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15 Must-Have HVAC Software Features in 2025
Use this checklist before evaluating any HVAC software. Know which features are non-negotiable, which are nice-to-have, and which platforms actually deliver on each one.
Use This as Your Evaluation Checklist
Print this page or bookmark it before your first software trial. Go through each feature during your trial and verify it actually works — not just that the sales rep says it's there.
Scheduling & Dispatch
Must-HaveVisual dispatch board
A calendar or board view showing all technicians, their current jobs, and gaps in the schedule. Drag-and-drop assignment is standard in 2025 — anything less is unacceptable.
All 5 platforms we reviewed have this. Quality varies significantly.
Mobile job notifications for technicians
When you assign a job, the tech's phone buzzes immediately with job details, customer address, and contact number. No more calling techs to dispatch them.
Universal in modern platforms.
GPS tracking
Live truck locations on a map. Assign based on proximity, verify arrival times, and build accurate ETAs for customers. Missing from Jobber and ServiceM8.
Included in ServiceTitan, FieldEdge. Add-on for Housecall Pro. Missing from Jobber, ServiceM8.
Customer Communication
Must-HaveAutomated appointment reminders
24-hour and morning-of text reminders reduce no-shows by 25–35%. This should run automatically, not require manual sending for each job.
All platforms have this. Quality varies in customization.
On-my-way notifications
Auto-text with tech photo, ETA, and optional live tracking link sent when tech checks in for travel. Eliminates 'where is he?' office calls.
Available in Housecall Pro, ServiceTitan, Jobber.
Two-way SMS
Customers text your business number and a real person (or the tech) responds from the platform. Essential for coordinating access, gate codes, and rescheduling.
Available in Jobber Grow, Housecall Pro MAX, ServiceTitan.
Invoicing & Payments
Must-HaveMobile invoicing
Techs create and send invoices from the field — not back at the office. Invoice should generate from the job record automatically, with parts and labor pre-populated.
Universal. Housecall Pro and ServiceM8 have the best mobile invoice UX.
Online payment (credit card, ACH)
Customers should be able to pay by clicking a link in the invoice text/email. Card-on-file for recurring clients. Tap-to-pay with a phone or card reader on-site.
Universal. Processing rates vary: Housecall Pro 2.59%, Jobber 2.9%+30¢.
Consumer financing
Instant approval for $1,000–$25,000 in financing offered at the point of sale. Critical for system replacements. Closes 15–25% more big-ticket jobs.
Housecall Pro (HCP Finance), ServiceTitan. Not available in Jobber, FieldEdge, ServiceM8.
Estimating & Pricebook
Nice-to-HaveFlat-rate pricebook
Pre-built price list for common HVAC parts and labor. Techs select items on a tablet; prices calculate automatically. Eliminates inconsistent quoting across your team.
ServiceTitan Pricebook is the best. Also available in Housecall Pro and FieldEdge.
Digital quote approval
Send estimates by email/text; customers approve with a signature on their phone. Eliminate the 'I'll think about it' stall tactic.
Available in all platforms reviewed.
Marketing & Retention
Nice-to-Have (Critical for Growth)Automated review requests
Post-job text asking for a Google review, triggered automatically when a job is marked complete. 5–10x your monthly review volume without manual effort.
Housecall Pro, ServiceTitan. Basic in Jobber. Not in FieldEdge, ServiceM8.
Email/postcard marketing
Seasonal tune-up reminders, equipment anniversary follow-ups, and win-back campaigns. Should run on autopilot based on job data — not require manual list management.
Housecall Pro includes postcard and email campaigns. Others require third-party tools.
Service agreement management
Sell annual maintenance plans, track equipment under contract, and auto-trigger seasonal tune-up visits. Recurring revenue from agreements is the most valuable HVAC revenue.
Available in Housecall Pro, ServiceTitan, Jobber, FieldEdge. Not in ServiceM8.
Feature Availability at a Glance
| Feature | Housecall | ServiceTitan | FieldEdge | ServiceM8 | Jobber |
|---|---|---|---|---|---|
| Scheduling | ✓ | ✓ | ✓ | ✓ | ✓ |
| Dispatching | ✓ | ✓ | ✓ | ✓ | ✓ |
| Invoicing | ✓ | ✓ | ✓ | ✓ | ✓ |
| GPS Tracking | ✓ | ✓ | ✓ | ✗ | ✗ |
| Customer Portal | ✓ | ✓ | ✗ | ✗ | ✓ |
| Inventory | ✗ | ✓ | ✓ | ✗ | ✗ |
| Payments | ✓ | ✓ | ✓ | ✓ | ✓ |
| Marketing | ✓ | ✓ | ✗ | ✗ | ✗ |
| Agreements | ✓ | ✓ | ✓ | ✗ | ✓ |
| Reporting | ✓ | ✓ | ✓ | ✗ | ✓ |
Test Every Feature on This List — For Free
Housecall Pro offers the best feature set for most HVAC contractors. 14-day free trial — verify every feature on this checklist yourself.
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