The Smart Service Dispatch

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February 27, 2021


The Importance of Keeping Good HVAC Customer Service History Records

Good customer service history records will open new doors for your HVAC business.

Keeping an accurate record of everything you do in your HVAC business can take a lot of effort, but you have to do it to keep your business operating at peak levels. Operating an HVAC business without an accurate customer service history will start to make every day and every job feel like a mad, chaotic scramble.

On the other hand, heading to a job with knowledge of all the equipment there and everything performed for the customer in the past makes things painless and breezy. Thus, keeping track of customer history ultimately pays off. 

Preventative Maintenance History

These days, most HVAC companies use some version of maintenance agreements. Keeping an accurate account of all of your service history is a necessary, vital consideration with regularly-scheduled maintenance. Without an accurate account of the last time you did work for a customer, you will have no idea what you need to do next time, or even when “next time” will come around! 

Handling maintenance agreements becomes super easy when you have all the customer’s information and service history right in front of you. Modern HVAC software like Smart Service allows you to track equipment information for every unit on site, log the previous visits you made for a customer and everything you did for them, and easily access your original maintenance agreement document.


So many variables come into play when a customer calls in saying they need someone to take a look at their HVAC system: the make and model of the unit, the problem, the person/company who first installed everything, etc. 

In short, there are countless questions that need answers on these jobs. Having the answers handy makes a huge difference in your ability to perform effective service. Again, HVAC software offers a solution. Smart Service tracks your customer service history, allowing you to easily answer all of these questions while still on the phone with your customer. All that remains? Sending a tech out to do the work!

Accurate Invoicing

Having a history tracking system in place creates an environment where nothing slips through the cracks. Staying on top of every job you do also allows you to make sure you haven’t forgotten to send out any invoices. This makes a real difference to your bottom line. During these tough times, you don’t want to leave anything on the table. Make sure you end up collecting for all your hard work!

Smart Service: HVAC Service History, Perfected

These days, HVAC software has become a necessity to successfully running and growing an HVAC operation. Smart Service gives you all the tools you need to keep an accurate account of everything your business does.

In addition, Smart Service can help you schedule your jobs, track the locations and timestamps of your field techs, do timely maintenance on your company vehicles, and everything in between.

Furthermore, having access to all of these extremely valuable tools with just a click of a mouse makes your day a breeze. In Smart Service, every job you have ever done for a customer is just a search and a couple of clicks away. Same thing with all the information about the units on site! You can track everything in a single, convenient equipment tab. 

The ability to find information for any customer in a matter of seconds will become a game changer for your business. Smart Service will make every element of running your business that much easier. Most importantly, Smart Service will save you time that you can then reinvest into another aspect of your business. Request a free demo today!