FSM software for HVAC contractors
From no-cool emergencies in July to tune-up season in October, FSM Flow schedules the right tech, tracks every unit and refrigerant log, and turns completed calls into invoices before the van leaves the driveway.
- 14-day free trial
- No credit card required
- Set up in minutes
Tune-up completed
Filter replaced · 410A charge logged · invoice sent
At a glance
HVAC software is field service management software built around the way heating and cooling contractors work: emergency no-heat and no-cool calls that arrive in bursts, seasonal maintenance agreements that have to be scheduled months ahead, flat-rate pricing with good-better-best options, and equipment that must be tracked unit by unit for warranty and refrigerant compliance.
FSM Flow covers that whole loop. Dispatchers see every technician on one drag-and-drop board and let AI suggest who should take the next call based on skills, location and the parts already on the truck. Technicians work from an offline-first mobile app that holds the customer’s equipment history, model and serial numbers, and photos from the last visit. Office staff get invoices, quotes and maintenance renewals generated automatically from completed work orders.
The result is a business that can absorb the summer peak without hiring a second dispatcher, keep maintenance-agreement customers on schedule, and know exactly which units are due for replacement before the customer calls.
$159.4B
US heating and air-conditioning contractors industry revenue (2026)
Source: IBISWorld
120,461
HVAC contracting businesses in the US (2026)
Source: IBISWorld
+11%
Projected growth in HVACR mechanic and installer jobs 2025–35, with ~40,600 openings a year
Source: US Bureau of Labor Statistics
7.7M
US central AC and heat pump units shipped in 2025, down 20% on 2024
Source: AHRI
Job types
Each job type carries its own duration, checklist, required skills and pricing method, so dispatch and the AI scheduler already know what a call involves before it hits the board.
No-cool / no-heat emergency
Same-day priority dispatch with on-call rotation and customer ETA texts.
Seasonal tune-up (PM visit)
Spring AC and fall furnace checklists generated automatically from maintenance agreements.
System replacement & install
Multi-day jobs with crews, equipment serials, permits and start-up documentation.
Refrigerant leak search & recharge
EPA 608 refrigerant logs captured on the job with technician certification on file.
Heat pump & ductless mini-split install
Electrification work with rebate paperwork and commissioning checklists.
Ductwork, sealing & IAQ
Duct cleaning, air purifiers, humidifiers and blower-door results stored against the site.
Thermostat & controls
Smart thermostat installs and zoning with model and firmware recorded on the equipment.
Boiler & hydronic service
Annual service, combustion analysis readings and gas safety records in one place.
Commercial RTU & chiller PM
Quarterly rooftop-unit rounds across multi-site customers with asset-level history.
Warranty & callback
Manufacturer warranty claims and no-charge re-visits tracked separately from paid work.
Estimate & sales visit
Comfort-advisor appointments with good-better-best quotes sent from the tablet on site.
Maintenance agreement renewal
Expiring plans surface automatically with one-click renewal invoices.
Where time gets lost
The problems that show up in every dispatcher’s inbox, and what FSM Flow does about each one.
The summer surge buries the dispatcher.
AI scheduling suggests the best technician for every incoming call by skill, proximity and parts on the truck, and reshuffles the board when a job runs long. Emergency jobs get a priority flag and jump the unassigned pool.
See how it worksMaintenance agreements get sold, then forgotten.
Agreements generate their spring and fall visits automatically, with reminders to the customer and a slot on the scheduler in the shoulder season, so renewal revenue is earned instead of refunded.
See how it worksTechs can’t see what happened last time.
Every unit has a record: model, serial, install date, refrigerant type, past readings, photos and notes. The mobile app shows it before the tech knocks, even without signal.
See how it worksPaper refrigerant logs and 608 cards at audit time.
Refrigerant added or recovered is logged per job against the unit and the certified technician, so the EPA record is a report, not a shoebox.
See how it worksInvoices go out days after the job.
Flat-rate line items are priced from the price book on site, the job is marked complete on the mobile app, and the invoice is generated the moment the work order closes.
See how it worksNobody knows which units are near end of life.
Equipment lifecycle tracking flags systems by age, repair count and refrigerant type, giving comfort advisors a replacement list before the compressor fails.
See how it works
Built for HVAC contractors
One platform for the office, the trucks and the AI that connects them.
AI dispatch & scheduling
A drag-and-drop board with day, week and month views and AI technician matching for every call.
- Emergency priority and on-call rotation
- Skill and certification matching (EPA 608, NATE)
- Route-aware suggestions to cut windshield time
Maintenance agreements
Sell plans once and let FSM Flow schedule, remind, deliver and renew them.
- Spring and fall visit generation
- Member pricing applied automatically
- Renewal invoices and expiry alerts
Equipment & refrigerant records
Model, serial, refrigerant type and charge, warranty dates and full service history per unit.
- EPA 608 refrigerant logs per job
- Warranty expiry and claim tracking
- Replacement recommendations by age and repairs
Flat-rate quotes & invoicing
Good-better-best options on the tablet, approval on site, invoice sent before the tech leaves.
- Price book with member and non-member rates
- One-click invoice from the work order
- Quote expiry and follow-up automation
Truck stock & parts
Know which capacitors, contactors and motors are on which van, and reorder before they run out.
- Per-truck inventory and low-stock alerts
- Parts linked to jobs and invoices
- Warehouse to van transfers
AI assistant & workflows
Ask “which maintenance customers are overdue?” or automate the follow-up after every install.
- Natural-language questions on live data
- Workflow builder for reminders and escalations
- AI-generated job summaries for the customer
A day with FSM Flow
How a 12-truck residential HVAC company gets through peak season without a second dispatcher.
- 6:45 am
The board is already built
Overnight, the AI scheduled today’s maintenance visits around the two installs, leaving buffer in each zone for emergencies.
- 7:30 am
Techs leave with their stops and parts
Each technician opens the mobile app, sees the route, the unit history and the parts picked for each job, and marks the first stop en route. Customers get an ETA text.
- 9:10 am
A no-cool call comes in
The dispatcher adds the job; AI suggests the tech two streets away who has the right capacitor on the truck. One drag and the customer is confirmed.
- 11:20 am
Diagnosis to quote on the driveway
The tech photographs the failed compressor, builds a repair-versus-replace quote from the price book and sends it for approval before leaving the driveway.
- 1:00 pm
Install crew logs serials and refrigerant
The crew scans the new condenser and air handler, records the factory charge and the 608 certification, and completes the start-up checklist.
- 3:40 pm
Invoices go out as jobs close
Completed work orders become invoices with member pricing applied; card payments are recorded and overdue ones flagged for the office.
- 5:15 pm
Tomorrow is planned before the office closes
The AI assistant answers “who is overdue for a fall tune-up in the north zone?” and the dispatcher fills the gaps with renewals.
Compliance & records
FSM Flow stores the evidence against the job, the unit and the technician, so audits and warranty claims are a report away.
EPA Section 608 & the 2026 leak-repair rule
Technician 608 certifications on file and refrigerant added and recovered logged per appliance. Since 1 January 2026, appliances with 15 lb or more of HFC refrigerant need a leak rate calculated at every top-up (10% trigger for comfort cooling, 20% for commercial refrigeration), repairs within 30 days with verification tests, and records kept for at least three years.
A2L refrigerant transition
Track R-454B and R-32 equipment separately from R-410A systems, including the cylinder, charge and leak-detection sensors installed.
Permits & mechanical inspections
Attach permit numbers and inspection outcomes to replacement jobs, with reminders when a final inspection is still open.
Manufacturer warranty registration
Serial numbers, install dates and registration confirmations stored on the equipment record so parts claims are filed on time.
Combustion & gas safety
CO readings, combustion analysis and gas leak checks recorded on furnace and boiler visits (Gas Safe records for UK operations).
Licensing & insurance
State and local contractor licence numbers and expiry dates kept with the company profile and printed on quotes and invoices.
Numbers worth watching
Every one of these is a dashboard widget in FSM Flow, or a question you can ask the AI assistant.
Average ticket (service vs. replacement)
Tracks whether techs present options on every call and whether the price book is current.
Rises with flat-rate optionsMaintenance-agreement attach rate
Agreements smooth the shoulder seasons and feed replacement leads; FSM Flow prompts the offer on every eligible visit.
Target 30%+ of service callsFirst-time fix rate
Driven by truck stock and equipment history; callbacks show up as a separate job type so the number is honest.
Revenue per technician per day
The headline productivity number, visible per tech and per zone on the dashboard.
Callback rate
Re-visits within 30 days of a repair are tagged automatically and attributed to the original job.
Days to invoice
Should be zero: invoices are generated when the work order closes on site.
What is HVAC software?
Does FSM Flow handle HVAC maintenance agreements?
Can technicians log refrigerant for EPA 608 compliance?
Does it work for both residential and commercial HVAC?
Does the mobile app work without a signal in a basement or plant room?
How much does FSM Flow cost for an HVAC company?
Can I import customers and equipment from my current HVAC software?
Keep exploring
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All solutionsReady to run your HVAC business on FSM Flow?
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