Planado simplifies task assignment and allows to control HVAC service schedule in a few clicks
Technicians receive all scheduled tasks and updates through the mobile app and get notifications about new assignments.
Upon completing a task, the technician submits a detailed, customizable report including photos, which is automatically saved to the database and shared with the office.
Automate data transmission between field staff and office to prevent data loss in multi-stage tasks.
The installer receives a task with all the necessary data that was previously saved, for example, during measurement at the customer's site. The completed report is transmitted to the office and is available at any time.
Technicians start each job with a comprehensive checklist to ensure all necessary steps are followed.
After completion, he will fill out a customizable report with photo, text and other various field types.
All reports with photos and other fields are saved in a database and can be useful, for example, in case of a warranty visit.
Technicians record all used chemicals, consumables, and services directly in the mobile app. Everything is automatically logged, added to the report, and sent to the office — ensuring accurate records and full accountability.
Share a branded portal with clients, giving them full transparency into ongoing and completed projects, work stages, photo reports, and documents.
Through the portal, clients can track project status, view schedules, review reports, and leave feedback on service quality. You decide which projects and details are visible.
The Reports dashboard provides detailed statistics on every job and every technician. Evaluate completed and scheduled work, identify reasons for missed tasks, and measure individual performance — all in one place.
Dozens of HVAC companies around the world use Planado to optimize their business and increase profits.
Adapt Planado to your company’s workflows and boost efficiency:
Сreate custom request types for installation, maintenance, diagnostics, repair, and more.
Track equipment details such as model, brand, serial number, and last service date.
Configure job stages to fit your processes, from engineer dispatch to project handover.
Generate tailored reports for clients and management.
Tasks management SchedulingEmployee GPS tracking Employee's mobile appChecklists & reportsTeams & work shiftsCustomer notifications Create jobs in mobile appCRM integrationMileage trackingDocuments signing Recurring jobsProduct catalog and pick listAPI & WebhooksPlanado automates request intake, dispatch planning, preventive maintenance scheduling, and material tracking. Managers always know where specialists are, what tasks they’re working on, and the current status of each project. This ensures transparency, faster response times, and higher service quality.
Yes. You can create custom templates for any type of HVAC job — ventilation system installation, duct cleaning, boiler maintenance, air conditioner repair, heating system checks, and more. Templates include checklists, required fields, and reporting formats.
Planado allows you to set up preventive maintenance schedules with automated reminders for both technicians and clients. This ensures regular service visits are never missed and helps extend the life of HVAC systems.
Technicians use the Planado mobile app (iOS/Android) to:
Yes. Planado scales to any size — from small service crews to large enterprises managing dozens of sites and multiple teams. You can distribute tasks across crews, track workload, and generate detailed reports for each project.
Yes. Planado integrates with global platforms like Salesforce, Zoho CRM, HubSpot, QuickBooks, Xero, and others. An open API is available for custom workflows, and integrations ensure automated data exchange across your business systems.
Most platforms let technicians log what they used directly in the job form, so the office can see consumption without guessing. It also helps spot when certain parts run out faster than expected. If inventory surprises keep creeping into your week, this feature can save a lot of backtracking.
Implementation usually takes 1–3 business days. Our team assists with system setup, onboarding, and training for your staff, providing full support throughout the process.
Planado provides digital checklists, safety forms, and mandatory reporting fields. Supervisors can review photo reports, track KPIs, and collect client feedback — ensuring consistent service quality and compliance with industry standards.
Small teams often gain the most because the software handles tasks that normally steal hours from the day – assigning jobs, storing history, and keeping everyone updated. It reduces the need for extra admin support without lowering service quality. If you’re running lean, this structure can make growth feel more manageable.
Planado keeps scheduling, reporting, and field coordination tightly connected, so the team isn’t juggling several apps to get through one job. Technicians get clearer steps, dispatch sees real-time progress, and managers finally have reliable documentation. If you want a system that supports the whole operation without complicating it, Planado is built for that.
It brings the schedule, travel times, and job updates into one place so technicians aren’t working off old information. When the office adjusts a time window or adds a new detail, the field sees it right away. If delays keep happening in your workflow, this is usually the first area worth checking.
Running an HVAC operation becomes difficult the moment schedules start slipping, job details get scattered, or technicians lose time moving between poorly arranged appointments. That’s why many service teams turn to HVAC software as a way to bring order to daily tasks and reduce the stress of coordinating field work. Modern HVAC software helps teams assign jobs, share information quickly, track job progress, and keep communication steady between the office and technicians in the field. With the right HVAC service software, the workday becomes more predictable and far less dependent on manual follow-ups.
For HVAC companies, even small gaps in the process can create expensive delays – missed instructions, unclear priorities, or a technician showing up without the proper details. A reliable HVAC business software platform keeps everything in one place, so both office staff and technicians understand what needs to be done and when. Planado supports this structure with clear job templates, mobile checklists, photo reports, and streamlined scheduling tools designed for real HVAC workflows. When the essential information moves smoothly, service quality rises and the entire team operates with more confidence.
n most HVAC companies, the day falls apart for simple reasons – a technician doesn’t see an update, the office misses a note, or a customer changes the time without anyone noticing. HVAC software helps close these gaps by giving both field and office teams a clearer view of what’s happening right now. Technicians receive job details without waiting for a call, the office can spot delays before customers start asking, and supervisors see which tasks still need attention. With Planado in the mix, the handoff between people becomes smoother, because everyone works from the same set of instructions instead of piecing together information from messages and memory.
Teams in HVAC don’t usually lack effort – they lack clean handoffs. With HVAC service software, technicians see their tasks the moment dispatch assigns them, without waiting for calls or digging through old threads. Notes, checklists, and photos move back to the office in the same simple flow, so supervisors aren’t chasing updates or trying to guess what happened on site. The rhythm becomes steadier: fewer repeat explanations, fewer missed steps, and a clearer picture of how the day is unfolding.
An HVAC CRM keeps the small but important details from getting lost – the unit that failed last winter, the part that was replaced twice, or the customer who prefers afternoon visits. Technicians arrive with this history at hand instead of relying on memory or old invoices. For the office, having service notes and equipment records in one place helps avoid awkward callbacks and makes scheduling far easier. Over time, this consistency becomes something customers recognize and value.
Most HVAC teams don’t struggle because the work is difficult – they struggle because the information around the work moves poorly. HVAC business software steps in right at those breaking points: missing job notes, unclear priorities, delays no one catches in time, or tasks that get lost between dispatch and the field. When everyone sees the same schedule and the same updates, the chaos shrinks. Planado helps replace those long chains of “just checking in” messages with clearer steps and cleaner handoffs, so the day doesn’t fall apart over preventable misunderstandings.
Miscommunication usually doesn’t come from big mistakes – it comes from tiny gaps that add up: a technician didn’t see the latest note, a customer changed the time, or a job needed a part no one mentioned. HVAC field service software keeps all of this in one place so people don’t have to guess. Technicians read the instructions as they are, dispatch updates the job once instead of three times, and the office stops digging for missing details. The result feels simple: fewer callbacks and fewer “why didn’t anyone tell me?” moments.
Small HVAC companies often feel the pressure of doing more work with the same number of people. HVAC software for small businesses gives them room to breathe by handling the routine tasks that usually eat up the day – assigning jobs, storing service history, sending reminders, and tracking what’s already done. Instead of hiring another coordinator, owners can run the entire workflow with a much steadier pace. It’s not about adding more hands; it’s about removing the friction that keeps the existing hands too busy.
Many HVAC teams know the feeling of a workday that slips out of rhythm – one late job affects the next, and technicians end up crossing the city more than they actually work. HVAC scheduling software helps bring that under control by showing the day as it really unfolds: who is free, who is running behind, and which jobs are close enough to group together. When dispatch can see these pieces at once, the schedule stops drifting, and routes start looking closer to how technicians move in real neighborhoods, not in a perfect spreadsheet.
In a busy HVAC crew, updates don’t wait for the perfect moment – they come in between jobs, during the drive, or right as a technician finishes a task. An HVAC scheduling app makes those changes easier to catch because the next assignment simply appears on the phone, along with any notes the office just added. Technicians don’t have to scroll through old messages or call dispatch to check what changed; the app shows the latest plan as soon as it’s ready. It’s a small shift, but it keeps the day moving without the usual back-and-forth.
Emergency calls don’t follow your schedule – they show up exactly when the team is already stretched. With HVAC dispatch software, the dispatcher can quickly see who’s nearby, who still has room in their route, and which technician has handled a similar issue before. Instead of guessing or phoning half the team, the office gets enough context to make a fast decision and send someone who can actually help. In many HVAC shops, this is what prevents a small disruption from turning into a full afternoon of delays.
If your crew often scrambles when last-minute jobs appear, it may be worth looking at how much time disappears during those moments. A quick review of your routes and emergency calls can show where the bottlenecks usually form. Tools like Planado can help you tighten that workflow so urgent visits stop derailing the rest of the day.
A lot of HVAC mistakes happen not because the technician lacks skill, but because the information around the job isn’t complete. HVAC service management software helps close those gaps by keeping instructions, photos, parts lists, and job notes in one place instead of scattered across texts and printouts. When the office updates a detail, the field sees it instantly; when the tech discovers something unexpected, the note goes straight back to the team. That steady flow of information reduces rework, keeps everyone aligned, and makes it easier to prove what was done on-site.
Digital tools take the guesswork out of routine HVAC tasks. A technician can open a checklist that matches the specific job, follow the steps, add readings or photos, and send the report before leaving the site. Multi-stage workflows help with more complex jobs – installations, tune-ups, seasonal maintenance – where several steps need sign-off. Instead of piecing together handwritten notes, managers get a clear picture of what happened and what still needs attention.
Most HVAC teams don’t need another complicated system – they need tools that keep the day moving without extra steps. Planado fits naturally into that rhythm. Technicians get clear jobs, checklists, and photo reports; dispatchers see what’s happening in real time; managers stop drowning in scattered notes and mismatched updates. The setup doesn’t drag on either: templates, notifications, and mobile workflows can be tuned to match how your shop already works, so you aren’t starting from zero. Even small changes – cleaner job notes, clearer assignments, fewer repeat visits – often make the biggest difference in how the team feels at the end of the week. If you’ve been thinking about tightening your scheduling or reducing the constant back-and-forth between office and field, this is a good moment to try it with a system built for HVAC work. If you want to see how organized your operation can feel with the right structure in place, start a free trial of Planado. The platform adapts to HVAC workflows and helps teams deliver faster, cleaner, and more reliable service from the first day.