HVAC Contracting Company System
HVAC contractors in installation projects and periodic maintenance contracts.
The HVAC project from load calculation to the maintenance contract, with documented test readings and warranty tracking without waste.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Installation projects start as a card in “Study” with calculating thermal loads, selecting unit capacities, planning duct routes, and getting the consultant's approval, then move to “Installation”, where the crews execute the piping and the indoor and outdoor units per the drawing, with stages documented in photos. Then “Testing” to check refrigerant charge, leakage, insulation, and distribution efficiency, then “Commissioning” with performance monitored over several days and readings documented on the card, and finally the card turns into “Maintenance Contracts”, where the client continues with scheduled periodic visits after handover.
Chat coordinates crews between sites: the project engineer passes a drawing modification, or a technician requests a missing unit from the warehouse the day before installation. Announcements officially serves clients: periodic visit dates for maintenance contracts published before the summer season, filter-replacement and peak-readiness alerts, and any update on unit warranties and authorized dealer policies.
Dues records technicians' pay and parts expenses for each project, and tracks warranties precisely: a part replaced within the warranty period is claimed from the supplier, not the client — documented on the card and in Dues together so the company never absorbs someone else's cost. The project engineer signs off no card's move to “Commissioning” without complete test readings, because early operation without testing is the root of warranty failures and their disputes.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Project Engineer
Performs load studies and approves designs in “Study”, reviews test and commissioning readings before handover, and oversees the major maintenance contracts.
Installation Technicians
Execute piping and unit installation per the approved drawing, and upload progress photos to the card stage by stage.
Maintenance Technicians
Perform tests and commissioning and document readings, carry out periodic contract visits, and report anticipated faults early.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the HVAC System»
From today, every project is a card that moves from study to maintenance contract, and there is no commissioning without documented test readings on the card. Start by registering your active projects and contracts, and publish the coming season's maintenance visit schedule in Announcements.
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