Six hours on the roof. Five on the invoice.
That missing hour is the most expensive thing in your shop. WorkTrac clocks the job with GPS, turns the approved hours into the invoice, and sends it to QuickBooks in one click. The hours they work are the hours you bill.
30 days free, everything unlocked, no card.
- On the roofClock-in 7:58a, out 2:10p 6.2 hrsGPS-stamped at the job. Works with no signal.
- Back at the officeTimesheet approved 6.2 hrsYou see the hours the day they happen, not Friday.
- On the invoiceLabor billed 6.2 hrsBuilt from the logged time. One click to QuickBooks.
How a job moves through WorkTrac, hours intact.
Where the money stops leaking.
Hours stop evaporating
The invoice is built from the hours your techs actually logged, not from a Friday-night reconstruction. What was worked is what gets billed.
Know before you quote
A customer calls about their AC. You can see what you did last time, what it cost, and whether the unit is still under warranty, before you name a price.
Basements do not stop the job
Your tech clocks in, shoots photos, and closes out the job with no signal at all. It syncs on its own once they are back at the truck.
One app for the crew. One dashboard for the office.
The chain works because both halves run on the same system. The crew feeds it from the field, the office runs the business on it, and they always agree.
On the truck
Your techs, on their phones
- Clock in and out with GPS, right from the job
- The day's jobs, with the address and the notes attached
- Photos of the work, saved to the right job
- Everything keeps working with no signal and syncs later
- Safety incidents filed from the field, OSHA-ready
In the office
You, or whoever runs your books
- Dispatch from the schedule: assign the day's jobs and every shift lands in the crew's app
- Estimates that become jobs, and jobs that become invoices
- Maintenance plans and the equipment registry
- Approve timesheets before they hit payroll
- Job costing that shows money in, money out, and margin
- Send finished invoices to QuickBooks in one click
And it remembers every unit.
This is the HVAC part. Every piece of equipment you service is its own record under the customer, so the shop's memory stops living in one person's head.
- Make, model, serial, install date, warranty, and status per unit
- A service history on the unit itself: what was done, what it cost, who logged it
- Maintenance plans that schedule the visits and invoice on the same cycle
- The warranty answer before you quote the repair
- Model
- 59TP6A080V17
- Serial
- 4218A09371
- Installed
- Mar 2021
- Warranty
- Mar 2031
- Aug 2026Tune-up. Filter and flame sensor. $180
- Feb 2026Igniter replaced. Under warranty
- Oct 2024Annual inspection. No issues
The record WorkTrac keeps for every unit you service.
The parts of the week you will not miss.
Digging through old invoices to find a serial number
Every unit on file with its serial and warranty.
The tune-up nobody remembered to schedule
Plans book the visits and send the invoice.
Dispatching the day over a 6:45am group text
Assign the jobs in the schedule; each tech's day is in the app.
Notes scribbled on the back of a work order
History saved under the unit itself.
Re-typing hours into QuickBooks on a Sunday
One click sends the invoice over.
What WorkTrac is, in plain terms
WorkTrac is HVAC service software for residential and light commercial contractors. The office builds the week's schedule and dispatches the day's jobs to each tech's phone with the address and notes attached. Technicians clock in and out with GPS at the job, the office approves the hours, and the invoice is built from that logged time and sent to QuickBooks Online in one click, so billed time matches worked time. It also keeps every customer's equipment on file, so a furnace, an air conditioner, and a water heater each carry their own make, model, serial number, install date, warranty, and service history. Maintenance plans schedule the visits for a service cycle, put them in the technician's app as jobs, and raise the invoice on the same cycle. Technicians document the work with photos and keep working with no signal in a mechanical room or a rural basement, because everything saves on the phone and syncs when it reconnects. The office runs scheduling, invoicing, and job costing from the web dashboard, which opens in a browser on a laptop or an iPad with nothing to install, and sends finished invoices to QuickBooks Online in one click. Plans are $29, $79, and $149 a month. The equipment registry and maintenance plans are part of Enterprise, and the 30-day free trial unlocks everything with no card.
Straight about what it is not.
You will find this out in week one anyway, so here it is now.
- No parts catalog and no labor-time guides. WorkTrac will not price a job for you out of a book.
- No dispatch board with technicians across the top and time slots down the side. Scheduling is a week calendar, which suits a few trucks better than forty.
- The equipment history lives on the office dashboard. Your tech gets the visit as a job with the notes attached, and seeing the full unit history on site is still on our list.
- No refrigerant compliance log, and nothing that chases you about a filter.
Common questions, answered.
Yes, both halves. The technician app is the iPhone app, built to run on iPad as well, from the App Store, so a tech can clock in, work the job, and take photos on an iPad. The office dashboard, where you build the week's schedule, dispatch the day's jobs, approve hours, and send invoices to QuickBooks, runs in Safari on an iPad with nothing to install, the same as on a laptop. It is still a week calendar rather than a dispatch board.
Also explore
A clock-in prompt when a technician arrives at the job site, so the hours match the work.
Tamper-evident photo and time records for the jobs you might have to prove later.
The same setup for plumbing shops: maintenance plans, offline mobile, lone-worker SOS.
A practical guide to pricing HVAC work profitably: service calls vs equipment installs, flat-rate vs time-and-materials.
Every clock-in and GPS punch works in dead zones. Queues locally and syncs on reconnect with no duplicates.
An honest roundup of seven HVAC field service apps: dispatch, maintenance agreements, offline, pricing.
Looking for a ServiceTitan alternative? WorkTrac is workforce management built for small field crews.
Bill every hour they work.
Run it on your own jobs for 30 days. Everything unlocked, no card, cancel whenever.