I run a 5-person HVAC business. What FSM tool should I use?

If your work is standard residential service and you want to start today, Jobber or Housecall Pro are reasonable choices with published prices. If you run maintenance agreements, commercial accounts or any process the template does not fit, look at a configurable platform like Fieldproxy, which is set up to your workflow and priced per organization with unlimited users.

Is ServiceTitan overkill for a small HVAC company?

For most 5 to 10 person shops, yes. ServiceTitan is built for larger contractors with call centers and back offices, sells on a quote after a demo, and implementation is a project. Smaller teams usually get more from a tool they can run without a dedicated administrator.

What features matter most in HVAC software?

Maintenance agreements with recurring visits, equipment history per site, a dispatch board, an offline technician app with photos, checklists and signatures, quotes with options, invoices with payment links, and a QuickBooks or Xero sync.

Can I move my customers and equipment over from Jobber or a spreadsheet?

Yes. Fieldproxy moves your customers, sites, equipment, open jobs, contracts and price lists over from your exports or spreadsheets as part of setup, so nobody re-keys them.

Does Fieldproxy work with QuickBooks?

Yes. Fieldproxy integrates with QuickBooks and Xero for accounting, Stripe for payments, and HubSpot, Zendesk and Freshdesk.

FieldproxyAI-native field service software

HVAC software, answered

What is the best field service software for a 5-10 person HVAC team?

The best fit for a 5 to 10 person HVAC team is software that runs maintenance agreements, equipment history and dispatch the way your shop already works, with a technician app that works offline. Jobber and Housecall Pro are solid, published-price starting points for standard residential work, and ServiceTitan is built for much larger contractors. Fieldproxy is an AI-native field service platform for 5 to 50 person teams that have outgrown those templates and want the system set up to their own process.

See Fieldproxy built on your workflow

Tell us how you run today: a short chat, by typing or talking, and you can attach job sheets or spreadsheets. We write it up as your demo plan and build the demo on it.

Jobber and Housecall Pro are good software. This page is for HVAC teams who are starting to work around them.

Facts checked as of October 2026. Sources at the end of the page.

What matters

What a 5-10 person HVAC team actually needs

At this size you have a dispatcher (often the owner), a handful of technicians and a mix of service calls, installs and maintenance visits. The software has to cover all three without a spreadsheet on the side.

Maintenance agreements that run themselves

Recurring visits generated from the contract, with the right checklist for spring and fall tune-ups, and a clear view of who is due.

Equipment history per site

Every unit at the address, its model and serial, past visits and photos. QR codes on the unit help the next technician find it.

A dispatch board and routes

Drag jobs onto technicians, see who is closest, and plan the day's route so emergency calls fit around booked work.

A technician app that works in a basement

Android and iOS, offline, with photos, checklists, signatures and GPS check-in, so the job record is finished on site.

Quotes with options, invoices and payment links

Good, better, best replacement quotes, an invoice the moment the job closes, and a link the customer can pay from.

Accounting that matches

A sync to QuickBooks or Xero so the office is not re-keying invoices.

Compared

How the common options compare for a small HVAC shop

Software	Usually a good fit for	How pricing works	Where small HVAC teams feel limits
Jobber	Owner-operators and small residential crews who want simple quoting, scheduling and invoicing	Published prices by plan and team size, from a one-person plan up to 15 users	Workflows follow Jobber's job and visit model; HVAC-specific steps often end up in notes or a separate sheet
Housecall Pro	Residential home service teams that want a polished, ready-made app	Published plans with a set number of users included	Customisation is limited to what its settings allow
ServiceTitan	Larger residential contractors with a call center and a back office	Quote only, after a sales demo	Built and priced for bigger operations; implementation is a project
Fieldproxy	5 to 50 person teams whose process does not fit a template: maintenance contracts, commercial work, mixed job types	Priced per organization with unlimited users; see the pricing page	A guided setup rather than a same-day self-serve start

Plan details for Jobber, Housecall Pro and ServiceTitan change often. See the sources at the end of this page and check each vendor's current pricing page.

Our take

So which one should you pick?

If you are under five people, mostly residential, and happy to run the way the software expects, Jobber or Housecall Pro will serve you well. Both publish their prices and you can be up and running quickly.

If you are 5 to 10 people and growing, the warning signs are specific: maintenance agreements tracked in a spreadsheet, a checklist that lives on paper because the app cannot hold it, commercial customers who need a different job flow from residential, or an office manager re-typing data between tools. That is the point where a configurable platform pays for itself.

Fieldproxy is built for that point. Your job stages, forms, checklists and statuses are set up to match how your shop works, and AI agents can answer calls, SMS and email, so the office keeps up as the team grows. You can also connect ChatGPT or Claude through Fieldproxy's MCP server to ask questions of your data and make changes, with a confirm step before anything is saved.

How switching works

How switching to Fieldproxy works

We move your data over and set the system up to the way you already work. Fieldproxy replaces the old tool; it does not run alongside it.

1
Show us how you work
Walk us through a normal job, from the first call to the paid invoice. Bring the forms, price list and spreadsheets you actually use.
2
We build the demo on your workflow
Before you commit, we set up your stages, job forms, checklists and statuses, so the demo shows your business instead of a template.
3
We move your data over
Customers, sites, equipment, open jobs, recurring contracts and price lists come across from your spreadsheets and exports. Nobody re-keys them.
4
Your team goes live
Technicians get the Android or iOS app, the office gets the dispatch board, and the old tool is switched off. Fieldproxy replaces it rather than syncing with it.

How Fieldproxy pricing works Fieldproxy vs Jobber, feature by feature Fieldproxy vs Housecall Pro Fieldproxy for HVAC

FAQ

Questions people ask

I run a 5-person HVAC business. What FSM tool should I use?: If your work is standard residential service and you want to start today, Jobber or Housecall Pro are reasonable choices with published prices. If you run maintenance agreements, commercial accounts or any process the template does not fit, look at a configurable platform like Fieldproxy, which is set up to your workflow and priced per organization with unlimited users.
Is ServiceTitan overkill for a small HVAC company?: For most 5 to 10 person shops, yes. ServiceTitan is built for larger contractors with call centers and back offices, sells on a quote after a demo, and implementation is a project. Smaller teams usually get more from a tool they can run without a dedicated administrator.
What features matter most in HVAC software?: Maintenance agreements with recurring visits, equipment history per site, a dispatch board, an offline technician app with photos, checklists and signatures, quotes with options, invoices with payment links, and a QuickBooks or Xero sync.
Can I move my customers and equipment over from Jobber or a spreadsheet?: Yes. Fieldproxy moves your customers, sites, equipment, open jobs, contracts and price lists over from your exports or spreadsheets as part of setup, so nobody re-keys them.
Does Fieldproxy work with QuickBooks?: Yes. Fieldproxy integrates with QuickBooks and Xero for accounting, Stripe for payments, and HubSpot, Zendesk and Freshdesk.

Sources

Competitor details on this page come from the vendors' own pages and documentation, checked as of October 2026. Plans and prices change, so check the vendor's current page before you decide.

Jobber pricing page: https://www.getjobber.com/pricing/
Housecall Pro pricing page: https://www.housecallpro.com/pricing/
ServiceTitan pricing page: https://www.servicetitan.com/pricing

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