HVAC software demo · QuickBooks Online · 2:25
HVAC software demo: one service call, from the first ring to a QuickBooks Online invoice
A no-cooling call on a Carrier condenser, followed through Repair-CRM and QuickBooks Online: the customer comes from QuickBooks, the AI spots a capacitor problem from an earlier visit, the job is dispatched to the technician's phone, the office reviews it, and an itemized invoice lands in QuickBooks the same day.
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What happens in the video
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Intro: HVAC jobs + QuickBooks Online
ClearAir HVAC, Friday 9:52 AM. A full week on the dispatch calendar, and an incoming call from Mike Turner.
The plan: office, field, QuickBooks
The three parts of the job: the office schedules the call, the technician documents the work, and the invoice lands in QuickBooks Online.
The call comes in
The dispatcher opens a new job. Mike is already a QuickBooks Online customer, so his name, contact details and the job location fill in automatically. Nothing is retyped.
Service History Insight finds the June visit
The problem: AC running but not cooling, he had this issue earlier. Service History Insight (beta) reads Mike's past work orders and finds the June visit on the same Carrier condenser: the run capacitor tested weak (38 µF of 45 µF) and Mike decided to wait. Its suggestion: bring a 45/5 µF dual run capacitor and check the contactor.
The condenser as an asset
The Carrier 24ACC6 condenser is attached to the job as an asset, so this repair stays in the unit's own history, not just in the customer record.
Scheduling and dispatch
Suggested time slots for the visit, then the planner with every technician's day. The job goes to Jake Morrison, Friday 10:00 AM, and appears on the dispatch board and on his phone at the same time.
On the technician's phone
At the property, Jake works through the job on his phone: the job details and the office's notes, start the clock, a photo of the unit, notes, parts and labor, and the customer's signature.
Finalizing: the office reviews before billing
Jake closes the job and it moves to Finalizing. His note says he replaced a pitted contactor, but the contactor isn't on the job yet, so the office adds the Contactor 30A 2-pole ($95) and adjusts labor from 1.0 to 1.5 hours. Net total: $626.50.
Create Invoice in QuickBooks
One click on Create Invoice in QuickBooks. The invoice settings carry the date, terms, billing address and the work order number, and the invoice can be emailed to Mike in the same step.
Invoice 6465 in QuickBooks Online
Invoice 6465 for Mike Turner appears in QuickBooks Online: $626.50, due today, every line item intact and Work Order: WO/001875 in the note to the customer.
One job, one record
The office, the technician and QuickBooks were looking at the same job the whole time.
What the demo shows
- QuickBooks Online customers available in Repair-CRM, with contact and location filled in
- Service History Insight (beta) reading past work orders on the same unit
- Per-unit asset history for every condenser, furnace or rooftop unit
- Suggested time slots and a dispatch planner by technician
- Mobile work order: notes, timer, photo, parts, labor and signature
- Finalizing: the office corrects the job before it is billed
- One-click QuickBooks Online invoice with the work order number in the note
Try it on one of your own calls
Connect your QuickBooks Online company, dispatch one real job and watch the invoice arrive in QuickBooks. 14-day free trial, no credit card, from $19/month after.
Want the full feature walkthrough with screenshots and pricing? Read about Repair-CRM HVAC software for QuickBooks Online. Comparing tools? See five QuickBooks job scheduling apps side by side or the best QuickBooks work order apps.