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Mechanical Services

Mechanical contractor software built around how you already work.

Planned maintenance contracts on chillers, boilers and air handlers, repairs and emergency calls, controls work, and new plant from commissioning through to service, set up the way your mechanical business actually runs. Change a field, a rule or a queue by asking in plain English, and Fieldproxy AI agents assist your team. Live within a day, with unlimited users.

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Plain English

Say how you run it. It goes live.

Each change on the right was made by typing one sentence. No dev ticket, no rebuild, live for every tech.

Mechanical ServicesPlain English

Asset-ID field added

Now required on every work order

Lockout-tagout step added

Work can't start until LOTO is confirmed

Pushed to every tech

Live on open and future work orders

Live in

40 secno dev, no ticket

Built your way

Built for mechanical contractors

Every asset, every building, every contract, in one platform.

Asset and equipment hierarchy

Customer, building, plant room and equipment: every chiller, boiler, AHU and pump tracked with a QR code and its service history.

Planned maintenance contracts

Monthly, quarterly and annual PM plans with per-asset checklists, generated as visits and routed ahead of time.

Per-asset checklists

Inspection and service forms per equipment class, with readings, photos and signatures captured offline.

Findings to quotes

A finding on a PM visit becomes a repair quote with its photos and readings, so nothing is lost between visits.

Commissioning to service

New plant installs close with start-up readings, as-installed details and warranty dates, which become the asset record the service team maintains.

Licence-aware dispatch

Jobs go only to techs with the right trade licence, refrigerant certification or controls experience.

Contract and T&M billing

Fixed contract fees alongside time-and-materials repairs, invoiced per visit or per building and synced to QuickBooks or Xero.

Van and warehouse stock

Parts on each van and in the warehouse, with transfers, purchase orders and reorder levels.

On-call rotas

After-hours and weekend rotations, with emergency calls routed to whoever is on call.

Stuck jobs escalate themselves

A repair parked in Awaiting Parts or a finding never quoted raises itself to the account manager before the customer notices.

See it built around how your team already works.

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Questions buyers ask

Commercial HVAC and mechanical software, the questions buyers ask.

Straight answers to what commercial HVAC and mechanical contractors ask when they shortlist field service software.

Which HVAC service management software is suitable for a business with multiple branches and 100+ technicians?

At that size you need territories and branches in the setup, roles that limit what each branch and office sees, dispatch by licence and location, and reporting you can split by region. Fieldproxy is commercial HVAC and mechanical service software set up to that structure, with unlimited users on one price per company, so adding technicians or a branch does not add software cost.

  • Your own job types, stages, territories, skills, user roles and permissions
  • Dispatch that weighs trade licence, refrigerant certification, location and the parts in each van
  • SLA performance and technician utilisation by account or region
  • Live within a day, then customers, buildings, equipment, contracts and open jobs migrated
How custom setup works

What should I compare when choosing field service management software for a commercial HVAC company?

Compare how each tool handles equipment-level PM contracts, findings that become quotes, emergency calls that land on a planned day, and the per-site reports facility managers ask for. Also compare the price as you hire: per-technician pricing grows with headcount, while Fieldproxy is one price per company with unlimited users.

  • PM frequency and checklist per asset, not per customer
  • PM findings turned into repair quotes tied to the asset
  • A schedule that rebuilds when a chiller goes down, with you approving the changes
  • Work orders from facility platforms, with their not-to-exceed limits kept on the job
Commercial HVAC service guide

Which field service management software is best for a growing mechanical contractor that has outgrown spreadsheets?

A growing mechanical contractor leaving spreadsheets needs software that takes the existing sheets as they are, without a months-long rollout. Fieldproxy maps how you run on a 30-minute call, is live within a day, and moves your customers, buildings, equipment and contracts in from spreadsheets or another tool.

  • Your spreadsheet columns become fields on the work order, not the other way round
  • Technician app on Android and iOS that works offline
  • Quotes, contract billing and T&M invoices from the completed job
  • Change a field, rule or queue later by asking in plain English

Which field service platforms help commercial HVAC companies track equipment, service history, and maintenance schedules in one place?

Fieldproxy holds every rooftop unit, chiller, boiler and air handler as an asset under its building, with its PM schedule, checklists, readings and every past visit on the same record. Install and commissioning details become the asset record, so the PM schedule starts from them.

  • Asset and equipment hierarchy per building, with QR codes
  • PM visits generated per asset with the right checklist for its equipment class
  • The knowledge agent shows the tech the last visits on this exact unit before work starts
  • Findings that never became a quote are escalated by the watcher agent
Assets and equipment

AI for mechanical contracting businesses

AI that does the mechanical contracting admin, so the office doesn't have to.

Fieldproxy is AI-native field service software. The AI agents work inside your mechanical contracting workflow, on your jobs and customers, and you confirm anything that matters before it happens.

Answers and books the call

Calls, texts and emails get picked up. The agent identifies the building and the equipment, works out whether it is an emergency, and books the job.

Schedules PMs around breakdowns

It spreads planned maintenance across the month by building and licence, and rebuilds the day when a chiller goes down. You approve the board before anything moves.

Tells customers before they ask

Facility contacts get a confirmation, an on-the-way text and a visit summary with readings and photos when the job closes.

Turns findings into quotes

It drafts repair quotes from PM findings, chases approvals, and drafts invoices from completed contract and T&M work.

Switching

Moving from another tool? We move you.

Mechanical contracting teams come to us from BuildOps, simPRO, ServiceTitan or FieldEdge and from spreadsheets. We map how you run on a 30-minute call, configure it within a day, migrate your customers, properties and jobs, and switch you over when your crews are ready. Fieldproxy AI moves it all over from any major tool or custom system in less than a day.

Fieldproxy vs BuildOpsFieldproxy vs simPROFieldproxy vs ServiceTitanFieldproxy vs FieldEdgeHow field service management software works

Pricing

Mechanical contracting software, one price per company.

  • One price per company, unlimited users
  • Set up to your own stages, forms and checklists
  • Every AI agent included, on the plan's AI credits
  • Live within a day, not months
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Shaped to your trade

Your business doesn't run like the template. Neither does Fieldproxy.

Commercial HVAC and mechanical service

Chillers, boilers and AHUs on PM contracts across many buildings.

Controls and BAS

Controls service and repairs tied to the equipment they serve.

Industrial and plant

Process equipment maintenance and planned shutdowns.

Platform

A complete mechanical contractor platform

Assets, PM contracts, dispatching and mobile, ready day one.

Asset Management

Track equipment, service history, warranties, and maintenance schedules.Learn more

Maintenance Agreements & Memberships

Agreements, memberships and recurring visits that create themselves, with renewals and PM due.Learn more

Contracts & Invoices

Recurring billing, payment tracking, and QuickBooks/Xero sync.Learn more

Dispatching & Scheduling

Smart routing, drag-and-drop, GPS tracking, the right tech every time.Learn more

Mobile App

Full field toolkit with offline-first capture, photos, and e-signatures.Learn more

Reporting & Dashboards

Revenue, utilization, SLAs, and leaderboards, live, no spreadsheets.Learn more

Integrations

Plays nicely with the tools you already use

QuickBooks

Invoice + payment sync

Xero

Accounting sync

Stripe

Card + ACH billing

Google Calendar

2-way tech calendars

Gmail

Customer email + threads

Zapier

Anything else

See it on a demo company

Commercial HVAC service, on the real product.

These screens are Fieldproxy set up for a fictional commercial HVAC and refrigeration contractor, Tallowmere Mechanical, with sample customers, sites, equipment and contracts. Nothing here is a mock-up.

Chapters

Dispatch board with a regional map of technicians, response-clock counters and an unassigned queue led by an emergency walk-in cooler job
Dispatch across every branch. One map for all branches: who is on site or driving, the jobs waiting by priority and the time left on each contract's response window, with the emergency at the top.
Equipment record for a 500-ton water-cooled chiller with health score, repairs, refrigerant, age, energy and nameplate details
Every unit, with its history and cost. Each chiller, rooftop unit, boiler and air handler has a record: nameplate, refrigerant, the contract that covers it, repairs and refrigerant over 12 months, and a repair-or-replace view.
Preventive maintenance agreement covering 13 sites and 112 units with PM completion, response times met and the list of sites by branch
Maintenance agreements across many sites. One agreement covers a customer's sites and units, with emergency and normal response times, how much of the planned maintenance is done, and response times met.
Quarterly PM work order showing readings per unit: supply and return temperature, delta T, suction and head pressure, superheat, subcooling and amps
Readings from the technician, unit by unit. On a PM visit the technician records supply and return temperatures, suction and head pressures, superheat, subcooling and amps for each unit, on their phone.
Chiller service work order on hold because the repair quote is over the customer's not-to-exceed amount, with Open quote and Chase approval buttons
Repairs over the customer's not-to-exceed. When a repair quote is over the NTE on the work order, the job goes on hold and the quote waits in the customer's portal for the facility manager, with follow-up.
Invoice with a pre-send checklist: PO number required by the customer, contract pricing applied, tax exempt certificate and accounts payable recipient
Invoices the customer's AP will accept. Before an invoice goes out it is checked for the customer's PO number, the contract pricing, any tax exemption certificate and the right accounts payable contact.

Sample data for a fictional company, customers and sites.

Want it running on your jobs? We set it up around them.

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Explore all AI agents →

Specialist guides

Running something more specialised? Read the guide.

How the job really runs, the rules with their sources, exactly what to record, and how it is set up, for businesses close to this trade.

Commercial kitchen repair softwarefrom a warm walk-in to a paid warranty claimForklift service softwarerun by hour meter and serial numberElevator service softwarerun per car, to the MCP, the Category tests and the entrapment clockEquipment dealer service softwarefrom PDI to the paid warranty claimCommercial HVAC service softwarefor inventory, drive time and reportingOverhead crane and hoist inspection softwareto replace Service Fusion and SafetyCulture

Questions

Straight answers.

What is the best software for a mechanical contractor?

The best mechanical contractor software is the one that fits how your business actually runs: planned maintenance contracts on chillers, boilers and air handlers, repairs and emergency calls, controls work, and new plant from commissioning to service. Template tools work if your process matches theirs. Fieldproxy is mechanical contractor software set up to your own assets, checklists and contracts, with AI agents that handle scheduling, customer updates and invoicing, one price per company with unlimited users.

How much does mechanical contractor software cost?

Per-user tools often start low and rise with every tech and office hire. Fieldproxy is one price per company with unlimited users, so adding techs, apprentices and office staff does not add cost.

Can it manage planned maintenance contracts per asset?

Yes. Each contract lists the buildings and equipment it covers and the PM frequency for each asset. Fieldproxy generates the visits with the right checklist per equipment class, and findings from a visit become repair quotes tied to that asset.

Is it suitable for a commercial HVAC business with multiple branches and 100+ technicians?

Yes. Territories, skills, user roles and permissions are set up to your branch structure, dispatch weighs licence, location and van stock, and reporting splits by account or region. Pricing is one price per company with unlimited users, so headcount does not change the bill.

How does it handle the handover from install and commissioning to service?

A new plant install closes with its commissioning checklist, start-up readings, as-installed details and warranty dates. That becomes the asset record, so the PM schedule starts from it and the service tech sees exactly what was installed.

How long does it take to switch from BuildOps, simPRO or ServiceTitan?

We map how you run on a 30-minute call, configure Fieldproxy to it within a day, then migrate your customers, buildings, equipment, contracts and open jobs. Fieldproxy AI moves it all over from any major tool or custom system in less than a day, and you switch over when your team is ready.

Is there AI for mechanical contractors?

Fieldproxy's AI agents answer calls, texts and emails, book emergency and planned work, build and rebuild the schedule by licence and location, keep facility contacts updated, draft repair quotes from findings and draft invoices. They work inside your own workflow, and you confirm anything that matters before it happens.

See it live

Enter your work email and we draft your setup from your website in about 30 seconds. Shape it by chatting, then the team builds it around how you work.

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Also works from ChatGPT, Claude and Copilot in Teams

Fieldproxy's MCP server lets your team run the day and change the software itself from the AI assistant they already use, with a confirm step before anything changes.