How to choose software for air conditioning and HVAC service
The following checklist sums up what air conditioning and ventilation service depends on. For each point there is a question to ask when choosing, and how ServisBook handles it, including what it cannot do. You can verify all of it in the trial on your own orders.
1. The seasonal peak and a quick answer to the customer
Does the app show free days based on the actual plan? Can you send the customer a choice of dates, even in bulk when dozens of enquiries arrive at once in spring?
ServisBook: Date suggestions look for free time based on the plan, absences and technician skills, and the customer picks the date on a link. Offered days can be blocked so they cannot be promised twice. Instead of creating appointments, the Schedule all button can prepare offers for the whole queue of orders and list the links to send. More on the page Date offer to the customer.
2. Regular cleaning and checks on every unit
Does the software track the due date on a specific unit, or just a reminder on the customer? Does it count the next due date from the check actually carried out, or from the plan?
ServisBook: Due dates run on each piece of equipment separately and the next one is counted from the day the check was actually carried out. You add cleaning as another check of the equipment type with its own interval. The Recurring services overview shows what is due and what is overdue, and the Create order button creates one order for the whole address, including checks due within 60 days. Orders are not created by themselves until the company turns on nightly creation. In detail on the page Recurring services and inspections.
3. Register of equipment at customers
Can you record the serial number, location, refrigerant or output for each unit and look up its history?
ServisBook: Yes. The equipment card has the manufacturer, model, serial number, location and custom fields of the type, for example refrigerant or output, and a history of check results and notes. After an installation is completed, the app asks by itself whether to record the equipment in the register; you record three splits from one installation one after another. You can search by label, serial number, customer and address. How the register and due dates work is shown on the page Recurring services and inspections.
4. Leak checks under the F-gas regulation
Can you set the interval according to the charge of a specific unit? Is it visible on the check which regulation the due date comes from?
ServisBook: The Air conditioner (split) type template creates a leak check once every 12 months with a reference to Regulation (EU) 2024/573. You change the interval of a specific unit on its card when its charge requires a shorter one; the equipment type does not change. What the regulation says is summarised in the section below this list.
5. A report with the customer's signature
Does the visit produce a report with the check results that the customer signs on site and that can no longer be changed afterwards?
ServisBook: Yes, with the Handover reports module. The report is built from a template and the Equipment and checks block lists the units, the check result and the next due date. The customer and the technician sign with a finger on a phone or tablet and finalisation freezes the PDF. The report can be printed on the company's letterhead. More on the page Signed report.
6. Multi-day installations and crews
Is a multi-day installation one block that moves as a whole? Can several people be assigned to it, each for a different part of the work?
ServisBook: A multi-day appointment is one bar across consecutive days and you move it to another day or another technician by dragging. You add more technicians to the crew and each has their own date and scope. You see the whole team in the Technician plan 35 days ahead.
7. The technician's phone
Does the technician have to install anything? Can they record the check result, a photo of the rating plate and a note on the unit on the phone?
ServisBook: The technician opens My day in the phone browser with their appointments, address and the customer's phone number. For each unit they record OK, Fault or Not done, photograph the rating plate and add a note that anyone who goes to the equipment next time will see. My day does not work without an internet connection. In detail on the page Mobile for technicians.
8. Qualification for work with refrigerants
Does the scheduler offer work with refrigerants only to people who are certified for it?
ServisBook: You name skills yourself, for example “F-gases”, and the free capacity search and date suggestions return only technicians who have them. A skill has no expiry date: when a certificate expires, you remove the skill from the technician and the filter stops offering them. See Capacity and skills.
9. Price and what it includes
Do you pay per user or per company? Are all features included in the price, or in more expensive plans? What does onboarding cost?
ServisBook: EUR 20 per active user and started month, all features included and the first 30 days free without a payment card. You upload customers yourself from an .xlsx or .csv file. What it comes to for your team is in the pricing.
10. Invoicing and spare parts stock
Do you need invoicing and spare parts stock in the same program as scheduling?
ServisBook: ServisBook does not invoice and does not keep stock. It plans people and dates and keeps the history of the order and the equipment. If you need everything in one system, the decision is discussed in the article ERP or a scheduler.