7 Ways to Avoid Business Risks with HVAC Service Software

March 19, 2019
5 min read

HVAC field service organizations are under a lot of pressure in today’s competitive environment, as more companies are entering the space, new technology is being developed and deployed, and customers have higher expectations for service than ever before. In order to be successful, HVAC management must be able to identify the greatest risks and apply effective solutions before they become a problem. Whether technicians call in sick, appointments are cancelled without notice, or a new regulation is put in place, risks are all around. Disruptions like these can be a logistical nightmare to resolve if you don’t have the systems in place to shift resources in real-time.

Here are 7 ways to avoid business risks with a comprehensive HVAC service software:

Risk 1: Single Point of Information

Solution: Build the company knowledge base

Mobile technology links field techs with each other and with back office staff, keeping everyone within the organization in sync and transcending the limitations of geography. Whether you have technicians that are retiring, off sick, or busy on another job, automating and sharing data reduces the risk of having a single point of information. A connected mobile device helps build an easily accessible knowledge base so field staff can access information anywhere, anytime, regardless of their location.

Risk 2: New Regulations: Staying Compliant & Avoiding Fines

Solution: Automate dates, inspections, checklists

In today’s environment, compiling manual information on a spreadsheet is not enough to prevent critical issues from slipping through the cracks. Constant attention and technology are required to prevent the accumulation of risk factors that can lead to violations and fines. An end-to-end HVAC service management software will automatically and continuously update information, collect critical data, and issue alerts on violations, inspections, fines, and jobs for HVAC service companies.

Risk 3: Unknown KPI’s

Solution: Increase Business Intelligence

In order to identify revenue-generating opportunities and profit throttling snags, your company must have software that can collect the necessary data from your technicians and provide quick answers to key questions. Once you collect the information you want to analyze, service dashboards display it in easy to read, real-time charts and graphs. Being able to link operational and financial modules offers an opportunity to have detailed visibility into both your processes and profitability. With increased transparency comes the ability to identify and target money-making opportunities or financial pitfalls that would otherwise go unnoticed and unaddressed.

Risk 4: Slow Billing Cycle

Solution: Eliminate Paper

While sales and profit look great on paper, cash is what keeps your business afloat. That’s why it’s so important to stay on top of your company’s invoicing, billing and collection cycle. A paper-based system creates complicated paper trails, resulting in lost work orders and invoices. With such a system, accountability is difficult to track, revenue can be lost, and a company’s reputation compromised. The key to simplifying the paper trail is automating work orders and invoice processing so that virtually all manual and paper methods are replaced by automated functions that limit input errors and streamline processes. Not only does automation solve issues in the field, it also simplifies administrative functions by reducing data entry, eliminating transcription of work orders, and jumpstarts the billing process so that cash flows into the business more quickly.

Risk 5: Cancelled Service Calls

Solution: Create Visibility in the Scheduling Calendar

What happens when your technicians are on their way to a job and the customer suddenly cancels or isn’t home? With automated scheduling and dispatch together with a connected mobile device, a cancelled appointment no longer means wasted time. A dispatcher can easily re-assign that technician to another nearby job. As well, the technician can catch up with a maintenance job closest to his location by simply viewing the map on his mobile device. The map shows his current position, and techs can easily zoom in and out to see which upcoming maintenance jobs are nearby. No more time wasted or money lost for cancelled service calls.

Risk 6: Revenue Leakage

Solution: Provide Real-Time Warranty Information

Warranty and service contract leakage happens when a technician performs a service at no charge, assuming it’s covered by the customer’s contract. An end-to-end HVAC service software will not only help spot the “leaks,” but also “plug” them by providing service techs with the warranty and contract information they need, when they need it, to ensure they won’t give away service or parts for free. It will also alert you when the contract is about to expire so you can be sure to resign the customer to a new contract.

Risk 7: Seasonality

Solution: Build a Preventive Maintenance Program

The phone rings off the hook when it’s freezing cold and steaming hot, right? Naturally, business generally booms when the weather is at its most extreme. What all of this means for the HVAC business owner is that cash flow fluctuates seasonally, as do technician hiring schedules and customer calls. However, with an HVAC service software solution, you can build a successful preventive maintenance program to help maintain revenue during the down seasons. When homeowners sign up for these services, it means they’ll pay an annual fee for preventative HVAC check-ups during the spring and fall so you’re busy and making money all year.

A comprehensive HVAC service management software solution helps protect your company from unexpected events that can disrupt day to day operations and effect your bottom line. Manage business risks by ensuring that all your company data and knowledge are collected and stored in one cohesive system so you always stay one step ahead.

Contact FIELDBOSS to find out how we can help your HVAC company avoid business risks.

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