Owning and running a heating, ventilation and air conditioning business can come with its daily challenges. Whether you’re busy scheduling jobs for your field technicians, dealing with customer inquiries, or handling mundane but important administration tasks, your days can sometimes feel overwhelming. 

The truth is that some of your tasks and processes can probably be simplified to make life much easier. Workever’s field service management software has been designed to do exactly that and will help streamline your HVAC business and take it to the next level.

Step 1: Move Away from Manual Scheduling

If you’re still manually scheduling jobs to available technicians, then you’re wasting valuable time. Using spreadsheets, calendars or whiteboards is not only a time-consuming task, but it can lead to errors such as missed appointments or double bookings due to poor organisation. With Workever’s scheduling tool, you can change this. 

Our task management software will allow you to drag and drop work to available technicians. This means in a matter of a few clicks you can assign the right job to the right technician. You’ll also be able to track the live location of your field workers, which means you can assign work close to their location and deal with any emergency appointments quickly and efficiently. Once the work is assigned, there’s no need to get in contact with your field worker to confirm the changes to their schedule. This is because they’ll automatically be notified via our app, which saves valuable time for you and your office workers and ensures there are no issues with miscommunication.

Step 2: Improve Communication Between Office Staff and Technicians

You need to have an environment within your business that allows easy and effective communication to happen among colleagues. Without good communication, errors can occur, which can be costly to your company. Poor communication can not only frustrate your workers and make their jobs more difficult, but it can also have a negative impact on your customers if there are delays to work due to your technicians not receiving appropriate updates.

Using Workever’s cloud-based field service management system ensures seamless communication. Not only will field technicians receive instant notifications of changes to their schedules, your office staff will also be able to real-time message field workers and anyone will be able to view job details as any data entered is automatically synced to the cloud. This means you and your office staff will no longer have to call your technicians to get an update on a job.

Step 3: Automate Job Reminders and Customer Notifications

You don’t just want software that helps you and your staff; you also want to use a system that will benefit your customers. The truth is your office staff probably spend too much time completing and sending out reminders for appointments or updating customers on job statuses. Well, with Workever, these tasks will no longer be part of their day and they can spend their time more wisely.

Instead, the customer will receive automatic reminders for appointments, which not only saves your office staff from having to do it manually but also helps prevent the chance of there being a no-show when your field worker arrives at the appointment. 

Your customer will also be able to access real-time job updates via the customer portal, meaning they can be kept in the loop at all times, which improves the service and experience your business provides.

Step 4: Use GPS Tracking to Improve Productivity

By having access to the live location of your technicians, you can improve your business in many ways. Not only can you keep an eye on your field workers, ensuring they’re utilising their time effectively, but you can also assign jobs more efficiently by ensuring your field workers spend as little time as possible on the road and more time on site.

Using the live location to schedule jobs will likely save your business time and money. By scheduling jobs with the closest available technicians, you can save money on petrol costs, help prevent delays in traffic and allow your technicians to complete more tasks in the day. 

Using our GPS tracker will also allow you to respond to emergency appointments efficiently. Your office staff will be able to assign the job to the nearest available worker in a matter of clicks, all whilst the customer is still on the phone.

Step 5: Reduce Paperwork with Digital Job Management

Paperwork always seems to cause headaches within a business and slow down workflow. Whether it’s field workers losing job sheets, office workers spending valuable time filing documents away, or difficulty reading and understanding messy handwriting. A paperless system takes away these issues and that’s what our software offers.

By going paperless, your technicians no longer have to worry about job sheets; instead, they’ll be able to add notes, upload photos and even get customer signatures while on site. This data will be synced automatically, so not only will your office staff be able to view this data immediately but they won’t have to print or file it away, which reduces their admin workload.

Step 6: Simplify Invoicing and Payments

The more traditional ways of sending out an invoice to a customer can take days, and can result in delays for you receiving payment. What if there was a way you could send out invoices instantly? Well, with Workever’s software, there is, which means your customers aren’t left waiting around and can pay instantly, which can boost your business’s cash flow.

In a simple few clicks, our software will convert the information from the job into an invoice, meaning your field workers can provide customers with an invoice in a matter of seconds, all while they’re still stood with them. You can also integrate our system with other software you may already use, such as Quickbooks or Stripe, to help with faster payments and more efficient accounting.

To summarise, Workever can be the software that helps your HVAC business become an even bigger success. Whether you want to improve productivity, provide a better customer experience, reduce your workers’ time spent on admin tasks, or improve the overall efficiency of your business, then our software is for you. Sign up for our free trial today so your business can start benefiting immediately.