HVAC contractor software for small service and replacement shops

What a small HVAC shop needs, stage by stage

Follow one no-cool call from the driveway to the deposit. Before the truck rolls, the shop needs prices it trusts for capacitors, contactors, drain clearing and diagnostic fees. At the equipment, the technician needs a way to show the homeowner a repair next to a system replacement without scribbling numbers on a work order. Once the homeowner picks, the shop needs a signature tied to the exact option chosen. Many HVAC shops also sell tune-up memberships, which means tracking spring and fall visits and renewals. Finally, the office needs an invoice that matches what was signed. Software is useful when each stage feeds the next without retyping.

Pricing: one book for repairs, tune-ups and change-outs

In TierMenu the price book starts from your own billable rate, labor hours, material costs and markup tiers, with optional fixed fees and one rounding rule. The starter library gives task names and customer descriptions for common HVAC work, but it ships with no prices; tasks stay marked Needs pricing until you fill them in. When your labor rate or a supplier cost changes, formula-priced tasks recalculate and you preview bulk changes before applying them. Owners see cost and gross margin. Technicians only see the sell price and the customer description.

Quoting: repair and replacement side by side

A proposal holds one to four options, so a technician can show a capacitor and contactor repair, a repair plus a new thermostat, and a full system replacement on one screen, with one marked Recommended. Optional add-ons such as a surge protector or duct cleaning sit outside the options, so the homeowner sees what is extra. Discounts, tax and member savings are shown on each option. You can attach photos of the failed part or rusted coil, and save a proposal as a template for change-outs you quote often.

Signature: in the living room or by link

Some homeowners decide on the spot; others want to talk it over or check with a spouse. The technician can present the proposal on a phone or tablet and take the signature there, or email a secure link the homeowner opens later. Either way the homeowner picks an option and add-ons, types a name, draws a signature and accepts the authorization. TierMenu then locks the proposal and generates a signed PDF. The public view shows customer-facing text only, never your costs or markup.

Maintenance agreements: where HVAC memberships fit

Tune-up plans are common in HVAC because systems need seasonal attention. In TierMenu you define each plan's price, included services, member discount and one to four visits a year, then enroll customer service locations. The app lays out the next twelve months of visits, shows what is due or overdue and flags agreements close to renewal. Email reminders go out a set number of days before a visit, or you turn them off. Active members get their member price on new proposals automatically. TierMenu tracks the plan; it does not charge the homeowner for it.

Invoicing the approved job

When the work is done, create an invoice from the approved option and add-ons so the scope and amounts carry over. You can also start a blank invoice for a quick call that never had a proposal. Invoices use your numbering, payment instructions and tax rules, go out as a branded PDF by email, and move through Draft, Sent, Paid and Void. Marking an invoice paid records the date, method and a note. Collecting the money happens outside TierMenu, with whatever card reader, check or transfer you already use.

What TierMenu does not do for an HVAC shop

Being clear here saves you a wasted trial. TierMenu has no dispatch board, no scheduling calendar for technicians, no GPS tracking and no payroll. It does not process card payments, sync to accounting software, send text messages, work offline or run as a native app. It does not perform load calculations inside the app; the free BTU and heat loss calculators on this site are separate reference tools. It is meant to work beside the scheduling or dispatch tool your shop already uses, handling pricing, proposals, memberships and invoices.

How to choose: all-in-one platform or focused tool

An all-in-one field service platform makes sense when your biggest problem is coordination: several trucks, a dispatcher juggling the board, payroll tied to job hours and a bookkeeper who wants every payment synced. Expect a longer setup and more features than a two-truck shop may use. A focused pricing and proposal tool is enough when scheduling already works, even if it is a shared calendar, and the real gap is inconsistent prices, quotes that look different from tech to tech, and memberships tracked on paper. Many small HVAC shops are in the second group.

Everything for HVAC contractors on TierMenu

How it works in TierMenu

1. Step 1

   Price your common calls

   Enter your labor rate, material costs and markup tiers, then price the HVAC tasks you quote every week.

2. Step 2

   Quote with options

   Build repair and replacement options, present them at the equipment or by link, and capture the signature.

3. Step 3

   Track members and invoice

   Enroll tune-up members, watch visits and renewals, and invoice the approved option.

TierMenu, a spreadsheet and a paper price book

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