For commercial HVAC contractors
Software for commercial HVAC shops.
Built for the shops that service property managers, REITs, retail chains, schools, and restaurants — not residential homeowners. PM schedules, NTE caps from your big clients, emergency dispatch when the rooftop unit fails on a Friday night, equipment lists per site, completion reports, invoices billed to AP departments, and QuickBooks that doesn't need a monthly cleanup ritual.
Why commercial HVAC is different
The work isn't the hard part. The paperwork is.
- PM contracts run year-round — quarterly filter changes, semi-annual full services, annual coil cleans. The schedule has to live somewhere that isn't a spreadsheet.
- NTEs are set by the client — property managers and chains hand you a $500 / $1,000 / $1,500 cap by trade. Go over without approval, you eat the difference.
- Seasonal demand spikes — June through August, every service call is "the AC stopped working at noon and the tenant is calling every 20 minutes." Dispatch has to triage in real time.
- Equipment lists per site — each property has 4-40 RTUs, splits, mini-splits, chillers, boilers. The tech needs the model, serial, age, and history before they're standing on the roof.
- Compliance docs per client — property managers want a current COI and W-9 on file. Expirations sneak up on you. If you can't produce them on demand, the next renewal stalls.
- Manufacturer warranties — if a compressor fails inside warranty, you need the install date, serial, and tech notes to file the claim. If the records aren't clean, the warranty isn't real.
What TradelyHQ does for HVAC shops
Dispatch, NTE, quotes, invoices, QuickBooks — one workflow.
PM schedule lives in the dispatch board
Quarterly filter changes, annual coil cleans, and one-off service calls all show up in the same dispatch queue. Office sees what's due, what's in progress, and what's ready to invoice without flipping between calendars and spreadsheets.
NTE caps enforced at the database
Each client + trade gets a default cap. When dispatch creates the WO, the NTE is snapshotted onto the job. When the tech sees the work going over, they tap "Quote Needed" — the office gets a one-click quote builder with the field notes already filled in.
Equipment lists per site code
Each location carries the equipment list, service history, lockbox notes, and contact info. The tech opens the WO and sees what they're walking into before they leave the truck.
Field proof for AP-paid invoices
Arrival times, photos, notes, parts used, and customer signatures stay with the WO. When the property manager's AP team audits the invoice three weeks later, the proof is already there.
QuickBooks Online sync
Connect QuickBooks once. Completed WOs become invoices, payments flow back, customer + item mirroring keeps the books clean. No more month-end reconciliation marathon.
Mobile tech app — no App Store
Techs install via add-to-home-screen, no managed-device drama. Photos, notes, signatures, and quote flags work even when the rooftop has no signal — they sync when service comes back.
Who you service
Built for the clients commercial HVAC contractors actually have.
Property managers running shopping centers and office portfolios. REITs with hundreds of retail locations. Big-box chains. Schools and universities. Restaurants and hospitality groups. Healthcare facilities. Industrial sites. The kind of clients who set NTE caps, require COI on file, pay Net 30+ through an AP system, and audit every line item on every invoice.
Pricing
$89 per tech per month.
Owners, admins, dispatchers, and clients are free. Work orders unlimited. 30-day free trial, no credit card. See pricing →
Software for other trades
See the HVAC workflow yourself.
30-minute walkthrough — we'll set up a TradelyHQ account for your HVAC shop with sample data shaped to your business. You leave with login info.
Ask for a demo