Industries · HVAC
Toolbase for HVAC and Air Conditioning Businesses
One platform for equipment quoting, installs, maintenance visits, commissions and margin.
The challenges
What gets in the way for hvac and air conditioning businesses
Demand swings with the weather
A heatwave fills the phone lines. Enquiries need triage and fast quotes or they are lost.
Equipment options complicate quotes
Customers want good, better and best options, each with different equipment and install requirements.
Maintenance contracts are easy to forget
Recurring service visits depend on someone remembering to book them.
Sales staff are paid on signed quotes, not installed margin
Discounting to win the deal costs the business, not the salesperson.
Built around your industry
Toolbase speaks hvac
Choosing your industry changes the terminology, fields, pipeline stages, quote structure and dashboards you see.
| Standard Toolbase | In your Toolbase |
|---|---|
| Product | Unit, ducting, controls |
| Job | Install or service visit |
| Staff member | Technician or installer |
| Recurring job | Maintenance visit |
| Site visit | Heat load assessment |
Workflow
From first enquiry to profit, the hvac way
The install record carries through to maintenance, so service history stays with the equipment and the customer.
- Enquiry
- Assessment
- Equipment Options
- Quote
- Acceptance
- Equipment Ordered
- Install
- Commissioning
- Invoice
- Maintenance Schedule
Recurring maintenance that books itself
Set the service interval when the system is installed. Toolbase creates the next visit and reminds the customer.
- Recurring service jobs
- Service history by customer
- Checklists for each visit
- Reminders and follow-ups
Industry-specific quoting
Quote hvac work the way you price it
Quote equipment and installation together, with options the customer can compare.
Products
- Split systems
- Ducted systems
- Zoning and controls
- Ducting and outlets
Labour categories
- Installer
- Refrigeration mechanic
- Electrician
- Apprentice
Equipment
- Crane or lift hire
- Scaffold
- Recovery equipment
Fees
- Service call fee
- Maintenance plan
- Travel
- Disposal of old unit
Dashboards
The numbers hvac and air conditioning businesses watch
Installs by status
Ordered, scheduled, installed and commissioned.
Average install value
By system type.
Maintenance visits due
Upcoming and overdue.
Margin per install
After equipment, labour and commission.
Sales by salesperson
Value and conversion.
Seasonal enquiry volume
Enquiries by week and source.
Recommended modules
Where most hvac businesses start
These are suggestions. Turn on only what you need and add modules later.
CRM
Every customer, deal and conversation in one history.
Leads
Capture, qualify and follow up every enquiry.
Quoting
Accurate, industry-specific quotes with margin built in.
Products & Pricing
Your catalogue, labour rates and pricing rules in one place.
Proposals
Customer-ready proposals generated from your quotes.
Jobs
Schedule, assign and complete work in the field.
Commissions
Calculate, approve and pay sales commissions accurately.
Job Costing
Quoted against actual, for every job.
Reporting
Dashboards and reports on every part of the business.
FAQ
Toolbase for hvac: common questions
Can I quote several equipment options?
Yes. Create alternative quotes on the same deal so the customer can compare.
Can Toolbase manage maintenance contracts?
Yes. Recurring service visits can be scheduled and tracked against the customer.
Can commission be based on installed margin?
Yes. Commission can be adjusted for the margin the job achieved.
Configure Toolbase for your business
Pick your industry, choose your modules and see your recommended setup in a few minutes.