HVAC Companies
Connect your field service platform, accounting, call tracking, and membership data so you can see which calls, technicians, and agreements actually make money. Cass & York builds AI-assisted document workflows and custom integrations around your existing HVAC software, with exceptions reviewed before records update.
Residential and light commercial HVAC companies running several trucks or several locations, including operators that have grown through acquisition and now run more than one system.
Show Us Your Workflow[01] Where systems separate
Where the numbers stop matching.
- 01Revenue by technician in the field platform doesn't match revenue in accounting
- 02Maintenance agreements renew, lapse, or get discounted without anyone tracking what that does to visit capacity
- 03Call tracking shows which campaigns rang the phone, not which ones produced sold jobs
- 04Equipment serial numbers and warranty registrations live in distributor portals and email
- 05Financing approvals and utility rebates are reconciled by hand at month end
- 06Every acquired location brings its own software, price book, and chart of accounts
[02] The software in place
The systems we usually find.
Most HVAC companies already run good software. The gaps sit between the products, and between locations that chose different ones.
Field service platform
ServiceTitan
Jobs, dispatch, memberships, and the price book at many larger residential shops. Questions that also need payroll, accounting, or another location's data are where we help.
Field service platform
Housecall Pro and Jobber
Common in growing shops, and often still running at locations a larger operator acquired.
Field service platform
FieldEdge and Successware
Established platforms with long histories at residential HVAC and plumbing companies.
Accounting
QuickBooks Online and Sage Intacct
Where revenue, payroll, and job costs land, usually with a different customer and job structure than the field platform.
Call tracking
CallRail
Phone lead attribution, which only means something once it is matched to booked and sold jobs.
Equipment and parts
Distributor portals and invoices
Equipment purchases, serial numbers, and warranty registrations that rarely tie back to the install job.
[03] Questions worth answering
Numbers HVAC owners ask for that no single system can answer.
- 01Net profit by technician
- Revenue per tech is easy. Subtracting labor, callbacks, parts, and vehicle cost needs payroll, accounting, and fleet data in the same place.
- 02Membership health
- Active agreements, renewal rate, and whether you have enough technician hours in spring and fall to honor the visits you sold.
- 03Cost per sold job by marketing source
- Joins call tracking, booked jobs, and closed tickets so marketing spend is judged on revenue instead of calls.
- 04Callback rate by technician and equipment
- Return visits within 30 days, linked to the original technician and the installed equipment model.
- 05Location comparison on the same definitions
- The same margin and close rate math applied to every branch, whichever software it runs.
[04] What we build
Keep the field platform. Build what's missing around it.
Month end reconciliation and technician profitability are common first projects, since both need the field platform and accounting side by side. We build those connections and grow from there.
01
Field platform to accounting reconciliation
Systems Integration →02
Technician and location profitability dashboards
Dashboards & Reporting →03
Membership and agreement tracking
Dashboards & Reporting →04
Marketing source to revenue attribution
Dashboards & Reporting →05
Equipment and warranty records tied to jobs
Document Intelligence →06
Combined reporting across acquired locations
Unified Data Platforms →07
AI-assisted extraction of supplier invoices and warranty documents, with review before matching charges to HVAC jobs
Document Intelligence →
[05] In practice
What this looks like in practice.
Two locations, two platforms
A company acquires a competitor that runs a different field service platform. Instead of forcing a migration during peak season, we map both systems to one set of definitions so leadership sees combined revenue, margin, and agreement counts while the migration decision waits.
The month end tie out
The controller exports invoices from the field platform and deposits from the bank, then matches them in a spreadsheet. We automate the match and route only the exceptions to a person.
Agreements sold, visits owed
The team sells maintenance plans all summer. We show how many tune ups are owed each month against technician capacity, so the fall schedule is planned before the phones start ringing.
[06] Relevant work
Work that shows how we approach it.
[07] A practical starting point
Connect the systems. Unify the data. Build the workflow.
01Connect
Pull jobs, invoices, technicians, and agreements from the field platform, plus payments, payroll, and costs from accounting.
02Unify
Match customers, locations, and jobs across systems, agree on how revenue and margin are counted, and flag records that don't reconcile.
03Build
Deliver the dashboard, reconciliation, or workflow your team asked for, with every number traceable back to the source job.
[08] Questions
HVAC Companies: common questions
Do we need to replace ServiceTitan or our current field service software?
No. ServiceTitan or your current platform keeps running dispatch and memberships. We connect it to accounting, call tracking, and payroll so the numbers that span those systems finally agree.
Can you combine reporting across locations that use different software?
Yes. We map each location's jobs, customers, and accounts to shared definitions so the numbers can be compared and rolled up.
How do you connect to our field service platform?
Through the platform's API or scheduled exports, depending on what your plan includes. We confirm access on the first workflow call before scoping anything.
Is this only for residential HVAC?
No. We also work with light commercial and mechanical service companies, where service agreements, contract billing, and project work add more systems to connect.
Can an HVAC company use AI to process supplier invoices and match them to ServiceTitan jobs?
Yes. A custom workflow can extract invoice numbers, part descriptions, costs, and job references from PDFs or email, match them against ServiceTitan jobs and accounting records, and send uncertain matches to a staff member for approval. Cass & York can build this around the systems and access your HVAC business already has.
[09] Start with the process
Show us the workflow your existing software can't handle.
You don't need a technical specification. Walk us through the process, the systems involved, and where your team is losing time.
Book a Workflow Call →