HVAC Business Software

Accounting, Scheduling, Sales, and Field Management Software

HVAC Business Software – Total Office Manager

HVAC service technicians are arguably the most technically skilled of any service industry. A quality heating and air conditioning HVAC technician is also a good electrician, plumber and basic carpenter.  They can also weld, solder, and braze. The problem is that all of these skills do nothing to prepare you to own and properly manage a heating and air conditioning (HVAC) business. That’s where excellent HVAC business software is so helpful.

Total Office Manager is specifically designed to manage a HVAC service, installation, and sales business. In fact, this HVAC contractor software was designed by a lifelong heating and air conditioning contractor who fully understands the nuances of the industry. Total Office Manager is HVAC contractor software built by contractors for contractors.

Total Office Manager was built on a rock solid foundation of enterprise level accounting and is your HVAC invoice software solution. Aptora carefully crafted all of the features that a HVAC business would need such as project management, certified payroll with direct deposit, dispatching, scheduling, service agreements, service history, multiple warehouse inventory, serialized inventory, customer equipment tracking, warranty, callback tracking, interdepartmental billing (your service department can bill your install department for a start up or redo), labor efficiency analysis, estimates, work in progress, AIA billing, change orders, CRM, sales lead management, automated sales commissions, flat rate pay, and more – lot more. All of this is included in one HVAC business management software program!

Total Office Manager includes credit card processing and ACH, so collections are faster and easier than ever before. You can print the invoice and email a PDF copy. The technician may also print invoices in the field. If the service technician uses parts from their truck, you can print an Inventory Sales Activity Report by vehicle. The parts reordering process is automated.

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HVAC Job Costing

Job costing is an important part of managing a heating and air conditioning business. Our Total Office Manager HVAC business software includes a comprehensive set of reports that make it easy to see how many hours you have into each job. You can quickly see how much you budgeted for materials versus how much you spent. You may even print an Income Statement by job.

HVAC Specific Reports

HVAC managers will benefit from the large collection of reports. Total Office manager even includes a unique Executive Summary and Financial Ratio Analysis. Your controller or bookkeeper can use the Bookkeeper’s Summary Report to keep up with important information. There is plenty of Key Performance Indicators (KPI) to review.

HVAC managers can use the Invoice Profitability Analysis report to check the profitability of all your service calls. Your HVAC salespeople will love the Customer Relationship Management (CRM) features. They can create sales leads and track the entire sales process. Sales proposals and estimates are customizable. Installation managers can track change orders, print pick tickets for the installers, and automatically create work orders. You can even automatically create purchase orders for equipment, parts, and materials that you don’t have in stock.

Field Service Management

We have even developed HVAC mobile software for the iPhone and Android (Droid) phones. We have a browser version too. When your telephone rings, the HVAC business software displays the caller ID information and instantly looks up the history behind that customer. You can enter an electronic phone message, sales lead, appointment, or work order. You can drag and drop service calls, installations, or sales calls on to the dispatch board. Work orders and appointments can be sent to the field electronically. Invoices can be created from the field or the office can debrief the technician and create a sale from the dispatch board. There is never any double entry.

Full QuickBooks Data Migration (with transactions)

If you use QuickBooks, we can migrate all of your important accounting information into Total Office Manager (depending on your software version). Please call us for details.

The Story Behind Total Office Manager
James R. Leichter, a lifelong HVAC contractor, needed a better way to run his service and installation business. Frustrated with accounting software that was either “one-size-fits-all” or totally overpriced, James assembled a dream team of software programmers and accounting professionals and set out to make his own HVAC business software. Total Office Manager is the result of five intensive years of development and more than six more years of fine tuning. The result is an accounting scheduling software program that probably looks and functions a lot like what you may have always dreamed of owning.

HVAC Business Software Features:

  • Field Service Management
  • Mobile app for Android and iOS
  • You Can Buy It Or We Can Host It
  • HVAC Performance Dashboards (optional)/li>
  • Comprehensive Security System
  • Customer Relationship Management (CRM)
  • Employee and Vendor Management
  • Certified Payroll with USA Updates
  • Dispatching (electronic drag-and-drop)
  • Telephone Messaging System
  • Caller Identification with Instant Lookup
  • Integrated Appointments
  • Marketing Campaign Manager
  • Sales and Estimating
  • HVAC Flat Rate Pricing Books*
  • Plumbing Flat Rate Pricing Books*
  • Electrical Flat Rate Pricing Books*
  • Credit Card Processing (with batch)
  • ACH Payment Processing (with batch)
  • AIA® Billing System (extra fee)
  • Invoicing and Accounts Receivable
  • Sales Opportunity Manager (sales leads)
  • Inventory and Item Management
  • Purchase Orders and Automated Reordering
  • Bills and Accounts Payable
  • Fixed Asset Manager with Depreciation
  • General Ledger (full double entry)
  • Credit Card Management
  • Banking and Bank Reconciliation
  • Service Agreement Management
  • Comprehensive HVAC Job Costing
  • Report Designer and Navigation Center
  • Import and Export Facility
  • Mobile Smart Phone/iPad Remote Access*
  • Field Mapping and Directions**
  • Asset Tracking Through GPS**
  • MS SQL Server Enterprise Database Utilities
  • Point of Sale (POS) Option

hvac business software

What you can expect from Total Office Manager

Complete HVAC Business Software – Combine your accounting, certified payroll, scheduling, dispatching, service agreements, customer equipment mobile field management, field service management, and more in one program. Save time and reduce costly mistakes because there is absolutely no double-entry.

Expert Training, Setup, Support, and Consulting – We offer a wide range of services including traditional technical support, onsite training, training at our offices, web-based training, and private consulting. We have a huge library of videos and manuals. Through our partner, RA Tax and Accounting, we offer full tax, accounting, and bookkeeping services.

Drag-and-Drop Scheduling and Dispatch Board – Minimize the time it takes to manage and assign each service call with a graphical schedule board and advanced dispatching. Total Office Manager is HVAC dispatching software made easy.

Financial Analysis and KPIs – Your HVAC service company needs to know where it stands in terms of profitability, solvency, efficiency, and risk. Our HVAC contractor software will tell you these things and more.

Expandability – With advancements in technology, such as integration with the Microsoft SQL Server database engine, the Enterprise Edition can hold more data without causing a noticeable slowdown. This makes it one of the fastest and most efficient HVAC business software programs and field service management software on the market.