Office and field operations that stay connected.

Leads & CRM

Capture website inquiries, update lead status, keep internal notes, convert qualified leads, and retain linked customer history.

Estimates

Build itemized estimates with sequential numbers, dates, notes, discounts, tax, equipment detail, decision states, and printable documents.

Invoices & payments

Convert accepted estimates into frozen invoices, track balances and payment history, record manual payments, and optionally create Stripe Checkout links. Signed Stripe webhooks are required before hosted payments affect invoice balances.

QuickBooks Online

Optionally connect a buyer-owned Intuit company, then sync supported customer records, sent invoices, and successful payments from the protected owner workspace.

QuickBooks is not required for HVAC Core. The buyer supplies Intuit credentials and a service-item mapping; field notes, signatures, internal labor costs, and job-cost details are intentionally excluded from accounting payloads.

Appointments

Track requested, scheduled, completed, and canceled visits connected to customer and accepted-estimate context. Confirmed appointments can be promoted into work orders.

Maintenance memberships

Create reusable maintenance plan templates, enroll customers with dated equipment coverage, generate recurring due visits, schedule those visits through the normal appointment flow, and carry maintenance work into work orders and equipment service history.

Stripe subscription billing is optional. When the buyer configures Stripe, an authorized owner or manager can start automatic membership billing, inspect synchronized subscription/payment state, and stop future renewals. Membership service scheduling still works without Stripe.

Customer reminders & two-way service texting

Queue appointment confirmations, approximately 24-hour reminders, and dispatched, en-route, on-site, and completed job updates through a durable delivery history with retry protection. Owners control customer email preferences and explicit SMS consent from the customer record.

Email delivery requires a configured Resend account. Twilio SMS is optional and requires buyer credentials plus stored customer consent. Signed inbound Twilio replies can appear in the customer conversation, with STOP-family opt-out handling. HVAC Core does not claim marketing campaigns or universal live delivery without provider credentials.

HVAC equipment & service history

Register multiple customer systems with type, manufacturer, model, serial, location, install date, warranty date, fuel or refrigerant context, and active/replaced status. Link the relevant units to work orders and keep chronological service history from completed field work.

Equipment records and warranty dates are tracked data. HVAC Core does not claim manufacturer integrations, automated warranty verification, predictive maintenance, or parts inventory.

Jobs & work orders

Create sequentially numbered work orders from a customer, a confirmed appointment, or an accepted estimate. Attach customer equipment and store the service date, arrival window, address, scope, office notes, technician notes, assignment, and status history in one field-execution record.

Dispatch & technician assignment

Keep an explicit unassigned queue, assign active technicians, view date-based field load by technician, and dispatch stable work orders. Job states cover Unassigned, Scheduled, Dispatched, En Route, On Site, Completed, and Canceled.

Mobile technician workspace

Technicians sign into a separate Cloudflare Access-protected workspace. Server-side assignment scoping limits each technician to their own jobs, with customer phone/address, work scope, linked equipment context, field notes, and controlled En Route → On Site → Completed actions.

This is job assignment and field-status tracking, not live GPS or vehicle location tracking.

Contractor website & lead capture

Buyer-configurable contractor mode provides homeowner pages, service areas, Turnstile-protected service requests, and D1 lead persistence.