HVAC
HVAC software with accounting built in
An HVAC call is often a repair today and a replacement conversation next season. FieldCX books the call while the customer is on the line, puts the replacement option in front of them on every estimate, ties each callback to the install it came from, and posts the job cost straight to your books.
Where HVAC jobs lose money
Four leaks every HVAC company knows
Most of them happen between people: the CSR and the board, the technician and the estimate, the truck and the invoice. FieldCX puts a check at each hand-off.
The replacement nobody quoted
A technician swaps a capacitor on a 15-year-old system and leaves without showing what a new system would cost. In FieldCX, every estimate carries Good, Better and Best, and "decide later" sets a follow-up date instead of losing the conversation.
The board that looks full
In peak season the board looks booked, yet two technicians have open afternoons. In FieldCX, capacity sits on the board per technician and per day, and the CSR sees the week's open slots while the caller is still on the phone.
The callback paid for twice
Last spring's install fails and the return visit is either billed as new work or done free with no record. In FieldCX, the callback is linked to the original job, with its warranty coverage, the likely cause and the technician who did the work.
The part that never reached the invoice
A contactor comes off the truck and isn't billed. In FieldCX, materials used are reconciled to the plan for each work order, and the job can't be submitted until photos, signature and payment are done.
Closeout
A closeout checklist for every HVAC job type
Set the checks for a tune-up, a repair and a system replacement separately. The technician can't submit the job to dispatch until every check is done, so the office never chases a missing serial number or signature.
- Units kept on the customer record as equipment, with model and serial
- Refrigerant, charge and filter details captured by the checklist
- Before and after photos on the job
- Dispatch reviews every submitted job before it is paid or stamped
- Commission worked out on what the job actually made
- Old unit model and serial photographedTech
- Refrigerant type and charge recordedTech
- Line set and pad condition notedTech
- Filter size saved to the customer recordTech
- Good, Better and Best presentedEstimate
- Customer signatureCustomer
- Payment collected or invoice sentPayment
From the call to the books
How an HVAC job runs in FieldCX
No-cool call, booked on the phone
Calls, texts and web leads land in one CSR queue, connected to your RingCentral line.1 The CSR sees the next seven days of open slots and books before the caller hangs up.
Call intakeDispatch that shows room to sell
A timeline board with technicians as lanes, capacity marked as room, tight or full, and leave on the board so nobody books a technician who is out.
DispatchRepair or replace, decided at the door
Good, Better and Best on the iOS and Android app, with financing options shown alongside the estimate.2 An approved quote becomes the sales order and work orders automatically.
Technician appEquipment and labor costed to the job
Equipment, parts and helper hours post to the job and the ledger. Payment by cash, check or card3 is tracked to whoever holds it until it reaches the bank.
AccountingPricing and switching
US$129 per technician. Your history comes with you.
Every other user, from dispatch to stores, is US$99 a month. We bring your customers, equipment and price book across during implementation, and your invoice and payment history when you want it. Coming from Aptora Total Office Manager? You can price the move yourself.
Questions
HVAC software questions
Can FieldCX replace both our field service software and our accounting package?
Yes. FieldCX carries a full ledger: receivables, payables, bank reconciliation, job costing and financial reports. Invoices, payments, purchases and job costs post as the work happens, so there is no second system to keep in sync.
Can technicians show repair and replacement options on site?
Yes. Every estimate carries Good, Better and Best options. The customer can sign on the device, sign by email, or pick a date to decide, which sets a follow-up reminder for your team.
How are callbacks on installs handled?
A callback is linked to the original job. Dispatch sees the original work, who did it and whether it is still under warranty. Warranty periods for parts and for labor are stamped on the job when it is authorized.
What does FieldCX cost for an HVAC company?
US$129 per technician per month and US$99 per month for every other user, such as dispatchers, CSRs, helpers and stores staff. Implementation is a one-time charge quoted for your setup. Prices exclude taxes.
Can we bring our history from Aptora TOM or another system?
Yes. Aptora Total Office Manager migrations have fixed-price packages you can price on our TOM migration page. History from other systems is quoted after we see your data.
Notes
1. Calls and texts need a RingCentral account. Call recording depends on your plan and on the recording and consent laws where you and your callers are.
2. Customer financing is provided by third-party lenders and is subject to their approval and terms. LogsNX is not a lender.
3. Card payments are processed by Stripe and need your own Stripe account. Stripe's fees apply.
Checklists and screens shown are examples. Prices as of November 2026, in US dollars, excluding taxes.
Bring one job. We'll show you what it should have earned.
Leave your number and a FieldCX specialist will call to set up your free revenue-leak review. Or reach the sales team directly.