HVAC dispatch software, without the FieldEdge price tag.
WorkTrac is HVAC dispatch software for residential, commercial, and light-industrial HVAC contractors. It combines technician dispatch with route optimization, an equipment registry that tracks each customer's HVAC unit with serial number, install date, and service history, recurring maintenance contracts with auto-generated tasks, two-way QuickBooks Online sync, GPS-verified time tracking, OSHA safety reporting, and offline-first mobile for techs in mechanical rooms or rural sites. Service agreements bill via Stripe on the schedule the contract requires and auto-generate the maintenance tasks on the dispatch board, so a recurring twice-a-year tune-up shows up without manual entry. Modular add-on pricing starts at $29/mo and includes a 30-day Enterprise trial with every feature unlocked. WorkTrac is built for HVAC shops that want one tool for crew execution rather than juggling FieldEdge, Slack, and a separate accountant.
What HVAC contractors actually run day to day
HVAC work is part dispatch, part service-agreement billing, part equipment history. The tech showing up at a customer's house needs to know which unit is on the wall, what was done last visit, when the filter is due, and whether the customer is on a maintenance plan. The office needs the work order, the time on-site, the parts used, and the invoice — synced to QuickBooks the moment the tech closes the job. Most HVAC shops cobble this together: FieldEdge or ServiceTitan for the dispatch board, Slack for office-to-tech communication, QuickBooks for the books, and a paper packet for the on-site equipment notes. WorkTrac was built to consolidate that stack at the SMB-and-up tier.
Each customer can own multiple HVAC units; each unit tracks make, model, serial, install date, warranty, and full service history.
Stripe-billed contracts (monthly, quarterly, annual). Auto-generate the maintenance tasks on the dispatch board on schedule.
Drag-drop dispatch with multi-stop route optimization. Vehicle and time-window constraints supported.
Tech sees the work order, equipment history, customer notes, and required photos on the phone. Offline-capable.
Invoices, payments, and customers sync both directions. Free on Enterprise, $19/mo add-on otherwise.
On-job photos and customer signature captured before invoice. Tamper-evident via the work proof chain.
Equipment registry: the data HVAC shops actually need
Most workforce management tools treat each visit as a one-shot work order with no memory of the equipment. HVAC is the opposite — every customer has units that need tracking across visits. A residential customer might own a furnace + AC + tankless water heater + thermostat, each with its own serial, install date, warranty status, and service log. A commercial account might own twenty rooftop units across three buildings.
WorkTrac's equipment registry models this directly: each unit is a first-class record under the customer, with its own service history, attached photos, warranty info, filter-change schedule, and refrigerant log. A tech arriving at the site sees the full equipment list, picks the unit being serviced, and the visit auto-attaches to the unit's history. Next visit, six months later, the same registry shows what was done, by which tech, with which parts.
Recurring maintenance contracts bind to specific units or to the whole customer. A twice-a-year tune-up on the furnace + AC pair auto-creates the dispatch tasks 14 days before they're due, lets the office assign them to techs, and bills the customer on the agreement schedule. Stripe handles the autopay; WorkTrac handles the dispatch.
Dispatch + route optimization for service days
The dispatch board shows the day at-a-glance: techs across the top, time slots down the side, jobs in the grid. Drag-drop reassignment. Push notifications fire to the affected techs immediately on change. Service-agreement-driven tasks pre-populate the board on the scheduled date.
Route optimization is a separate Enterprise-tier feature that takes the day's assigned jobs per tech, runs multi-stop optimization with vehicle and time-window constraints, and surfaces the recommended route. Each tech sees their optimized order on the mobile app. Geofencing per customer auto-prompts clock-in on arrival, so travel-time vs work-time accounting happens without manual entry.
When a tech finishes a job early or runs late, the dispatch board surfaces the delta in real time. The office can re-route on the fly. Closed jobs sync to QuickBooks within seconds; invoices are generated from the approved time + parts on the work order.
Where WorkTrac fits vs FieldEdge, ServiceTitan, and Housecall Pro
FieldEdge and ServiceTitan are dedicated HVAC/service-trades platforms — they're strong on dispatch and have deep equipment-history features, but they're also expensive (typical ServiceTitan deployments start at hundreds per user per month with long onboarding and annual contracts) and desktop-first. Housecall Pro is the SMB alternative — friendlier pricing but lighter on the equipment registry and weaker on the offline + work-proof side. WorkTrac targets the gap: small-to-mid HVAC shops that need the equipment registry and recurring service agreements without the FieldEdge/ServiceTitan price tag, and that want offline-first mobile + cryptographic work proof + OSHA in every tier as core features rather than upsells. The dedicated WorkTrac vs ServiceTitan comparison page covers the side-by-side. Month-to-month, no per-user pricing, $29-$79-$149/mo flat.
Common questions, answered.
Yes. Each customer can own multiple HVAC units (furnace, AC, water heater, thermostat, RTUs for commercial), and each unit is a first-class record with make, model, serial, install date, warranty status, refrigerant log, filter-change schedule, and full service history. Service visits auto-attach to the unit being worked on, so the next tech in six months sees what was done last.
Also explore
Auto-prompt tech clock-in on customer arrival. Separates travel time from on-site time automatically.
Tamper-evident photo + signature + time records. Defensible records for billing disputes.
Same service-trades architecture for plumbing shops — agreements, parts inventory, lone-worker SOS.
See it on your crew, today.
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