Software built for HVAC contractors.
You don't service addresses. You service a specific condenser, air handler or rooftop unit — and the next tech out needs to know what happened to it last time.
Per-unit history, quotes that become jobs, and parts billed off the truck.
HVAC breaks the model most field-service software is built on. There is no route to repeat. There is a booked window, a specific unit, a diagnosis, and very often a second trip once the part comes in.
OrbitOps Pro is organized around the equipment rather than the visit. The unit carries its own history, quotes turn into scheduled work, and the refrigerant and parts that came off the truck end up on the invoice.
The unit is what you're really servicing
A three-unit house and a twelve-unit strip mall are not one customer with a lot of notes. They are three and twelve pieces of equipment, each with its own age, its own warranty and its own history of going wrong.
Every unit is its own record
Each condenser, air handler or rooftop unit sits under the customer as a distinct thing you can open, with the make, model and location that tell one from another.
Parts carry serials and warranty dates
The compressor you put in eighteen months ago is recorded against that unit with its serial number and warranty date — so a warranty claim is a lookup, not an archaeology project.
A history you can hand over
Every visit, charge and part replaced stays on the unit permanently. When a property manager asks what you have done to the rooftop unit since 2024, you can produce it.
Nobody rewrites the log
Once something is logged against a unit, nobody can edit or delete it — not the office, not the tech, not us. A correction is added as a new entry, so the record only ever reads forward. That is what makes the history worth handing to somebody who is relying on it.
Per-unit service history comes in on Executive. Work is billed against the unit that got it, so a multi-unit invoice breaks down by equipment instead of arriving as one number.
Diagnose, quote, come back — one thread
The call that finds a failed part is rarely the call that fixes it. The gap between those two visits is where HVAC jobs go quiet and quotes go unanswered.
The diagnosis becomes the quote
What the tech found on the service call turns into a quote against that unit, with the parts it needs, rather than a phone photo and a number written on the back of a card.
Approval turns it into work
When the customer approves, the quote becomes a scheduled job carrying its own parts list. The tech who runs the return trip sees what was quoted and what to bring.
What the job actually took
On Executive and Premier, the approved estimate runs the job, and whatever the tech adds on site is captured against it as a marked overage. The extra contactor fitted at four o’clock shows on the bill as an addition to what was quoted, instead of disappearing between the estimate and the invoice.
Per job, or on the account
A service call or an install bills as its own job when it closes. An account running several units — a property manager, a commercial site — can have the month's visits compiled into one invoice instead. Each customer has their own default, set on their record, so the choice is made once for that customer instead of job by job.
Call ahead before you roll
HVAC runs booked windows, not drive-bys — so appointment confirmation and appointment mode are on for the trade, on every plan. Confirm the window before the truck is committed to it.
The week on paper, before the signal drops
Save offline copy turns the week into a PDF: every scheduled call, who it is assigned to, and the contact details for the customers on it. If a phone dies between calls, the day still runs off the copy you already saved.
The quotes that went cold
On Premier, the money-recovery reports list the estimates that were never sold — the ones you priced, sent and forgot, which is usually a bigger number than anyone expects.
The day arrives on the phone, already in order
The office builds the week. The tech opens one screen and works down it — and everything recorded on the way is what the invoice gets built from.
Open it and work down the list
Today opens on the stops in order, each with the customer, the visit type and the address, and a count of how many are done. One tap starts a stop, one opens it in Maps. Nobody is calling the office to ask what is next.
What they record is what you bill
Materials, readings and notes are captured at the stop while the tech is standing in it. The visit record is the billing record, so the invoice is built from what happened rather than reconstructed on Friday.
Billing and quoting from the driveway
A tech you trust can bill a stop as they finish it, and build an estimate while they are standing in front of the work. What they bill in the field is past the month-end sweep’s reach, so the same visit cannot also land on that customer’s monthly bill. The billing grant is per tech and yours to give; estimates come in on Executive.
Refrigerant and parts don't bill themselves
A pound of refrigerant is worth real money and moves off the truck in about ninety seconds. It is the single easiest thing in this trade to give away by accident.
Categories that match the trade
The catalog carries refrigerant and filters alongside parts and equipment, so what a tech reaches for on a call is already in the list they are picking from.
Logged at the unit, billed on the invoice
On Executive and Premier, each item the tech records becomes an invoice line and draws that quantity out of truck or shelf stock, with the cost attached — so the bill of materials matches what actually went in.
Restock through the supply house
On Executive and Premier, par levels flag what's short and the reorder report rounds each shortfall up to whole orderable packs, then emails the purchase order to your supply house. The sent order is kept as a fixed snapshot with your own costs left off the supplier’s copy, and what is on the truck, what it cost and what is on order stay in one place.
Buy by the case, sell by the piece
On Executive and Premier, one product entry can be bought by the case and sold by the piece. Order a case of twelve filters, the tech logs two, and the stock count and the price each move in their own unit — one product record, no mental arithmetic.
Inventory tracking and purchase orders come in on Executive, alongside the QuickBooks Online integration that closes your month.
What the agreement includes, and what's left of it
Selling a maintenance plan is easy. Knowing in March whether a customer has used both of this year's visits is where it usually falls apart.
Define the levels you sell
Set up the agreement levels your business actually offers and what each one includes per term. On Premier.
Assigned with a term
A customer gets a level and a term, so the agreement has a start, an end and a defined content instead of living in someone's memory.
Included, used, remaining
Read off what the agreement covers, what has been drawn down against it and what is still owed to the customer, without counting back through the visit list.
Seasonal visits, scheduled like any other
Spring and fall maintenance are Maintenance visits with their own checklist — inspect the system, service it, test operation — booked and billed alongside your service calls.
What HVAC contractors ask us
Does each piece of equipment get its own service record?
Yes, on Executive and Premier. Every unit at a property is its own record: work is billed against that unit, installed parts carry their serial numbers and warranty dates, and the service history stays permanent. A tech arriving for the next call sees what was done to that specific unit, not a pile of notes filed under the customer.
Can I quote a repair and turn it into a scheduled job?
Yes, on Executive and Premier. A diagnostic call that turns up a failing part becomes a quote against that unit. Once the customer approves it, the quote becomes a scheduled job with its parts list already attached — so the return visit is booked from the quote rather than re-typed from a note.
Does it handle call-ahead confirmation?
Yes, on every plan. HVAC runs discrete appointments rather than a drive-by route, so appointment confirmation and appointment mode are both switched on for the trade. The day is organized around booked windows instead of a sequence of stops.
How does refrigerant and parts billing work?
On Executive and Premier. The inventory catalog carries categories for refrigerant and filters alongside parts and equipment. The tech logs what was used on the call, each logged item becomes an invoice line, and the same action draws that quantity down from truck or shelf stock with its cost attached.
Can I sell maintenance agreements?
On Premier. You define the levels you sell and what each one includes per term, assign one to a customer with a term, and read off what is included, what has been used and what remains. Seasonal maintenance visits are scheduled like any other work.
Can I post my month to QuickBooks Online?
On Executive and Premier. You connect your own QuickBooks Online company and trigger a monthly summary journal entry against the accounts you map — revenue, sales tax, receivables and cash. It posts accounting totals; no customer records, invoices or line items are sent.
Your customers didn't sign up for our software — you did. Their names, addresses and phone numbers stay in your account. Your books get a month of totals rather than your client list, and our own support console can't display who they are.
What leaves your account →Run your HVAC business, not your software.
Create your account and get set up in your trade. Scheduling, invoicing and card payments are included in every plan.
Questions first? Talk to us.
Email support@orbitopspro.com to chat with us.