Blog Post

5 HVAC Forms You Should Be Completing on a Mobile Forms App

Posted by Jennifer Herman

HVAC service technician performs a unit inspection

Three cheers for HVAC professionals! You all are unsung heroes. When the heat or AC goes out, people move into panic mode and need your services ASAP. In this fast-paced industry, filling out your various HVAC forms on paper is not only slowing you down, it’s costing you money.

Going digital is the best way to eliminate the unnecessary time and costs. Your business can literally save more than 20 field and administrative hours a week and reduce data entry errors by 50 percent just by switching to a mobile forms app. To give you a better picture of the possibilities, we’re highlighting five essential HVAC forms you can easily build, manage and submit using a mobile forms app.

1. HVAC Estimates

Whether it’s a repair job or full system replacement, an estimate is always one of the first forms that needs to be produced. So imagine this. Instead of breaking out the clipboard and calculator, you pull out your smartphone. By using a mobile forms app, you can make the job estimate process much more efficient and professional.

Since estimates are almost always a customer-facing document, you want to look for a mobile forms app solution, like Device Magic, that allows you to customize a PDF, Word or Excel version of your submission data. All you have to do is upload a template with the fields, look and format you want, and any estimate your field technicians submit through the app will be delivered with the exact information and format your customers expect.

2. HVAC Work Orders

Sometimes, estimates and work orders are one and the same. But depending on how your business operates, a work order may be a separate form with more detailed information. Work orders are essential for internal record-keeping, tracking material costs and communicating important job details. This is when data accuracy is paramount.

A mobile forms app will allow you to build smart forms. You can incorporate items such as required fields that validate data or drop-down options that automatically populate from your own live resources. None of this is possible with paper forms, and one small error on a work order could result in major costs to your business.

3. HVAC Preventive Maintenance Checklists

HVAC preventive maintenance checklists are not only handy for HVAC service companies. Any business that operates out of a storefront or commercial facility should keep HVAC maintenance in mind. However, preventive maintenance needs vary widely based on the type of system, recommended service intervals, time of year, the list continues. A one-size-fits-all checklist isn’t going to cover all your bases. A mobile form builder makes it easier for you to create, adjust and manage preventive maintenance checklists tailored to your business’s needs.

4. HVAC Inspection Checklists

HVAC inspections are often required at installation and/or when you’re troubleshooting a system issue. Similar to preventive maintenance, inspection checklists will vary depending on the type of HVAC system and reason for the inspection. Take Bob’s Heating out of Seattle, WA for example. They have checklists for eight different types of inspections – each with 20 or more check points on the list. Do you really want to carry around eight different paper inspection forms? Didn’t think so. With a mobile forms app, your service technicians can access the checklists they need, whenever they need it on their smartphones.

5. HVAC Invoices

Paper invoices not only cause long lead times between issuance and payment, there’s a higher likelihood of them getting lost in transit or delivered to the wrong address. Using a mobile forms app to create and distribute your invoices will help speed up your billing cycle. You can build in calculations and conditional logic on the backend to help your team generate faster, more accurate invoices. You can select multiple destinations so the invoices are delivered to the right people, at the right time. Bottom line: you’re getting paid faster.

Your Next Step

Still on the fence about switching your HVAC form over to a mobile forms app? You can try it out before committing to the process. At Device Magic, we offer a free 14-day trial so you can see if our mobile forms solutions are the right fit for your HVAC business. Once you sign-up for the trial, we’ll send you everything you need to get started. We’ll even build your first form for free. It’s a win-win.

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