Headr
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HVAC software for service calls, change-outs and maintenance plans.

An HVAC shop runs three kinds of work at once. Service calls need dispatch and approvals. Replacements need a load calculation, equipment, a permit, start-up and rebate paperwork. Maintenance visits need to happen twice a year without anyone chasing them. Headr has a process for each.

Try it free for 14 daysSee what else it does

From $29 a month. Standard is $129 for up to 25 people with a login.

How a hvac job runs in Headr

These are the steps Headr sets up when you pick hvac at sign-up. Steps marked have to be finished before the job moves on. Steps that only apply sometimes show up when you answer a yes or no question.

Want it shorter? The simple version is 6 steps: Call in, Scheduled, On the way, Diagnosed and price approved, Work done, Paid. Rename, reorder or add steps any time.

System replacement

Load calculation, options and rebates, permit, start-up readings, inspection, rebate paperwork.

  1. Home survey and load calculation
  2. Proposal with system options and rebates
  3. Signed + depositHas to be finished firstPayment
  4. Permit approvedHas to be finished firstApproval
  5. Equipment inParts
  6. Install bookedBooked visit
  7. Install
  8. Start-up and commissioning
  9. Inspection passedHas to be finished firstInspection
  10. Final paymentHas to be finished firstPayment
  11. Warranty registered
  12. Rebate paperwork filed
  13. Maintenance plan offered

Maintenance visit

A plan visit: reminder, checklist, recommendations, renewal.

  1. Visit bookedBooked visit
  2. Reminder sent
  3. On the way
  4. Tune-up checklist
  5. Repair recommendations given
  6. Customer wants the repair?Yes or no question
  7. Repair job createdOnly if “Customer wants the repair?” is yes
  8. Visit closed
  9. Plan renewal checked
Service call: 17 steps

Dispatch, diagnose, options, approval, repair or return visit, invoice, follow-up.

  1. Call in
  2. ScheduledBooked visit
  3. Confirmation sent
  4. On the way
  5. Arrived
  6. Diagnosis
  7. Options presented
  8. Customer approved the repair?Yes or no question
  9. Replacement estimate to salesOnly if “Customer approved the repair?” is no
  10. Parts needed for a return visit?Only if “Customer approved the repair?” is yesYes or no question
  11. Parts inOnly if “Parts needed for a return visit?” is yesParts
  12. Return visit bookedOnly if “Parts needed for a return visit?” is yesBooked visit
  13. Repair doneOnly if “Customer approved the repair?” is yes
  14. Tested and workingOnly if “Customer approved the repair?” is yes
  15. Invoice paidHas to be finished firstPayment
  16. Maintenance plan offered
  17. Review request sent

What hvac contractors get

Repair or replace, on the spot

If the customer doesn’t approve the repair, Headr sends a replacement estimate to sales.

Rebates don’t get forgotten

Warranty registration and rebate paperwork are steps after the final payment.

Maintenance visits on repeat

Maintenance plans make their own visit jobs ahead of time, with a tune-up checklist on each one.

Plus everything else in Headr

One calendar for installs, service and sales. A sales pipeline with estimates. Warehouse stock and parts for each job. Your own forms, automations, team chat and texts to customers. It’s all included in Standard and Pro.

See all of Headr

The Headr process editor, where you arrange the steps a job goes through.

Questions from hvac contractors

How is Headr priced for an HVAC company?

You pay per company, not per tech: $129 a month on Standard for up to 25 people with their own login, or $29 on Lite for up to 3. Techs you only put on the schedule are free.

Does Headr have maintenance agreements?

Yes. Repeat work makes maintenance visits on the schedule you set, and the tune-up checklist is a form your techs fill out.

Does it take card payments?

Headr records payments and deposits on each job. It doesn’t process cards itself yet.

How much does Headr cost?

Lite is $29 a month for up to 3 logins, with your trade’s ready-made steps and forms. Standard is $129 a month for up to 25 logins and includes everything. Pro is $179 a month for up to 50 logins, with 1 TB of storage, more AI help and faster support. Crew members you only put on the schedule are free on every plan.

Is there a free trial?

Yes. Try it free for 14 days with your own jobs and crew.

Other trades

Try it on your next hvac job.

Try it free for 14 days