HVAC business management software

The key facts

• The HVAC pattern: jobs consume parts and create assets — so the job record and the stock record must be the same record.
• BSimple projects: reserve units against a job without consuming stock; consume on invoice approval; lifetime service history per installation.
• Also on the record: purchasing from reorder levels, van/depot stock locations, invoicing to Xero or MYOB.
• Not claimed: crew scheduling and dispatch are field-service software; BSimple runs the record behind them, from $180/month (AUD).

What an HVAC business actually struggles to track

Three things, and none of them is scheduling. First, promised stock: the split system set aside for Thursday's install is still on the shelf Monday — a record that cannot hold "reserved" either sells it twice or deducts it weeks early. Second, van stock: consumables and parts live in trucks as much as depots, and nobody trusts the van list between reconciliations. Third, the installed base: every unit has a serial, a location and a service history that outlives the job — and folders of PDFs answer nothing when a warranty question arrives.

These are record problems, and they share one shape: the job, the part and the money move together, so they need one dataset. How job management works in BSimple covers the pattern; the contractor view places it among trade businesses generally.

How BSimple carries an HVAC job

We build BSimple, so weigh that. A job is a project under the customer: units and parts are reserved against it without consuming depot stock, so availability stays honest while the install waits. When the job is approved and invoiced, reserved items are consumed in one transaction — stock, job and invoice agree by construction, and the invoice pushes to Xero or MYOB with payment status mirrored back. The project then keeps its lifetime record: what was installed, which batches, maintenance and warranty events per unit — so the tenth service call reads from the record, not from memory.

Around the jobs, the same record runs purchasing from reorder levels (so the common filter sizes and consumables reorder before they run out), counts from any phone browser, and van-as-location tracking for stock in trucks. Plans start at $180/month (AUD), every feature in the core plans.

The honest boundary

BSimple does not do crew calendars, route scheduling or dispatch boards — that is field-service software, and the two categories compose well: schedule in one, run the record in the other. There is no HR or payroll inside the system either. What BSimple owns is the truth about parts, jobs, assets and invoices — the layer that fails silently when it lives in spreadsheets. The construction-side comparison covers the neighbouring trade, and the trial is the honest test: reserve one real job's parts, approve it, and read the history back.