In this Article…
- Learn the benefits of using QuickBooks-compatible HVAC software.
- Discover 19 options for the best HVAC software for QuickBooks.
- Overcome the challenges and maximize your investment of new software.
Disclaimer: The information provided in this article is for educational purposes only and should not be considered legal or financial advice. For any legal/financial concerns or questions regarding business and the HVAC services industry, please consult a qualified legal or accounting professional.
You already know how technology has impacted your HVAC business day-to-day. QuickBooks, for one, has become indispensable in managing your business’ finances. In fact, it is the most popular accounting software for small businesses and the self-employed, with 26.56 million U.S. businesses using QuickBooks.
That means it’s essential that every software app your HVAC business uses is compatible with QuickBooks. In this article, we’ll explore QuickBooks-compatible software options and how to best leverage them to streamline everything for your HVAC business, from invoicing to inventory.
Benefits of Using QuickBooks-Compatible HVAC Software
If your HVAC business is still using QuickBooks Desktop software, make the switch to QuickBooks Online. QuickBooks Online offers more features, including anytime-anywhere access, and better integration with the software in our list below.
Streamlined Invoicing & Financial Management
A major reason you’ll want to use HVAC software that is compatible with QuickBooks is to eliminate the need to enter the same data multiple times. For instance, you shouldn’t have to pay a bill using a payment platform and then need to sign into your QuickBooks to update the bill as paid.
With automation and QuickBooks compatibility you can:
- Generate Invoices Automatically – End manual entry, reduce errors, and speed up billing processes.
- Billing Synchronization – Automatically synchronize bills paid through your HVAC software with your QuickBooks accounting.
- Harness Dynamic Pricing – Adapt your pricing based on current market conditions and any customized client agreements.
- Integrate Various Payment Options – With a QuickBooks-compatible payment solution like Truss, offer your customers multiple ways to pay for faster payments and improved cash flow for your business.
Efficient Inventory Management
To avoid costly delays to projects, but avoid overstocking, a real-time view into your business’ inventory levels is crucial.
HVAC software for inventory management that is also compatible with QuickBooks, like Acctivate, can assist with:
- Real-Time Tracking – Monitor supplies and equipment to avoid overstocking or shortages.
- Reordering – Eliminate the worry about remembering to reorder inventory. Set the software so that it reminds you when to reorder, or better yet, have the app automatically reorder items when the stock gets to a certain level.
- Data Syncing – Just like with payables and accounts receivable, use software integrated with QuickBooks to update inventory transactions in your financial records.
Enhanced Operational Efficiency
HVAC software integrated with QuickBooks ensures that every aspect of your business is synchronized, from job costing to material procurement. Not only does this provide you with more-accurate financial reporting, it:
- Optimizes Your Workflow – Free up your team to focus on what they’re best at: core service delivery and customer service, not boring administrative tasks.
- Improves Your Business Decisions – Use your more-accurate financial reports to assess your business’ performance and make strategic decisions to achieve continued growth.
Quick Rundown of 19 Options for the Best HVAC Software for QuickBooks
Choose HVAC software that is optimized for mobile use.
Providing your team with software that works on their tablets and smartphones–devices they are experienced with using–will reduce the time it takes to get them up and running with a new program.
This list of 19 options for the best HVAC software for QuickBooks will help businesses with different aspects of their operations.
1. Truss – Managing payments shouldn’t slow down your business. With Truss Payments, improve your cash flow and make instant HVAC payments with QuickBooks integration.
2. ServiceTitan – ServiceTitan streamlines dispatching, CRM, and invoicing for HVAC and home service businesses.
3. Field Edge – Field Edge is a field service solution with real-time job management.
4. Housecall Pro – Housecall Pro simplifies scheduling, dispatching, and inventory management for HVAC businesses.
5. Jobber – Jobber offers schedule management and communication with customers.
6. SimPRO – SimPRO is an operations management tool for HVAC.
7. Service Fusion – Service Fusion has scheduling, customer management, and accounting features.
8. RazorSync – RazorSync is a mobile field service platform with job scheduling, invoicing, and client management.
9. Tradify – Tradify simplifies quoting, scheduling, and invoicing.
10. Commusoft – Commusoft is designed for HVAC businesses and their CRM and job tracking.
11. FieldPulse – FieldPulse has inventory tracking features, as well as scheduling and invoicing.
12. Thermo GRID – Thermo GRID is built primarily for HVAC businesses, with dispatching and job management.
13. Smart Service – Smart Service also offers dispatching, scheduling, and invoicing.
14. Field Aware – Field Aware has a real-time job tracking feature and offers scheduling.
15. Joblogic – Joblogic is a job management and scheduling system.
16. ServiceM8 – ServiceM8 streamlines communication, scheduling, and invoicing.
17. Vonigo – Vonigo handles job booking and dispatching for HVAC teams.
18. Job Nimbus – Job Nimbus is a CRM and project management tool.
19. MHelp Desk – MHelp Desk offers scheduling, dispatching, and invoicing features.
For those still using QuickBooks Desktop, there are scheduling software options that integrate with QuickBooks Desktop, ensuring compatibility across different versions of QuickBooks.
Challenges of Implementing HVAC Software
Remember: Software is supposed to make work easier for you and your team. If you find that a program isn’t providing the benefits you had hoped for or is causing you even more trouble, then seek another software platform.
The only thing worse than failing to use software to streamline your HVAC business is using new software that adds complications to your workday.
It doesn’t matter how user-friendly a new software program is or how beneficial it will be to your HVAC business, implementing any new technology will present challenges.
Let’s look at a few common challenges to implementing new HVAC software, and then wrap up this article with the best practices to overcome these obstacles and maximize your software investment.
1. Learning Curve
While your team may be tech savvy, HVAC software will present a learning curve to them. To assist your staff with new software programs, try:
- Investing in comprehensive training.
- Provide a generous period of time to adjust to the new system and processes.
- Be patient and work through the challenges of new software together.
2. Cost Considerations
When deciding to implement new software, consider the costs for subscriptions, installation, and any ongoing maintenance.
- Will the resulting improved efficiency to your business outweigh the costs?
- Will your business save money in the long run?
- Will the software assist you with taking on new clients and actually boost your business’ bottom line?
3. Data Security
Cybersecurity is on the rise for small and medium-sized businesses. With new software, especially apps that link to your billing, there is increased potential for data security problems.
Ensure that any software platform you choose provides robust security features.
4. Integration Complexities
While any software that integrates with your QuickBooks should merge your workflow seamlessly, there can be challenges, including:
- Technical issues that arise with data synching.
- Your team may also need to migrate processes they’ve been doing manually to the new software, like paper-check processing.
5. Automation Dependencies
No software is perfect; bugs and outages happen. Be proactive and:
- Ensure your business is prepared for any of these challenges.
- Have a fallback process for your team in the event that your new software faces glitches.
5 Best Practices for Maximizing Your Software Investment
Any software company that is worth their salt should provide comprehensive help for using their program.
Truss Payments offers a help center, with articles on topics such as automating invoices between Truss and QuickBooks.
Need further assistance? Truss has a dedicated team you can get in touch with quickly and easily.
Implementing new software into your HVAC business will be beneficial, but to truly maximize its fullest potential, it takes a proactive approach. To leverage your new QuickBooks-compatible software and get your money's worth out of it, consider these 5 best practices:
1. Regular Updates
Keep your HVAC invoicing and inventory management software updates current. Doing so helps your business:
- Bolster its security.
- Reduce the chances of software outages.
- Gain access to enhanced features.
Most software platforms today are cloud-based, known as “Software-as-a-Service,” and don’t need to be updated by users. However, QuickBooks Desktop is still a popular choice amongst businesses and must receive regular updates.
2. Comprehensive Training
As we mentioned above, your team is going to face a learning curve with any new software app, so consider this approach:
- Don’t just throw your team out there with new software and let them figure it out on their own.
- Instead, take the time for training sessions, webinars, and tutorials to assist your employees with utilizing the app.
Otherwise, your investment in the software will be a waste if your employees are not using it to the best of their abilities.
3. User-Friendly Interfaces
Every software company has a different approach to design–some place it second to function, while others find it just as important. When choosing a software program, look for a provider that knows the importance of an intuitive design.
The two benefits of a user-friendly design for your team are:
- It will reduce the time it takes your staff to accomplish the learning curve.
- It will aid them in using the software more efficiently.
4. Integration Checks
Ensure that either you or your administrative team keep a close eye on whether data is flowing between your new HVAC software and your QuickBooks account.
Obviously, there shouldn’t be a need to double-check all of the time–that’ll defeat the purpose of implementing the software for efficiency–however, verify with some regularity in the beginning that data is flowing properly.
5. Feedback Mechanisms
Gather feedback from your team. Ask them what they think of the software’s usability and functionality.
- Is the software really improving their work day-to-day?
- What don’t they like about the app?
This will help you understand if your team needs more training or perhaps a software program just isn’t working and you need to seek another one.
Bottom Line
Implementing new software that is compatible with QuickBooks is about transforming your business’ daily operations, allowing your team to focus on what matters most: your customers.
This article has:
- Explored the benefits of using QuickBooks-compatible software designed for HVAC businesses.
- Presented the challenges of implementing new software.
- Provided best practices for maximizing your business’ investment in new software.
- Listed 19 options for the best HVAC software for QuickBooks.
One of those best software options is Truss, the payment platform with QuickBooks integration for HVAC contractors. Manage payables, receivables, and your cash flow, and sync it all with your QuickBooks account. Truss can help improve your decision-making and propel your HVAC business forward. Get started with Truss for free today and experience firsthand the benefits of no payment fees and no monthly fees, all while seamlessly syncing with QuickBooks for HVAC business.
