Industries
Timesheets and job costs for HVAC install and service crews
HVAC companies run two kinds of work side by side: installs that keep a crew on one site for days, and service calls that take a technician an hour or two. HiVis keeps each job’s hours, labor cost and materials apart, so you know what the last changeout cost before you quote the next one.
| Install and service hours end up in one pile | Give each install its own project, and put service work on projects of its own, one per call or one per maintenance customer. Every time entry belongs to one project, so reports split hours and labor cost the same way. |
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| Refrigerant, fittings and filters go missing from the vans | Keep each van’s stock as items with the van as their location and a minimum quantity. Quantities change only through recorded movements: received, issued to a job, returned, or adjusted with a reason. When an item drops to its minimum, HiVis emails the people who manage inventory. See tool and stock tracking. |
| Seasonal crews and raises in the middle of the season | Add seasonal technicians and helpers without giving them logins, each with an hourly rate from the date it starts. A raise in July doesn’t change what June’s hours cost, and people you mark inactive after the season drop out of the missing-hours emails. See timesheet to payroll. |
| Quoting the next install without knowing what the last one cost | Each project shows its labor cost so far, every hour priced at the person’s rate on that day, and the materials issued to it. A job can have a labor budget, and HiVis emails when spend gets close to it or goes over. See job costing. |
| Van insurance and inspection dates slip past | Each van keeps its insurance and inspection dates and its service records, due by date or mileage. Anything due within 30 days or 1,000 km is marked due soon, and the people who manage vehicles get an email. See van reminders. |
A typical week in HiVis for an HVAC company
Monday: a changeout becomes a job
The customer accepted last week’s quote for a heat pump changeout. Convert it into a project with the customer and site details carried over, assign the crew and, if you want alerts, add a labor budget.
Every evening: hours by job
The lead tech texts the day’s hours, and the office enters them per person and job. The unit worked on goes in the entry’s note.
Next morning: missing hours
If someone on an active job has no hours for the day before, the people who log time get an email and fill the gap while the day is fresh.
During the week: stock off the vans
Line sets, fittings and filters are issued to the job they went into, with the unit cost if you know it. When a van item drops to its minimum, the people who manage inventory get an email.
Friday: review and compare
A reviewer approves the week’s hours or sends entries back with a correction note. The changeout’s project shows labor spent against its budget, ready for the next quote.
Free tools for HVAC crews
Not ready to switch? Start with these, free and without signing up.
- HVAC technician timesheet: hours by job and unit, with install or service on every row.
- Labor burden calculator: what a technician’s hour really costs once payroll taxes, insurance and paid time off are added.
- Van maintenance log: service, insurance and inspection dates for each van.
What HiVis doesn’t do
- Crew bookings and equipment service visits have separate views; there is no automatic route optimization.
- Recurring service visits are supported; maintenance contracts with automatic billing are not.
- No mobile clock-in app, GPS attendance checks or start and finish times. Hours are entered per person, job and day.
- No invoices or payment collection. Payroll works out pay, but not tax or bank payments.
Questions and answers
See your crews, hours and costs in one place
Book a 30-minute demo or start a 30-day trial. We set up your workspace and help move your data.