01
HVAC scheduling & dispatch
Keep the day moving when plans change.
Assign service calls, installations and return visits on one calendar. Update the schedule when an urgent repair comes in, plan routes and see technician GPS from the office.
FOR HVAC BUSINESSES WITH 1–25 TECHNICIANS
HVAC business software.
Less admin. More jobs done.
Schedule service calls. Send estimates. Get paid.
Keep your HVAC business moving with Zentive.
Prefer a walkthrough? Book a demo
One connected workspace. Office to field. · Illustrative HVAC workflow
Fits the tools
you already use.
QuickBooks Online
Stripe
Google Maps
Mailchimp SERVICE CALLS TODAY. MAINTENANCE TOMORROW.
Fix today’s problem.
Keep the next visit on track.
A no-cooling call needs attention now. A seasonal tune-up needs a place on the calendar. Keep repairs, installs and recurring maintenance connected without juggling separate systems.
- Recurring HVAC maintenance and service visits
- Scheduling, routing and technician dispatch
- Residential properties and commercial accounts
- One-time repairs and equipment installations
EXAMPLE SERVICE PLANSeasonal
Heating & cooling maintenance
One customer. A plan for the year.
- 1Spring AC tune-upVisit 1
Scope, access notes and photos
- 2Fall furnace serviceVisit 2
Scheduled with the right job notes
- 3Next season’s appointmentVisit 3
Customer history stays with the job
Plan → Schedule → Visit → Invoice
LESS CHASING. MORE DOING.
The whole job.
From first call to paid invoice.
CRM, lead tracking, estimates, work orders, dispatch and billing. One cloud-based system for the office and the field.
02
HVAC estimates & proposals
Price the work. Make the scope clear.
Build quotes from your products and services, with labor, materials, overhead and profit in view. Send a clear repair or replacement estimate, then turn approved work into a job.
03
Work orders & mobile app
Give every technician the full picture.
Share the work order, address, access instructions and previous job notes. Technicians can view the schedule, add photos and record their time from the field.
04
HVAC CRM & lead tracking
Know the customer before you arrive.
Keep contacts, properties, service history and open quotes together. Follow up on new inquiries and replacement estimates without losing the thread between office and field.
05
HVAC invoicing & QuickBooks
Finish the visit. Keep billing moving.
Create invoices, collect online payments and track unpaid balances. QuickBooks Online sync on eligible plans connects customer and billing records with your accounting.
06
Job costing & reporting
See the margin behind the busy calendar.
Review labor, materials and overhead alongside revenue. Use job-cost and business reports on eligible plans to spot work that needs a better price or a closer look.
Residential & commercialAC repairsFurnace serviceHeat pump installsSeasonal tune-ups
A BETTER DAY FOR THE WHOLE TEAM
Office, field, customer.
Everyone on the same page.
For the owner
See the business beyond today’s schedule.
- Revenue and outstanding invoices
- Reporting and job-cost visibility
- Lead tracking and quote follow-ups
For the technician
Arrive with the details already in hand.
- Route, access instructions and service notes
- Work orders and service history
- Photos, notes and mobile clock-in
For the office & customer
Keep the next step clear.
- Scheduling and dispatch in one place
- Appointment and payment reminders
- Customer portal and review requests
SMS and email reminders are one-way. Customers reply by phone or email.
START SMALL. MAKE ROOM TO GROW.
A plan for your team.
A price you can see.
Try Zentive free for 14 days. No credit card required.
Starter
1 user$51/month
$612/year, billed annually.
For the owner-operator.
- Scheduling and job management
- Create quotes and invoices
- Digital payments
Standard
Up to 5 users$95/month
$1140/year, billed annually.
For a growing team.
- Automated email and SMS
- Route planning
- QuickBooks integration
Growth Pro
Up to 15 users$175/month
$2100/year, billed annually.
For a larger operation.
- Automated SMS notifications
- Real-time job costing data
- Quote follow-up automations
All prices in USD. See the full feature breakdown for plan availability. More than 15 users? Talk to us.
MAKE AN INFORMED CHOICE
Compare the workflow.
Then compare the price.
The best HVAC software for your small business fits your team, your billing and your reporting needs. Compare what is included—not just the starting price.
| Software | Entry price & basis | What to check |
|---|---|---|
| Zentive | $51/moStarter · 1 user · billed annually | Standard adds up to 5 users at $95/mo annually, including QuickBooks Online sync. Check the feature breakdown for your team. |
| Jobber | $29/moCore · 1 user · billed annually | QuickBooks Online sync and automatic payments are listed on Connect, from $99/mo for 1 user annually. |
| Workiz | Request pricingConfirm a package for your team | Evaluate its phone system and HVAC Price Book Pro alongside the scheduling, billing and accounting tools you need. |
| ServiceTitan | Request pricingPer-technician pricing | Compare the package and add-ons for your operation. Advanced reporting and customizable memberships vary by package. |
Sources: linked vendor pages, checked October 9, 2026. These entry plans are not feature-equivalent. Billing terms, routes, user limits, modules and fees differ. Confirm a quote for your exact needs.
IS ZENTIVE THE RIGHT FIT?
For teams that want the business side organized.
Choose Zentive when your priority is keeping recurring work, customers, quotes, routes and payments together—with pricing for a small service business.
Need HVAC design or load calculations?
Zentive manages the business workflow. For load calculations, system sizing, CAD, duct design or diagnostic tools, use dedicated HVAC engineering software alongside it.
BRING YOUR BUSINESS WITH YOU
A fresh start.
Without starting from scratch.
Moving from Jobber, Workiz, ServiceTitan or spreadsheets? Start with your customer list, then build the workflow around your team.
- 01
Bring over your customers
Import your customer list by CSV.
- 02
Set up your first maintenance visit
Choose the service, property and visit frequency.
- 03
Get the team ready
Assign technicians and review the route. Guided onboarding is available.
General Zentive walkthrough · Loads when you choose to watch.
LET’S WALK THROUGH YOUR WORKDAY
See how your business
could run with Zentive.
Bring a real workflow: a repair estimate, a maintenance agreement or a full day of service calls. We’ll walk through it together.
- See the features that matter to your team
- Ask about migration, integrations and pricing
- Check the fit before you commit
Your questions.
A real product walkthrough.
Free, 30-minute demo with the Zentive team.
Choose a time Pick an available slot directly in our calendar.THE BASICS, WITHOUT THE JARGON
What is HVAC
business software?
HVAC business software helps heating and cooling contractors manage leads, customer records, estimates, work orders, schedules, technician dispatch, invoices and payments in one system.
Cloud-based, web-based software keeps the office and field team connected to the same job information. Instead of moving details between a spreadsheet, a paper work order and an invoice, your team works from a shared customer and job record.
It is also called HVAC field service management software. Compare maintenance agreements, mobile access, job costing and accounting integrations against your everyday workflow. Specialized inventory, installed-equipment and engineering requirements need a separate fit check.
GOOD QUESTIONS. CLEAR ANSWERS.
A few things
worth knowing.
Estimates, service agreements, accounting and the details that matter.
Ask us about your workflow →What should HVAC software for a small business include?
Start with scheduling, dispatch, estimates, work orders, customer records, invoicing and online payments. Add recurring maintenance, mobile access, job costing and QuickBooks Online sync as your workflow requires. Check which plan includes each feature.
Can I schedule and dispatch urgent HVAC service calls?
Yes. Assign jobs to technicians, adjust the schedule and share the job details with the field. Routing and GPS help the office coordinate the day. An urgent call still needs your team to decide who should attend and when.
Can I create HVAC estimates, proposals and work orders?
Yes. Build quotes from your products and services, set the scope and price, and turn approved work into scheduled jobs. Include labor, materials and other costs so your team and customer can see what is included.
Does Zentive support flat-rate HVAC pricing?
You can set your own service prices and use them in quotes and invoices. Zentive is not being offered here as a preloaded HVAC flat-rate pricebook or live supplier-pricing catalog. Bring your own pricing, and check any catalog requirements during a demo.
Can I manage HVAC maintenance agreements and recurring visits?
Yes. Set up recurring service visits for maintenance work, keep customer and property details together, and manage billing for the account. Review any requirements for membership discounts, included repairs or complex contract terms during your demo.
Does Zentive work with QuickBooks Online for HVAC accounting?
Yes, on eligible plans. Zentive supports QuickBooks Online synchronization for customer and billing records. It helps connect operations with accounting; it does not replace your accounting software or bookkeeping process.
Can technicians use the mobile app at the jobsite?
Yes. Technicians can access assigned jobs, schedules, customer notes and photos, and record work from the field. The app supports offline access and later syncing. Test your team’s required workflow during the free trial.
Can I invoice customers and collect recurring payments?
Yes. Send invoices, accept online payments and use autopay for recurring accounts. Review your plan and payment setup for the billing workflow you need. Payment-processing fees are separate from the software subscription.
Does this work for residential and commercial HVAC contractors?
Yes. Manage residential customers and commercial accounts, including multiple service properties. Keep the work scope and service history with the customer. Discuss complex project billing and site-specific requirements during a demo.
Is this HVAC inventory or installed-equipment management software?
This page focuses on service-business operations. You can use products and services in quotes and invoices and retain job notes and photos. If you need truck-stock replenishment, purchasing, serial-number tracking or warranty workflows, confirm those requirements with the team before choosing a plan.
Does Zentive calculate HVAC loads or design ductwork?
No. Zentive is business-management software, not an HVAC load-calculation, system-sizing, CAD, duct-design or troubleshooting tool. Use specialized engineering software for those tasks.
Can customers receive reminders and use a portal?
Yes. Zentive supports a customer portal, appointment and payment reminders, and review requests. SMS reminders are one-way; this is not a two-way SMS inbox. Customers can contact your team by phone or email.
Is there free HVAC business software or a free trial?
Zentive offers a 14-day free trial with no credit card required, rather than a permanent free plan. The free estimate and invoice tools linked below can be used without a subscription. Paid plans start at $51 per month equivalent, billed annually.
How many users are included, and can I switch from another system?
Starter includes 1 user, Standard up to 5, and Growth Pro up to 15. You can import a customer list by CSV, and guided onboarding is available. Ask about historical invoices, attachments and service agreements before planning a migration.
USEFUL BEFORE YOUR FIRST LOGIN
Free tools for
your next HVAC job.
Start with the paperwork. Then bring the whole workflow together in Zentive.
FREE ESTIMATE TEMPLATE
Quote the repair or install.
Itemize labor, equipment and materials. Download a clear PDF estimate.
Create a HVAC estimate →FREE INVOICE GENERATORBill for the visit.
Create a professional HVAC invoice with your service details.
Create a HVAC invoice →FREE WORK ORDER TEMPLATEMake the scope clear.
Give your technician a clear record of the job and instructions.
Create a work order →MAKE ROOM FOR THE BUSINESS YOU WANT
Your next chapter
starts with one email.
Try Zentive with your team, your customers and your workflow.
Plans from $51/month, billed annually.
Try Zentive free14 days · No credit card
Start free trial →