Dispatch Software for HVAC owners

HVAC Dispatch Software

HVAC dispatch handles three different daily rhythms in one board: service techs running 30-min tune-ups, install crews on 2-day jobs, and emergency no-cool calls dropping in mid-day. Smarfle's drag-to-reassign Kanban + live map + per-truck refrigerant tagging keep the right tech on the right call without the radio chatter. Especially during maintenance season when call volume doubles overnight.

Start Free TrialSee full HVAC CRM

7 days free · No credit card · Built in Florida

Smarfle CRM. HVAC Dispatch Board
Scheduled2

Service call · 123 Oak St

Mike10:00 AM

Install · 451 Maple Dr

Sara11:30 AM
In Progress1

Repair · 88 Pine Ave

CarlosNow
Completed2

Service · 22 Birch Ln

MikeDone

Tune-up · 17 Cedar Ct

SaraDone
Live map · drag to reassignRoute optimized · saves 47 min

Real Smarfle UI · Live data from your hvac CRM

Why generic dispatch software fails hvac owners

Generic dispatch tools weren’t built for hvac. Smarfle was.

Generic dispatch software

What everyone else gives you

  • ServiceTitan dispatch built for huge HVAC operations. Overkill + $400/mo per seat for a 5-tech shop
  • FieldEdge / Housecall Pro don't tag trucks by refrigerant inventory: assignment is guesswork
  • Service + install run on the same calendar with no role-based filtering
  • After-hours emergency call goes to voicemail. Customer calls a competitor by morning
  • Routes for maintenance-season days are manually rebuilt every morning in Google Maps

Smarfle for HVAC

Built for your actual workflow

  • Built for the 1-30 tech HVAC business at $99-349/mo flat. Drag-to-reassign + live map + route optimization without the enterprise tax
  • Per-truck inventory tagging: R-410A, R-454B, capacitors, filters. Dispatch suggestions filter by what's actually loaded
  • Each tech tagged with role (Service, Install, Both). Service emergencies don't route to install-tied crews by mistake
  • AI Receptionist answers 24/7, qualifies emergency, books on-call tech, SMSes the address + customer phone. Owner sleeps
  • Routes page picks date + tech, clicks Optimize. Smarfle calls Google Directions, reorders stops, sends multi-stop nav link
Step-by-step

How hvac dispatch works in Smarfle

From the first touch to the closed loop. No missing pieces.

  1. 1

    Service call drops in (or AI Receptionist takes it after-hours)

    Customer with a no-cool issue calls. AI Receptionist (if after-hours) confirms emergency vs scheduled tune-up, books the slot, SMSes the on-call tech the address + customer phone.

  2. 2

    Dispatch board shows available techs + their refrigerant loadout

    Office sees live tech locations + which truck has R-410A vs R-454B in inventory. Closest qualified tech with the right refrigerant gets the call.

  3. 3

    Drag-to-reassign for emergency add-ons

    Mid-morning emergency drops in. Office drags the WO onto the closest tech's swimlane. Affected customers on that tech's existing route get auto-SMS about new ETA times.

  4. 4

    Tech sees today's optimized route on their phone

    Mobile dashboard shows the day's stops in route-optimized order. One tap navigates to the next address. Tech taps 'On Way' → customer gets ETA SMS automatically.

  5. 5

    Field tech logs refrigerant used + signature on the WO

    Job complete. Tech logs lbs of refrigerant added (EPA-compliance trail), captures customer signature on their phone, attaches before/after photos of the unit.

  6. 6

    Invoice + auto-charge on completion (if maintenance plan)

    Mark complete fires the invoice with labor + refrigerant + parts. If customer is on an annual maintenance plan with a saved card, auto-charge runs immediately. Otherwise Pay Now link goes via email + SMS.

Where hvac dispatch breaks down

The friction every hvac owner recognizes.

✕

Service tech sent without the right refrigerant in the truck

R-410A vs R-454B vs older R-22. Wrong refrigerant in the truck means a return trip to the shop. Generic dispatch tools can't filter techs by what's currently loaded, so you find out at the customer's door.

✕

Install crew tied up when emergency no-cool drops

All service techs are out. Install crew is mid-day-2 of a 2-day install. A no-cool call comes in at 11am. Without dispatch visibility you accidentally promise the customer a same-day slot you can't deliver.

✕

Maintenance season overload. 2x call volume in 6 weeks

Spring AC tune-ups + fall furnace inspections double your service-call volume. Without route optimization + auto-confirmation, you under-staff or over-promise on slot times. Customer experience tanks.

The math for hvac owners

Capture the after-hours emergency calls competitors miss

AI Receptionist + dispatch board capture the 30-40% of emergency calls that came in after-hours when the office is closed. At an average $450 emergency service call ticket × 2-3 captures/week, that's $40-55k/year in revenue your competitors are missing because they don't pick up.

85%+

After-hours emergency capture rate

2-3

Extra emergency calls / week

$40-55k

Annual revenue captured

Based on typical hvac operations. Your numbers may vary.

Features powering hvac dispatch

Each one a deep-dive in its own right.

Drag-to-reassign Kanban dispatch board

Two views (By Technician / By Status), drag any job card to reassign or change status. Live map below shows tech locations + active job pins. Built for the dispatcher who needs to think 5 moves ahead during peak season.

Learn more

Per-truck refrigerant + parts inventory tagging

Tag each truck with current loadout: R-410A lbs, R-454B lbs, common capacitors, filter sizes. Dispatch suggestions filter by what's loaded so you never send a tech without the right refrigerant.

Learn more

AI Receptionist for after-hours emergencies

Customer with a midnight no-cool call gets a real conversation, not voicemail. AI qualifies emergency, books to your on-call tech, SMSes them the address + customer phone. Owner doesn't pick up at 2am.

Learn more

Google Directions route optimization

Routes page picks date + tech, clicks Optimize. Smarfle calls Google Directions API with all stops as waypoints, returns optimal order, sends multi-stop nav link to tech's phone.

Learn more

HVAC Dispatch Software CRM questions

AI follows a configurable triage prompt. For HVAC: 'No cool when it's hot outside' = emergency → routes to on-call tech with SMS. 'Want a quote for a new system' = sales lead → office gets notification, returns in business hours. You configure the boundaries via Voice Settings.
Yes. Tag each truck with its current loadout (R-410A lbs, R-454B lbs, capacitors, filters). When a call comes in needing a specific refrigerant, dispatch suggestions filter to trucks with it. Prevents the 'arrived without the right gear' wasted trip.
Each tech has a role tag (Service, Install, Both). Dispatch suggestions filter by role. Service emergencies don't accidentally route to a crew tied up on a 2-day install. Cross-trained techs marked Both can fill in either side.
Yes. Each customer's maintenance plan (annual spring AC + fall furnace) generates the WOs automatically when the season window opens. Routes page batches them by zone + tech for the most efficient sequence. Customers get reminder SMS 24h before each visit.
Smarfle warns dispatch when a job runs over its allotted time. Office can fire 'Running Late' SMS to affected customers with new ETA. The downstream customer-asks-where-is-the-tech call volume drops by 50%+.
Tech logs lbs of refrigerant added per WO via the mobile app. Reports show usage per tech per month for EPA-compliance paperwork. Per-customer history available for warranty claims + system diagnostics on return visits.

Try HVAC Dispatch Software free

7 days to test the full platform with your real hvac workflow. No credit card.

Start Free Trial