into Estimates as flat-rate line items. You can present tiered good/better/best options and convert the approved estimate directly into an Invoice.
Today you can schedule recurring PM Visits on the calendar and keep agreement details on the customer's Account and Equipment so nothing slips. Recurring billing and Subscriptions for membership plans are on the near-term roadmap in higher tiers.
Yes. ProHelper is offline-first. My Day, day packs, equipment details, notes, and a photo queue all work with no connection, then sync automatically once your tech is back in coverage, so you never lose a ticket to a dead zone.
ProHelper for other trades
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