For solo and small HVAC businesses Book the job. Do it. Get paid.

An AC blowing warm air, a weak capacitor, a tune-up. Schedule it, price it from your own list, charge refrigerant by the pound, and get it signed and paid by card, on your phone before you leave the driveway. Card payments run through Stripe; its standard fees apply.

Available on the App Store and Google Play.

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14 days free, no card to start.

Or get the app:

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New customer: a pasted text that reads "Our AC is running but blowing warm air and the outside unit is humming", the Fill in from message button, and what it filled in: Linda Park, (813) 555-0142, a Tampa address, and the note "AC — running but blowing warm air." A job's lines on an iPhone: AC Diagnostic - Blowing Warm Air, $89.00, with Equipment, Problem and Service below it; Capacitor replacement on a condenser, $185.00, replaced a 45/5 MFD dual run capacitor; and under Materials, Refrigerant R-410A at 2.5 lb × $95.00, $237.50, added after a leak check. Subtotal and total $511.50. Service templates in Settings, the HVAC starting list with prices: Diagnostic — AC, heat pump or furnace $89, Water heater diagnostic $89, AC tune-up $129, Capacitor replacement $185, Contactor replacement $175, Refrigerant R-410A $95.00/lb, and Condensate drain line clearing below.
  • Schedule in time windows
  • HVAC services, your prices
  • Refrigerant by the pound
  • License and EPA 608 # on every invoice
  • Invoices signed and paid by card
  • Reports and what's owed

See it on your phone

Swipe through the screens from the App Store.

App Store screenshot: Refrigerant by the lb. At your rate per lb. Refrigerant goes on the job at your price per pound, right on the invoice. App Store screenshot: Text the bill. Get paid. They pay by card from your text. Tips included. No card reader. App Store screenshot: Customers pick the time. Share your booking link. They pick an arrival window, you confirm it. App Store screenshot: Still unpaid? Remind in one tap. The balance and a ready reminder text, one tap away. App Store screenshot: Know who’s calling. Before you pick up. Your customers’ names show on incoming calls, even if they’re not in your contacts. App Store screenshot: Bring your customers. And your job history. Export a spreadsheet or CSV from your old software, pick the file, import. App Store screenshot: Same account. Bigger screen. The browser dashboard for the evening at the desk: the week, the quotes, who still owes you.

One day with OnsiteBoard

Five things you already do. Less typing in each of them.

  1. Book.

    Customers pick a day and a window on your booking link. Or paste their text, "Our AC is running but blowing warm air…": name, phone, address and the problem fill in. Either way it lands in the app, and you confirm the booking.

  2. Drive.

    Tap On my way. The status changes, a text to the customer opens with your message already written, and navigation opens to the address.

  3. Do the work.

    Photograph the data plate and the make, model and serial are read for you. Tap Draft: service lines are proposed from your notes, priced from your list. Refrigerant goes on by the pound, 2.5 lb × $95.00.

  4. Sign.

    Hand over the phone. The total sits above the pad, so the customer signs for a number they've seen. Or text the estimate with a deposit to start, and they approve it from the couch.

  5. Get paid.

    Send the invoice by text or email, with your license and EPA 608 numbers on it. The customer pays by card from the link, tip included, and Stripe sends it to your bank. Cash or check? Record it on the job. Card payments run through Stripe; its standard fees apply.

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What's in the box

Everything you need. Nothing you don't.

  • Your day, in time windows

    Jobs sit in the arrival windows you set, 8–10, 10–12, and so on, with a reminder before each one.

  • Jobs that come in on their own

    Customers pick a day and a window on your booking link. Or paste their text, and the name, phone, address and problem fill in, for you to check.

  • HVAC services, ready to go

    Common calls to start from, an $89 diagnostic to a $129 cooling tune-up, each with a starting price you change in Settings.

  • Refrigerant by the pound

    R-410A or R-454B, pounds times your rate, worked out as you type: 2.5 lb × $95.00 = $237.50. The pounds print on the invoice.

  • Your license and EPA 608 #

    Enter them once in Settings. Your contractor license and EPA 608 certification numbers print on every estimate and invoice.

  • Data plate from a photo

    Photograph the plate on a condenser, heat pump, air handler, furnace, package unit or water heater. Equipment, make, model and serial are read for you.

  • Draft from your notes

    Tap Draft and the service lines are proposed from the job's notes as Equipment, Make, Model, Problem and Service. Prices come from your list only; you edit and save.

  • Deposits on estimates

    Ask for a deposit up front, as a percentage or any amount, within your state's limits. Record it, or the customer pays it by card. The invoice counts it as paid. Card payments run through Stripe; its standard fees apply.

  • Signed on your phone or online

    The customer signs on your screen, with the total right above the pad, or approves the estimate from a link.

  • Know who's calling

    On iPhone, a customer's name shows on the incoming call, even if they're not in your phone's contacts.

  • Remind in one tap

    Finished jobs that still owe money show the balance in red on your schedule, with a Remind button that writes the text for you.

  • Paid by card, no reader

    Customers pay the invoice from a link and can add a tip; Stripe sends the money to your bank.

  • Customers and their jobs

    Search by name, street or phone, see every past job, import from a spreadsheet or CSV, export any time.

  • Reports that answer the question

    Revenue collected, jobs completed, average ticket and what's still owed, by week, month or year.

  • Jobs save without signal

    In the phone app, open your jobs and add new ones in an attic or a crawl space; they sync when you're back in range.

Also in there: hourly labor at your rate, with HVAC labor starting at $110/hr · one-tap On my way, with a ready-made text and navigation · alerts when a customer books, signs or pays · message templates · a PDF of every estimate and invoice · your trade in Settings, so the service list and the assistant fit HVAC work.

Refrigerant by the pound. Your license and EPA 608 number on every invoice.

The customer sees how much went into the system and what it cost. You keep a written record of the pounds you added, with the job.

  1. Add it as a material.

    Pick R-410A or the newer R-454B from your list, with Charge per lb on. Enter the pounds and the line works itself out as you type: 2.5 lb × $95.00 = $237.50.

  2. Say what you did.

    Add a note such as "Added to condenser after leak check, system charge 7 lb 4 oz." It prints under the refrigerant line.

  3. Set your numbers once.

    In Settings, under Business info, enter your contractor license # and your EPA 608 certification #. Both print on every estimate and invoice from then on.

  4. Send it.

    The invoice shows 2.5 lb × $95.00 under Refrigerant R-410A, your license and EPA 608 numbers at the top, and a link the customer pays from by card. Card payments run through Stripe; its standard fees apply.

The pounds on each invoice are a handy record if you keep your own refrigerant log. OnsiteBoard doesn't file anything or check your records against any rule; what you're required to keep is still up to you.

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Add material: Refrigerant R-410A, with the description "Added to condenser after leak check, system charge 7 lb 4 oz", Charge per lb switched on, a quantity of 2.5 lb at a rate of $95.00 per lb, and the line worked out as 2.5 lb × $95.00 = $237.50. Business info in Settings: Marcus Reed, Bright Air & Heat, a Tampa address, (813) 555-0184, a License # field noted as printed on estimates and invoices, and an EPA 608 certification # field.
From the demo account: 2.5 lb of R-410A at $95.00 a pound, and the license and EPA 608 numbers that print on each estimate and invoice.

A Book Online button for your website.

Every account comes with its own booking page. Put the link behind a button on your website, your Google Business Profile, Facebook, Nextdoor or Yelp, and customers send a booking request for a window you're free; you confirm it with one tap.

  • Your windows. The page offers the arrival windows you set in Settings, and nothing else.
  • Only times you're really free. The page reads your schedule, including jobs you put in by hand, so a customer can't book on top of work you already have.
  • Notice you control. Set the earliest day in Settings: one day means a full 24 hours from the moment they book.
  • It lands in the app for you to confirm. Name, phone, address and what's wrong, in the arrival window they picked, with an alert on your phone. Tap Confirm booking and the customer gets their confirmation email.
  • One window, one request. Two people on the page at once can't both take the same window.
<a href="https://onsiteboard.com/book/your-link">Book online</a> Copy your own link from Settings → Your online booking link.
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The customer's booking page for Bright Air & Heat in Safari: fields for name, phone, email, address and what needs fixing, with the example 'AC running but blowing warm air', and open arrival windows for the next days, one already booked and crossed out.

Two small things you'll use every day.

An incoming call on an iPhone showing the customer's name, Jennifer Walsh, under the number, identified by OnsiteBoard.

Know who's calling.

Your customers' names show on incoming calls, even when they're not in your contacts. Pick up knowing it's a customer, not a spam call. iPhone only.

Drafted services: AC Diagnostic - Blowing Warm Air, $89.00, with Equipment: AC, Problem: Blowing warm air and Service: Diagnostic, checked, above an Add 1 service(s) button. The note reads: Prices come from your templates. Edit anything after adding.

Notes become priced lines.

Tap Draft on a job. "Blowing warm air" becomes an AC diagnostic line, written up as Equipment, Problem and Service, at the $89 on your list. Prices only ever come from your list; check it and add.

Same account. Bigger screen.

The browser dashboard is for the evening at the desk: the week, the quotes, and who still owes you.

  • Today at a glance. What's on today, what came in this week, what's outstanding.
  • The week as a grid. Your time windows down the side, days across. An empty cell is a free window.
  • The day's route. The stops in order, the drive between each pair in miles and minutes, and a map, all estimated from the addresses on the jobs. Hand the whole run to Google Maps in one click.
  • Needs attention. Unpaid invoices by age, jobs waiting on a part, and payments and bookings as they come in.

Nothing to install. Same sign-in as the phone. Book jobs, edit customers, send invoices, run reports and export CSV, with a keyboard.

Bring your customers and jobs with you.

Export a customer list or a job history from your old app or spreadsheet, as .xlsx or CSV, and pick it in Customers. A job history comes in too: each past job with its total and payment, so your work history and revenue reports are there from day one. OnsiteBoard works out which kind of file it is and shows you what it found before anything is imported.

It's built not to double anyone up. Every row is matched against the customers you already have — by phone number first, then by name and address. A match only gets its blank details filled in, nothing you typed is overwritten, and a repeat is skipped. Run the same file twice and you get the same customers, not two of each. Everything exports back out any time.

The Import data preview: what OnsiteBoard found in the file, before anything is added.
The Import data preview: what OnsiteBoard found in the file, before anything is added.

HVAC field service software for a small shop

OnsiteBoard is a field service app for a small home service business: schedule the job, send the estimate, do the work, send the invoice and get paid.

HVAC scheduling software

Jobs sit in the arrival windows you set, 8–10, 10–12, and so on, with a reminder before each one. Customers pick a day and a window on your booking link.

HVAC invoicing software

Build estimates and invoices from your services and materials, get them signed on your phone or online, and send them by text or email. Customers can pay by card from the link you send. Card payments run through Stripe; its standard fees apply.

CRM for a small HVAC business

Search by name, street or phone, see every past job, import from a spreadsheet or CSV, export any time.

HVAC software for one- to three-person shops

Made for solo service pros and one- to three-person shops, not for a fleet. One plan with every feature. 14 days free, no card to start.

One plan. Every feature.

Try all of it free for 14 days. No card needed to start.

OnsiteBoard Pro
$49.99/mo

or $479.00 a year (about $39.92/mo). Save about $120 a year with the yearly plan, compared with paying monthly.

  • Online booking, signatures and payment reminders are in the one plan. No add-ons, no higher tier.
  • 14 days free, no card to start
  • iPhone, Android and the browser dashboard, one account
  • Cancel anytime in your App Store or Google Play settings
Start free trial

Billed through the App Store or Google Play; renews until you cancel. You can start in a browser. The plan itself is bought in the iPhone or Android app. After the trial, without a plan, your jobs, customers and invoices stay viewable and exportable. Creating new work and sending documents by email from OnsiteBoard need a plan. Stripe's card processing fees are separate.

Working out your prices? Use the HVAC price calculator.

More on this: Card payments · Online booking · Payment reminders · Import customers · Move your data from another app · Job estimate template

Questions HVAC techs ask

Can I charge refrigerant by the pound?
Yes. Add refrigerant as a material with Charge per lb on, then enter the pounds and your rate; 2.5 lb × $95.00 = $237.50, worked out to the cent as you type. R-410A and the newer R-454B are both set up per pound. The pounds show under the line on the invoice, the PDF and the customer's page.
Where do my license and EPA 608 numbers go?
Enter them once in Settings, under Business info: your contractor license # and your EPA 608 certification #. Both then print on every estimate and invoice, next to your company name and phone. With the pounds of refrigerant on the line below, each invoice doubles as a written record of what you added. It's a record, not a compliance tool: what you're required to keep is still up to you.
Are the service prices set for me?
They're a starting point. You get the common HVAC services, from an $89 diagnostic and a $129 cooling tune-up to capacitor and contactor replacements, drain line clearing, thermostat installs and HVAC labor at $110/hr, each with a typical price. Change the names, prices and descriptions in Settings, add your own, or delete what you don't do.
Can it read the data plate?
Yes. Take a photo of the data plate on a condenser, heat pump, air handler, furnace, package unit or water heater, and the assistant reads the equipment type, make, model and serial. Look it over before you save. Reading a photo needs a connection.
Can I charge by the hour?
Yes. Turn on Charge by the hour on any service line and enter the hours and your rate; the line total is worked out to the cent as you type. The hours show under the line on the invoice. The HVAC labor service in your list starts at $110/hr; change the rate in Settings.
Can I take a deposit before I start?
Yes, on any estimate: 10% of the total, more where your state allows, or any amount. Record it as cash or check, or the customer pays it by card from the estimate link. When the estimate becomes the invoice, the deposit already counts as paid and the customer sees the balance. Some states limit deposits on home improvement work: in California, 10% of the price or $1,000, whichever is less. Check your state's rules before you set one. Card payments run through Stripe; its standard fees apply.
Does it work for other trades?
Yes. You pick your trade when you sign up: appliance repair, auto detailing, boat service, dryer vent cleaning, electrician, garage doors, gutters, handyman, house cleaning, HVAC, irrigation / sprinklers, lawn care, locksmith, pest control, pet waste removal, plumbing, pool service, pressure washing and window cleaning are supported. It sets your starting service list and how the assistant reads customer messages and drafts services. You can change it later in Settings; a service list you've edited stays unless you choose to replace it.
Do I need a card reader?
No. The customer pays from the invoice link, on their own phone or computer, on a Stripe-hosted card form. You never handle the card. Stripe's standard card processing fee applies; OnsiteBoard doesn't add a fee of its own.
Does it work offline?
In the phone app, partly. With no signal you can open your jobs, add a job and change its time; it syncs when you're back in signal. A job's services, parts and refrigerant open with a signal the first time; after that you can change them, and record a cash or check payment on its invoice, without one. The customer's signature, job photos, sending an estimate or invoice, card payments, the assistant (reading a message or a data plate, drafting services), the map and Street View need a connection, and so does the browser dashboard.
Can I import my customers?
Yes, from a spreadsheet (.xlsx) or a CSV file — export one from your old app and pick it in Customers. OnsiteBoard works out whether the file is a customer list or a job history and tells you what it found before anything is imported. Names, phones, emails and addresses come in. Rows are matched to customers you already have by phone, then by name and address: a match gets its blank fields filled in and nothing overwritten, a repeat is skipped — so importing the same file twice doesn't double anyone.
What about Android?
The Android app is on Google Play, with the same account as the iPhone app and the browser dashboard. One difference: Caller ID is an iPhone feature.
Can my customer pay without an account?
Yes. The invoice link opens in their browser — no app, no sign-up. They sign, add a tip if they want, and pay by card.
What happens after the trial?
Nothing is charged when the trial ends: there is no card on file. You pick monthly or yearly in the app. If you don't, nothing is deleted: your jobs, customers and invoices stay viewable and exportable. Creating new work and sending documents by email from OnsiteBoard need a plan.
Is my data mine? Can I export it?
Yes. Export your customers and your payments as CSV, save or print any estimate or invoice as a PDF, and delete your account from Settings whenever you want.
Do you track my location?
No. The app never asks for it. Drive times on the route are estimated from the addresses on your jobs, and "On my way" and "Arrived" are times you tap yourself.
Can it draft my invoice?
Tap Draft on a job and OnsiteBoard proposes the service lines from the job's notes and your own service templates, each written up as Equipment, Make, Model, Problem and Service. Prices come only from your templates. You look it over, change anything, and save.
A customer texted me instead of booking. Do I retype it?
No. Copy the text, open a new customer or job, paste. "Our AC is running but blowing warm air…" fills in the name, phone, address and the problem, the way you'd write it down yourself. Check it and save.
Is OnsiteBoard a CRM for an HVAC business?
It keeps your customers and every past job, and you can search by name, street or phone. It is built around the day's work: schedule the job, send the estimate, send the invoice and get paid.

Free HVAC invoice templateFree HVAC estimate template

Start with tomorrow's jobs.

Download OnsiteBoard, pick HVAC when you sign up, add tomorrow's calls, and send your first invoice from the driveway. 14 days free, every feature, no card to start.

Start free

14 days free, no card to start.

Or get the app:

Download on the App Store Get it on Google Play

Available on the App Store and Google Play.