HVAC software for heating and air contractors who would rather own it than rent it.

This is HVAC business software in one file. Build estimates from your own price book, put jobs on a dispatch board, cost every job and send invoices that track themselves.

It is HVAC management software you buy once. No monthly fee, no login, and it works with the Wi-Fi off.

Try the live demo Buy now — $ 49.00

OwnDesk HVAC business software dashboard, showing jobs today, backlog to bill, average service ticket and agreement revenue

No subscription Estimates from your price book Works offline One-time payment

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One-time payment

No monthly fee and no yearly renewal. The price you see is the whole price.

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Your price book, on every estimate

Cost, sell price, margin and install hours for every item, added in one pick.

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A dispatch board

Technicians by day, one card per job, no-cool and no-heat calls in color.

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Real margin per job

Job price minus equipment, parts and technician hours, from records you already entered.

HVAC management software for a small company

Everything a small heating and air company runs on, in one place.

You get a dashboard, a dispatch board, a calendar, reports, leads, estimates, a price book, customers, installed equipment, maintenance agreements, jobs and field reports.

It also tracks tasks, change orders, callbacks, permits, safety, technicians, subcontractors, suppliers, tools and vehicles, parts and stock, invoices, purchase orders, expenses and timesheets. English and Spanish are both in the same file.

HVAC estimating software that uses your numbers

Enter your service calls, equipment, refrigerant, duct and parts once, each with a cost and a sell price.

Choose “Add from price book” on an estimate and the line lands with your cost and the markup that reaches your sell price. Tax, cost and gross margin update as you build.

The estimate prints on your letterhead with a signature line. Its status runs from draft to sent, accepted, rejected or expired, and the close rate shows on the dashboard.

A takeoff that also counts the labor

Type 35 ft of line set, 4 lb of refrigerant and 40 ft of trunk duct, then a waste percentage. The takeoff shows what to order, rounded up to whole units.

Give each item an install time and it adds one labor line at your own cost and billing rate. It is a quantity takeoff from your price book. It does not read plans.

HVAC scheduling software and a dispatch board

One row per technician and one column per day. Every job is a card with its arrival window, marked standard, urgent or emergency. A no-cooling call in July shows up in color.

Click the + in an empty cell to book a job into that slot, and see what is still unassigned. As HVAC dispatch software it is a board you fill in yourself.

Invoicing, including time and material

Service, deposit, progress, final, change-order and credit-memo invoices, with Paid, Partial and Overdue worked out for you. Bill labor hours at your rate plus parts with markup, or a flat price.

Job price plus approved change orders, minus expenses and technician hours, gives the margin. A 0 to 100 health score flags the jobs going wrong.

A simple HVAC CRM, with the equipment on file

Leads move from the first call to won or lost, and one button turns a lead into a customer. Each customer keeps their jobs, invoices and agreements.

They also keep the units at their site: model, serial number, refrigerant, where it sits, install date and warranty end. Search by serial number when a customer reads it to you over the phone. It is HVAC CRM software without the email campaigns.

Maintenance agreements that keep their own calendar

Spring AC tune-ups, fall furnace checks, filter programs and rooftop unit service. Each agreement has a price, visits per year, a next visit and a renewal date.

The dashboard adds up agreement revenue and lists what renews in the next 30 days. A warranty about to end shows up on your attention list, which is a good moment to offer one.

HVAC job management software

From estimate to paid in four steps.

Good HVAC service software has to keep four things in the same place: what you quoted, who is going, what it cost and what you are owed.

Quote it

Add the customer, then build the estimate from your price book. Use the takeoff for line set, refrigerant and duct, and print it for the customer to sign.

Schedule it

Accept the estimate and it becomes a job with its price and cost budget. Put it on the dispatch board with a technician, a day and an arrival window. Log the permit and the inspection date.

Do it and cost it

File the field report, log hours and expenses against the job and record change orders. Margin and health score update themselves, so a job spending faster than it is being built shows early.

Invoice and follow up

Raise the deposit, progress or final invoice, record the payment and see what is still owed. Backlog to bill, callbacks and agreement renewals show up before they are forgotten.

Longer jobs are managed at the level of a job: progress, tasks on a board, change orders and progress billing. It does not do Gantt charts, submittals or RFIs.

The HVAC numbers, on the first screen

Twelve figures an HVAC contractor actually steers by.

Jobs today, open estimates, revenue for the last 30 days, backlog still to bill, outstanding invoices, callback rate, estimate close rate, gross margin, revenue per labor hour, average service ticket, agreement revenue and agreements renewing.

Backlog to bill

The price of signed work, change orders included, that you have not invoiced yet. It tells you how much work is already sold before you look at the phone.

Average service ticket

The mean of your service invoices over the last 30 days. If it drifts down, you are doing more small calls for the same drive time.

Revenue per labor hour

Thirty days of billing divided by every hour logged in the timesheets. If it slips toward your labor cost, the dashboard warns you.

Agreement revenue

What your active maintenance agreements bring in per year, and how much of it comes up for renewal in the next 30 days.

Load calculations, accounting and field service, honestly

The business side of an HVAC company, without the monthly fee.

An HVAC company lives out of vans, attics and phone calls. HVAC software should keep the jobs, the money and the paperwork straight. It should also tell you where its limits are.

Is it HVAC load calculation software?

No. It does not run a Manual J load calculation, size equipment or design ductwork. Keep your load calc tool for that.

What it does is everything around the job: the estimate, the schedule, the invoice and the follow-up.

Accounting software for an HVAC business?

It covers the job side: invoices, payments, expenses, timesheets, job costing and margin, with every list exportable to CSV for your accountant.

It is not a general ledger. There is no payroll, no bank feed and no tax filing, so keep your bookkeeping program for those.

Field reports that print

The technician’s work performed, parts used and findings on one page, printable with a customer signature line, and linked to the job for costing.

Works with no signal

The file runs offline in your browser, on a laptop or tablet, in a mechanical room or on a roof. Nothing needs a connection once it is downloaded.

What it does not do

No GPS tracking, no route optimization, no customer self-booking, no automatic texts or emails, no card processing, no plan reading, no load calculations or code checks, and no two people editing at once.

It is the office record of the operation, not a live field service platform.

Refrigerant and safety records

Safety keeps toolbox talks, refrigerant handling, combustion and CO checks, lockout / tagout and leak or pressure tests. It is a place to write things down, not a compliance log, so keep the official records your certification asks for.

Choosing HVAC business software

You are not really choosing between two software packages.

Most HVAC software is rented by the month, and the records live on somebody else’s server. Spreadsheets are free but cannot build an estimate from a price book or keep a dispatch board.

This is HVAC software you own, with the heating and air parts built in.

	OwnDesk HVAC	Subscription HVAC software	Paper & spreadsheets
Price	$ 49.00 once	Monthly fee, for as long as you use it	Free, but it costs your evenings
Estimates from a price book	Built in	Usually	By hand, every quote
Quantity takeoff with waste and install labor	Included (not plan-based)	Varies	Your own formulas
Technician dispatch board	Included	Usually	No
Maintenance agreements and installed equipment	Included	Varies	A list you keep up
Works offline	Yes	Often needs a connection	Yes
Your records if you stop paying	Still yours	Access ends	Still yours
GPS tracking, route planning, customer texts	Not included	Often included	No
Several people at once	Not included — one computer at a time	Usually included	Only through a cloud drive

The subscription column is a general description of HVAC and field service software sold by the month, not a claim about any single company — features and pricing differ, so check each site. OwnDesk HVAC is single-computer software: it does not sync between devices, track vehicles, send messages, read plans, do load calculations or process card payments.

From payment to your first estimate

Three steps, about two minutes.

Pay with card

Checkout runs on Stripe. Your card details never touch this site.

Download and open

The link appears the moment payment clears. Double-click the file — it opens in your browser, no install, no internet needed after that.

Look around, then start fresh

It opens with a sample HVAC company already loaded. Clear it from Settings, which keeps your company name, logo and tax rate, then add your own price book, labor rates, customers and jobs.

14-day money-back guarantee Plus support from Adrián, usually the same working day

If OwnDesk HVAC isn't right for how you run your heating and air business, email me and you get a refund — no questions. If something's confusing, you're writing to the person who built it, not a queue. English and Spanish, both spoken here.

14-day refund Reply usually same working day HVAC contractors & small service companies

Questions

Before you buy.

What is HVAC software?

HVAC software is the program a heating and air company runs its estimates, jobs, schedule, costs and invoices in. For HVAC work the useful parts are a price book with your cost and sell price for every service call, unit and part, a way to add up quantities and install time, permits, and a printed estimate the customer can sign. This one adds a dispatch board, job costing and invoicing, so an accepted estimate carries straight into a job.

What is the best HVAC business software for a small company?

It depends on how many people need to edit the same record. A company with a call center and a dozen trucks needs a cloud platform and pays a monthly fee for it. An owner-operator or a small crew is usually better off with something they own: one payment, no account, the records on their own computer. This is built for that second case, and it says plainly what it leaves out.

Is this HVAC management software?

Yes, for a small shop. Every job has a customer, a technician, a scheduled date and arrival window, a price, a cost budget, change orders, field reports, permits and invoices. The job cost sheet shows price against cost and the margin so far. It is a one-computer tool, so it suits an owner-operator or a few trucks with one office computer.

Does it work as HVAC service software?

For the business side of service work, yes: customers, estimates, jobs, field reports with a customer signature line, callbacks, technician hours, job costing, invoices and maintenance agreements. What it cannot do is let a technician in the van update the same record live, because there is no cloud sync. If you need that, a cloud service platform is the right tool.

How does the HVAC estimating software use my price book?

Each service call, unit, length of line set, part or filter in the price book has a cost, a sell price and, if you want, the hours one unit takes to install. On an estimate you choose "Add from price book" and the line arrives with your cost, the markup that lifts it to your sell price and the right line kind, such as labor, equipment or refrigerant. Change a price and every new estimate uses it.

Does it do a takeoff for HVAC estimates?

It does a quantity takeoff, not a plan-reading one. You choose items from your price book, type the feet of line set or duct, the pounds of refrigerant or the count of parts, and add a waste percentage. Line set and duct by the foot default to 10%, refrigerant by the pound and duct fittings to 5%. It shows the quantity to order rounded up to whole units. If the items carry an install time it also adds one labor line at your cost and billing rate. The hours are your own; no labor-unit book comes with it.

Is this HVAC load calculation software?

No. It does not run a Manual J load calculation, size equipment or design ductwork. Keep the tool you already use for that. This is the business side of the job: the estimate, the schedule, the invoice and the follow-up. Once you have picked the equipment, you enter it in the price book and build the estimate here.

Is it HVAC scheduling software?

It has a dispatch board that lays jobs out by technician and day, each with an arrival window and a priority of standard, urgent or emergency, and a month calendar that also shows tasks, inspections, invoices due and agreement visits. You create and move the jobs yourself. It does not optimize routes, track a van by GPS, let customers book themselves or text a customer that the technician is on the way.

Can it be used as HVAC dispatch software?

As a board, yes. One row per technician, one column per day, one card per job, with no-cooling and no-heat calls colored so they stand out, and a row for anything still unassigned. It is not live dispatch: nothing updates on a technician's phone, because the file lives on one computer.

Can it work as a simple HVAC CRM?

For a small company, yes. Leads move from the first call to won or lost, one button turns a lead into a customer, and each customer keeps their jobs, invoices, maintenance agreements and the equipment installed at their site. It does not send email campaigns or text messages, so it is a record, not a marketing tool.

How do maintenance agreements work?

Each agreement has a customer, a price per year, the number of visits, the next visit and a renewal date. The dashboard adds up agreement revenue and lists the ones renewing in the next 30 days, and a button renews one for another year. You still create the invoice for the renewal yourself.

Can I track the equipment installed at each customer?

Yes. Installed equipment stores the type, model and capacity, serial number, refrigerant, location on site, install date, warranty end and last service, and you can search for a unit by serial number. Thirty days before a warranty ends it appears on the attention list. It is a record of the units, not a refrigerant compliance log, so keep the official records your certification requires.

Does it work as invoicing software for an HVAC business?

Yes. Invoices can be service, deposit, progress billing, final, change order or credit memo, and Paid, Partial and Overdue are worked out for you. You can bill time and material, with labor hours at your rate plus parts with markup, or a flat price. Every estimate and invoice prints on your own letterhead with your license number, and your browser saves it as a PDF you can email.

Is it accounting software for an HVAC company?

It covers the job side of the books: invoices, payments, expenses, timesheets, job costing, margin and a dashboard of what is outstanding. Every list exports to CSV for your accountant. It is not a general ledger. It does no payroll, no bank feeds and no tax filing, and it does not sync with accounting programs, so keep your bookkeeping software for those.

Can I track permits, inspections and callbacks?

Yes. Permits record the number, type, who issued it, the inspection date, the result and the expiry. A failed inspection raises an alert until it is re-inspected and passed. Callbacks, warranty returns and punch-list items have an owner and a due date and feed the callback rate on the dashboard.

Can several technicians or office staff use it at the same time?

No, and this is the honest limit worth knowing before you buy. There is no cloud sync and no shared database, so it is one computer at a time. A second office computer can work from a copy by restoring a backup file, but the two copies do not merge.

Where are my records stored, and is there a subscription?

Records live inside your browser, on your own computer, and nothing is uploaded anywhere. Settings has a backup export and, in Chrome and Edge, an automatic backup file. Keep a backup somewhere else. There is no subscription: one payment for the file, no account, no server, no monthly fee.

Build an estimate in it before you decide.

The live demo of this HVAC business software has real screens and a sample HVAC company loaded — no sign-up, no credit card. If it fits, buying takes about a minute.