For HVAC contractors
From the no-cool call to the paid invoice.
Changeouts, service calls and new installs, each on one record the office and the installers both open. One flat price for the whole company.
Your trade, set up
What HVAC comes with.
Optracs runs an HVAC company's jobs by work type: service call, repair, maintenance, AC replacement, furnace replacement, heat pump, mini-split and ductwork. Switch off what you don't use, or make the trade your own.
Sales steps
- New Lead
- Contacted
- Site Visit
- Quote Sent
- Follow-Up
Work steps
- Ready to schedule
- Equipment Ordered
- Scheduled
- Equipment Set
- Startup
- Wrap-Up
Service call steps
- To Schedule
- Scheduled
- On Site
Work types
Service call Repair Maintenance AC replacement Furnace replacement Heat pump Mini-split Ductwork
Checklists
- HVAC job
- Tune-up
- Equipment install
- Ductwork
- Permit & inspection
The tune-up checklist
- Air filter checked, and changed where needed
- Thermostat checked and the system cycled from it
- Electrical connections tightened, and the capacitor and contactor tested
- Outdoor coil cleaned and cleared of leaves and debris (cooling)
- Refrigerant pressures and temperature split checked (cooling)
- Condensate drain cleared and the pan checked
- Burners, igniter and flame sensor checked and cleaned (heating)
- Heat exchanger looked over and carbon monoxide tested (gas furnaces)
- Blower wheel and motor checked, and the amp draw measured
- Readings written down, and anything worn photographed and shown to the customer
Shown at the Standard size. Setup starts on the Simple size, the same few steps for every trade, and you can pick Standard or Detailed there or later in Settings.
In Optracs
The same job, in Optracs.
The office sends the estimate; the crew opens the job on site. Recreated from Optracs with sample data.
Sample workspace
-
An estimate built from your own catalog
Standard line items from your catalog, quantities from the takeoff, and a profit slider that reprices the estimate to your margin.
-
A takeoff for HVAC
Typed in or imported from a supported report or a CSV.
Tonnage Zones Line set Ductwork Supply registers Returns
-
The crew's day, on the job
Tasks with a person and a due date. Photos, notes and files go onto the job as the work happens.
Photograph the existing unit Confirm thermostat location with the homeowner Photograph the finished install
Documents
The paperwork, on the job.
Written from your own templates, signed by the customer from one link, kept with the job.
Changeout estimate
Standard line items from your catalog, priced to your margin, in your own template. Options when you want to offer a choice.
Work agreement
Written from your own template and signed by the customer typing their name.
Change order
When the line set or the pad has to change. It goes out for signature before the money moves.
Install photos
The data plate, the old unit, the new one. On the job, not in someone's camera roll.
Warranty
A warranty document from your template, kept with the job it covers.
A day in the trade
A job, start to finish.
7:05 AM
Office
A no-cool call comes in. It lands in New Lead with a response clock running, so nobody has to remember it.
10:30 AM
Side yard
The tech photographs the old condenser and the data plate, and dictates notes onto the job.
1:15 PM
Office
A changeout estimate is built from your catalog, priced with the profit slider and sent as one link. The homeowner accepts it there.
Next day
On site
The install crew opens the job: address, photos, their tasks. They tick each one off and add photos of the finished install.
Friday
Office
Convert the estimate to an invoice, record the payment, and attach the warranty paperwork to the job.
The trade, by the numbers.
From the US Census Bureau. More in our research.
111,207
76.8%
Try it
See it with a sample company.
A company with a few months of work in it, ready to click through. We email you a code to open it.