How can we help?
Answers to the most common questions about HVACWorkOrders.com. Can't find what you need? Send us a message at the bottom of this page.
🚀 Getting Started
How do I add staff (dispatcher, admin, field techs)?
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Adding a new team member takes under a minute. Here's how:
1 Go to My Team in the sidebar.
2Choose the role for your team member (Technician, Admin, Dispatcher) enter their email address and click the Invite Team Member button.
3That's it. Your staff will receive the email invite and click on "Accept Invite".
4Once invite is accepted, you'll see your team member with designated access to HvacWorkOrders.com
💡 You can add up to 15 team members, depending on the plan you choose.
How do I create a work order?
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Creating a work order takes under a minute. Here's how:
1 Go to Work Orders in the sidebar and tap + New Work Order.
2 Search for the customer by name or phone. If they're new, tap Add new customer to create them on the spot.
3 Select the job type, describe the work, and set the priority.
4 Optionally add equipment, schedule a time, and assign a technician.
5 Tap Create Work Order — done.
💡 You can add equipment inline when creating the work order — no need to go back to the customer record first.
How do I add a new customer?
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Go to Customers in the sidebar and tap + New Customer. Fill in the name, phone, and address. For commercial customers, make sure you set the type to Commercial — this affects tax handling and signature requirements on work orders.
💡 You can also create a customer directly from the New Work Order form without leaving the page.
How do I add equipment for a customer?
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There are two ways:
A During a work order — when creating or viewing a WO, there's an + Add button next to the equipment field. Tap it to add equipment on the spot. The serial number is optional — techs can fill that in from the unit on site.
B From the customer record — go to Customers, open the customer, tap Edit, and use the Add Equipment section.
🚐 Dispatching & Scheduling
How do I assign a technician to a job?
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You can assign a tech in three places:
1 When creating the WO — select a tech from the team list at the bottom of the form.
2 From the WO detail page — tap the Edit button and change the assigned technician.
3 From the Dispatch board — unassigned jobs appear at the top with an Assign → button. Tap it, pick a tech, set a time, and save.
⚠️ Unassigned jobs show a red badge on the Work Orders menu item so dispatchers always know what needs attention.
What do the work order statuses mean?
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• Unscheduled — WO created, no date or tech assigned yet.
• Scheduled — tech and time assigned, waiting for the job day.
• In Progress — tech has started the job on site.
• On Hold — waiting on a part, customer decision, or other delay.
• Completed — work is done. Invoice can now be created.
• Invoiced — invoice has been generated for this job.
• Cancelled — job was cancelled.
🧾 Invoicing & Payments
How do I create an invoice from a completed work order?
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1 Open the work order and make sure the status is set to Completed.
2 Make sure all services and parts are logged in the Services & Parts section of the WO.
3 Tap the 🧾 Create Invoice for This Job button — the invoice is generated instantly from the line items on the WO.
4 You'll be taken directly to the invoice where you can email it or record payment on the spot.
💡 Techs can create invoices and collect payment in the field — no need to call the office.
How do I email an invoice to the customer?
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1 Open the invoice from the Invoices page or directly from the work order.
2 Tap the 📧 Email Invoice button in the top right.
3 Confirm the customer's email address (pre-filled from their record) and tap Send Invoice PDF.
The customer receives a clean PDF attachment. The invoice status automatically updates to Sent.
How do I record a payment?
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1 Open the invoice and tap 💳 Record Payment.
2 Enter the amount received, select the payment method (cash, check, card, etc.), and optionally add a reference number.
3 Tap Record Payment. If the full balance is paid, the invoice status updates to Paid automatically.
💡 Dispatchers and techs can record payments — useful for collecting payment over the phone or on site.
How do I set up sales tax for commercial jobs?
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Sales tax is not applied to residential HVAC repairs by default (per Texas law and most state regulations). For commercial jobs, you can set the tax rate directly on the invoice:
1 Generate the invoice from the completed commercial work order.
2 On the invoice detail page, tap Edit and enter the applicable sales tax percentage for your state (e.g.
8.25% for Texas).3 The tax amount calculates automatically and appears as a line on the invoice.
💡 A yellow notice appears automatically on commercial invoices where tax is zero, reminding you to check if tax applies.
💰 Pricebook & Services
How do I set prices for my services?
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Your Pricebook is pre-loaded with 97 common HVAC services. You set your own flat-rate prices:
1 Go to Pricebook in the sidebar (owner or admin role required).
2 Find the service and type your price directly in the price field on the right.
3 A yellow bar appears at the bottom — tap Save All to apply all your changes at once.
Techs see your prices when logging work on a job so they can quote customers on site. Only owners and admins see your internal costs and margins.
⚠️ Services with no price set are highlighted in yellow. Techs can still add them to a job but the price will need to be filled in before invoicing.
How do I add a custom service not in the pricebook?
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1 Go to Pricebook and tap + Add Service in the top right.
2 Enter the service name (what shows on the customer invoice), set your price, and choose the category.
3 Optionally fill in your internal part cost and labor cost — these are never shown to customers but help you track margins.
4 Tap Save Service.
How do I add services to a work order?
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On the work order detail page, find the Services & Parts section between Customer and Notes:
1 Start typing a service name in the search box — matching services from your pricebook appear instantly.
2 Tap a service to select it. The price pre-fills from your pricebook.
3 Adjust the quantity if needed and tap Add to Job.
You can also tap + Add custom item manually for one-off items not in your pricebook.
💡 Both dispatchers and technicians can add services to a work order.
👤 Team & Roles
What can each role do?
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👑 Owner — full access including billing, pricebook margins, voiding invoices, and team management.
🔧 Admin — same as owner except billing and account settings.
📋 Dispatcher — create WOs, assign techs, schedule jobs, send invoices, record payments. Cannot see margins or void invoices.
⚡ Technician — view and update their own jobs, add services and parts, capture signatures, create invoices, record payments. Cannot see margins or pricebook costs.
How do I switch between light and dark mode?
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Tap the ☀️ Light / 🌙 Dark button in the top right corner of any page. Your preference is saved automatically and applies across all pages.
💡 Light mode is recommended for technicians working outdoors in bright sunlight — much easier to read on a phone screen.
📬 Still need help?
Send us a message and we'll get back to you within 4 business hours.
You can also email us directly at
support@hvacworkorders.com
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