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The 7 Best HVAC Software Solutions for 2025

Name: Workyard
Brand: Workyard
Rating: 4.7 (44 reviews)

Looking for HVAC software for your business? We’ve reviewed 7 of the best HVAC business apps on the market to help you!

Luis Batongbakal

Last updated: March 13, 2025 10 min read

best hvac computer software recommendations - featured image

HVAC software gives you a competitive advantage by letting you schedule, track jobs, and keep up with regulations all from the same place. With the right HVAC business software, you’ll avoid missed appointments, prevent double bookings, and track HVAC jobs from appointment to completion without getting bogged down by paperwork.

With delayed or slow HVAC services driving 55% of negative customer reviews, finding the right software to help you stay on top of everything should be a priority. This article breaks down the best HVAC software options to cut your research hours and go straight to implementation in no time.

The most accurate GPS time clock for construction and HVAC businesses.

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A simple solution for managing subcontractors and field payments.
Mobile invoicing and payment solutions for contractors.

Scoring

Ease of Use

9 9

Customer Support

9 9

Value for Price

9 9

Integrations

8 8

Scheduling

10 10

Time Tracking

10 10

Job Tracking

9 9

Learn how our scoring system works

Key Features

Precise GPS tracking and geofencing
Rule-based and easily reviewed timecards
Simplified worker scheduling for complex projects
Automated workforce compliance
Detailed job and project tracking and real-time job costing

Pros

Keeps working even without an internet connection

Simple interface that’s easy for workers to use

Automatic clock-in through GPS-based geofencing

Accurate GPS tracking while employees are on the clock

Quickly drag-and-drop task rescheduling

Cons

Focused on field service, construction, and property management

Location tracking is needed for GPS-based accuracy

No forever-free plan due to advanced features

Task alerts are only available via in-app notifications

Highlights

As a top HVAC software, Workyard simplifies and automates scheduling so your business won’t bleed customers due to service downtimes, double bookings, or missed appointments.

Its digital calendar gives you visibility into the team’s schedules so you can easily assign jobs to the right technicians as soon as you receive a service call. Workyard’s mobile app also accurately tracks workers’ GPS locations while they’re on the clock, helping you dispatch HVAC jobs on the fly without wasting time on back-and-forth phone calls.

Workyard is designed to be easy to use for HVAC workers. They can log in with their mobile numbers and use any feature with just a few taps. Its intuitive design allows you to get everyone on board faster without the need for hours of training.

With real-time task updates, notes, and photos, everyone stays on the same page, reducing miscommunication and missed appointments. Workyard also helps track job costs and generate reports, giving you insights to improve efficiency and reduce wasted time.

Let’s break down the key features of Workyard’s HVAC service software.

Boost HVAC techs’ productivity with Workyard’s precise time clock

See how it works

Effortless Service Scheduling and Dispatching

No matter how organized your team’s schedule is, one last-minute, unexpected change (like HVAC technicians getting stuck in traffic) is enough to throw everything off.

Missing an appointment or accidentally double-booking a tech can lead to unhappy customers and lost revenue. Workyard’s HVAC scheduling software prevents this by laying everything out on a single, easy-to-read calendar, so you can create, update, or move jobs without a ton of back-and-forth.

Need to plug in a quick service call? Simply add a new task to Workyard’s HVAC dispatch software. Want to schedule routine maintenance visits? Choose how often they repeat—daily, weekly, monthly, or yearly–and Workyard will automatically populate the calendar for you.

If a customer postpones or a tech has to call out, just drag and drop the appointment to a new time—no more starting over or scrambling to notify everyone. For broader updates, like shifting multiple tasks at once, you can switch to a list view and bulk-edit in seconds.

Below are a few Workyard features that help you avoid the usual HVAC scheduling headaches:

Instant Notifications for Clear, Timely Communication

Instead of texting or calling each technician when a customer reschedules, Workyard sends an automatic alert to everyone involved. This way, your team knows about changes the moment they happen—right on their phones or in their email.

Custom Labels to Prioritize Work at a Glance

Some jobs need a simple filter replacement, while others call for specialized HVAC tools or parts. By adding labels like “Urgent,” “Special Parts Needed,” or “Maintenance,” you make it clear at a glance what each task involves. Your techs can then prioritize their day accordingly.

Project or Geofenced Locations for Efficient Field Assignments

If your service area spans several neighborhoods, it’s easy to lose track of who’s where. Workyard lets you assign tasks to specific addresses or set up a virtual boundary, so you can see at a glance who’s nearby. That means less drive time, lower fuel costs, and quicker service.

Notes, Photos, Checklists, and Attachments to Streamline Crew Prep

When your crew has questions about the right part to bring or the correct procedure to follow, you can include everything they need—like diagrams, equipment manuals, or even pre-visit checklists—directly in the task. That way, they’ll have the details on hand before they arrive at a customer’s home.

Having your scheduling in order means fewer slip-ups, more efficient dispatching, and ultimately happier customers. If you’ve been dealing with constant calendar chaos or wasting time on re-checking appointments, Workyard is designed to help HVAC businesses stay organized and keep technicians on track.

See why 50,000+ workers and over 10,000 contractors use Workyard (and why HVAC project managers and leaders like you have rated us 4.9 of 5 stars on Capterra). Explore Workyard and start a 14-day free trial today to see how we can speed up your HVAC service and workforce management.

Automatic GPS-Enabled Time Tracking

Workyard’s GPS-powered time clock accurately tracks your technicians’ hours and locations—even in low-reception areas. By keeping a record of technicians’ hours, they always have something to back them up in rare instances when clients complain (or if there’s uncertainty around their exact hours).

Field techs can clock in or out manually with just a tap of their mobile phones. Managers can also set up geofences around the job site, so Workyard can automatically log the workers in as soon as they arrive at their assigned location and trim their clock-out times to the last site exited. Thus, technicians no longer need to worry about forgetting to clock in or out.

Workyard also gives workers multiple options to clock in, giving them the flexibility to log their hours no matter the circumstances. HVAC technicians can clock in through their phones, a shared kiosk (with face detection to prevent buddy punching), or via a supervisor who can clock-in/out multiple employees simultaneously.

All time card entries instantly reflect on the team’s timesheet, making it easier for managers to review, edit, or approve time cards. The map-based team view also points them to each technician’s specific locations at any given time, ensuring accurate dispatching or scheduling decisions.

Real-Time Team Visibility

Stay informed with Workyard’s live map-based team view. See exactly where your technicians are during their workday, including arrival and departure times for each job site.

Unlike the built-in GPS trackers for many work vans or trucks, Workyard’s GPS offers continuous location tracking. So even if the worker steps out to meet clients or pick up supplies, the GPS time clock will continue tracking their locations with pinpoint accuracy.

It also goes beyond the geofenced job site assigned for the project, giving workers the flexibility to work wherever they need to and get paid every single time.

The real-time visibility helps you make quick dispatch decisions and ensures you’re sending the right tech to the right job.

Workyard also tracks travel times, routes, and mileage for each trip, making it easier to handle reimbursements and manage operational costs.

Up-to-Date Job Progress Tracking

Workyard’s job-tracking tools keep everyone updated on task progress.

Technicians can add notes, upload photos, and check off tasks as they complete them. Managers can monitor job status in real time and catch potential delays before they become problems.

All communications are safe and secure so you can easily revisit the thread anytime to check the task’s status.

Managers can also access the Project Hub section of the app to get a bird’s-eye view of each project’s performance. This section provides a breakdown of hours, mileage, travel time, and costs per project. These can be further drilled down to gain more data-driven insights.

Built-in Labor Compliance

Workyard helps you stay compliant with built-in guardrails for overtime, breaks, and time card sign-offs.

Automated reminders ensure workers take required breaks, and end-of-day sign-offs guarantee any workplace accident or injury is properly documented. This reduces the risk of labor law violations and protects your business from potential disputes.

Your HVAC crew also has complete access to their time cards and gets instant notifications every time there are changes on their accounts. All time card entries, including progress notes and GPS logs, are stored permanently to provide a comprehensive and reliable audit trail for all projects, whether active or archived.

Workyard’s built-in labor compliance tools protect your HVAC business by:

Auto-inserting breaks to time cards before the worker clocks out
Adding workers to the payroll with the right classification and exemption statuses
Automatically calculating overtime based on federal, state, or custom rules
Sending meal break reminders to employees while working

Customizable Reports and Dashboard

Workyard collects every detail you enter into the system and automatically generates reports to help you make data-driven decisions.

Workyard’s dashboard greets users with a summary of projects your team is working on and the labor costs they have incurred so far. It allows managers to review active projects at a glance and keep their fingers on the pulse of how profitable they are.

Time card reports give insights into how service techs spend their time at work. They also help you verify time card submissions and whether they comply with the company’s clock-in, clock-out, and meal break guidelines.

Choose between a summary report or a more detailed account of hours recorded, time spent driving, and mileage driven by field techs during their shifts. You can further customize the report by choosing the person (or group of technicians) you want to generate it about, along with time and date settings.

The Project Hub also offers a wealth of insightful data you can review to get a better picture of each project’s current status.

By clicking on an individual project, you’ll access a detailed breakdown of the number of hours, labor costs, and driving mileage spent working on it. This gives you the data you need to keep your budget on track, streamline your billing processes, and improve future estimates.

Reviews

We highlight aggregate user review scores at the top of every app we discuss – at the time this article was published, Workyard boasted the following numbers:

4.3

104

4.2

130

4.9

Losing data is always devastating, especially for HVAC businesses relying on their software to keep their customer databases intact. The iOS user below learned this the hard way but bounced back successfully with the help of Workyard.

Better than most ⭐⭐⭐⭐⭐
We were using another app to clock employee hours until out of the blue it started deleting hours. Ended up losing all my information and the company told me there was nothing to do about getting them back. I almost went back to paper but decided to give Workyard a try. We’ve been using it for a few months and it’s been rock solid. It’s been so reliable we’re thinking about upgrading to the plan that gives us reporting on all our labor costs across projects.

The Android user review below echoes the most common pain points of field service businesses. These include service techs forgetting to clock in and a lack of real-time location tracking for job dispatching–problems Workyard has successfully addressed.

⭐⭐⭐⭐⭐
App is amazing, it allows me as a technician if I accidentally forget to sign in to a customer that I’ll have proof I was there with the GPS location. It’s overall makes it easier on management because they can see where all the techs are and when new customers call in they’re able to call the nearest tech to pick up more business. Overall a very needed app for any business that has several techs or employees that are mobile. And it makes tracking hours easy.

On Capterra, construction manager Jose M. says “our business has improved dramatically” thanks to Workyard’s scheduling functionality:

Business Origination ⭐⭐⭐⭐⭐
Overall: Our business has improved dramatically due to schedule improvements and cost code help us see where we are successful and where we need improve to have better services for our customers.

Pros: The most impactful thing is how using all the tool from scheduling to cost codes to time cost reports helped streamline our business. Shows us where we need to improve and where we’re successful.

Cons: So far I have not learned all the tools useful to my business there are so many. I would change the easy of administrators to change things via mobile phones. Also integrating with google calendar to help block off unavailable times.

EDITOR’S NOTE: We created Workyard – the first app reviewed here – to address issues we encountered while struggling to track and manage construction payrolls for over 700 workers in over 50 construction businesses. We built the Workyard app from the ground up to support construction companies like yours, with industry-essential features like the industry’s most accurate time clock app with GPS and geofencing, intuitive contractor scheduling, construction cost tracking tools, and more.

Learn more about how Workyard works on our main website, or sign up for a 14-day free trial today to see what Workyard can do for your business.

Pricing

Free Trial?

14-day trial with no credit card required

Time Tracking

$6 / mo. per user (annual) or $8 / mo. per user (monthly)+ $50 company base fee

Workforce Management

$13 / mo. per user (annual) or $16 / mo. per user (monthly)
+ $50 company base fee