Field Force Tracker Unveils Enhanced Copier Management Functions for Copier Dealers

Copier Software

(PressRelease) December 05, 2023 – Field Force Tracker, a leading innovator in field service management solutions, proudly announces a transformative update to its Copier Management Functions, specifically tailored to empower copier businesses. This major enhancement equips dealers with advanced features designed to optimize productivity, reduce costs, and elevate the overall efficiency of their field service operations.

Key Highlights of the Enhanced Copier Management Functions:

1. Rental Contract Management:

o Dealers can now effortlessly create custom contracts with various billing formats and terms.
o Streamlined management of multi-printer contracts with unified billing, including automatic allocation of monthly page allowances across multiple printers using specified rules.

2. Copier Meter Collections:

o Comprehensive management of meters for both managed and unmanaged printers fully integrated in the mobile app.
o Seamless integration with third-party data collection agents or standalone use by importing copier meters from other software, ensuring minimal downtime and maximum equipment uptime.

3. Timely Usage Billing:

o Effortlessly manage a large number of service contracts and generate accurate monthly invoices.
o Automated calculations and bulk invoice generation simplify copier contract and meter management.

4. Contract Supplies Tracking:

o Automation of supplies replenishment tracking by monitoring consumables usage in real time.
o Automatic reordering of supplies to reduce the risk of stockouts and ensure field technicians have necessary materials readily available.

5. Contract Cost Tracking and Enhanced Reporting:

o Comprehensive insights into copier-related expenses with advanced cost tracking and reporting.
o In-depth analysis of costs related to copier usage, maintenance, and supplies for informed decision-making and budget optimization.

6. Integration with Field Service Workflow:

o Seamless integration of Copier Management Functions into the broader Field Force Tracker ecosystem.
o Achieve a unified workflow connecting copier management with scheduling, dispatching, and other field service operations for a streamlined and efficient process.

“This update to our Copier Management Functions reaffirms our commitment to providing comprehensive solutions that empower businesses to excel in their field service operations. We believe that these enhancements will significantly improve the management of copier fleets, enabling our clients to achieve new levels of efficiency and cost-effectiveness,” said Dr. Brijesh Kumar, CTO, and Chief Products Officer at Field Force Tracker.

Field Force Tracker invites existing and prospective clients to explore the enhanced Copier Management Functions and discover how these features can positively impact their field service operations.

For more information about the update or to schedule a demo, please visit or contact info ( @ ) fieldforcetracker dot com dot

About Field Force Tracker:

Field Force Tracker is a leading provider of field service management solutions, offering a comprehensive suite of tools to streamline operations, enhance efficiency, and drive customer satisfaction. With a commitment to innovation and client success, Field Force Tracker empowers businesses to optimize their field service processes for long-term success.

Field Force Tracker has its main office in Princeton, NJ, USA, and sales and support offices in several locations in the US, India (Delhi), and UAE (Dubai).

Hvac Service Software

Great Way To Support HVAC Contracts

HVAC service contracts are fee paid to a HVAC service provider that guarantees the business certain revenue for HVAC system’s routine maintenance.  It also guarantees customers trouble free operation.

Hvac Service Software

Most service contract plans are annual, charged on a monthly, half yearly or yearly basis. This annual focus helps to ensure that a customer’s HVAC system is cared for year-round.

Investing in an annual maintenance plan ensures that your equipment delivers optimal, energy-efficient performance and guarantees your customer has a partner for support, repair, and maintenance needs.

Field Force Tracker is a great software for managing HVAC Service Contracts whether you are working on residential services or on commercial services. You can define various kinds of service contracts, billing schedules and plan preventive maintenance schedule etc.

An HVAC business typically offers three types of service contracts:

  • Full-service packages that offer repairs, maintenance, and parts at one annual fee.
  • Labor-only contracts that include the technician’s time in the annual fee. Anything else, such as parts or consumables, is charged as an extra.
  • Preventative and inspection contracts include scheduled check-ups, either seasonally or annually, with additional repair or maintenance separately charged at a discount.

Why Should A Customer Get an HVAC Service Contract?

People who get an HVAC service contract for their home have the goal of keeping their home or office comfortable and healthy. They recognize that regular maintenance of their HVAC system is essential to that goal.

Commercial Offices have a need to keep their heating and air conditioning systems running at all times. This is not an optional for them not to have a maintenance service contract in place.

For residential customers, the primary benefits are cost savings, peace of mind, and home comfort.

However, there are some other benefits that you should ask about when evaluating an HVAC service contract. 

These benefits are:

  • Priority scheduling to ensure that you’ll always receive the fastest service times available.
  • Planned maintenance reminders so you never miss out on servicing your system for the changing seasons.
  • No surcharges for after-hours, weekend, or holiday bookings.
  • Access to new equipment discounts.
  • Discounted or free diagnostic charge
  • New air filters sent regularly (recommended every 90 days)
  • Expertise in home automation and smart systems
  • Focus on health and reducing allergens and other irritants for clean air

Ultimately, the annual maintenance of HVAC equipment prolongs its lifespan, boosts energy efficiency, and helps identify and address issues before they become expensive or unsafe.

Consumer Tips for Finding the Right HVAC Service Contract

When considering an HVAC annual maintenance plan, be aware that the contract’s price, services, and benefits vary widely between providers. Use these three tips to help you find a service contract that’s right for you:

  1. Choose a local provider that is licensed, insured, and has a proven track record in servicing HVAC systems. Check their BBB rating and review sites like Google and Angie’s List.
  2. Check that the technicians receive regular training. Ongoing professional training ensures they’re competent at working with the latest technology, new products and that they’re able to advise you on optimizing your setup for maximum efficiency. Our technicians are NATE certified, which ensures that they’re able to maintain, repair, replace and diagnose most types of equipment in your home.
  3. Ensure you get a contract that’s right for you by explaining your expectations, needs, and budget to a potential service provider.

Contract Tips for Finding Right Field Service Software For Managing HVAC Service Contracts

To manage service contracts, you will need an easy to use and powerful field software. Field Force Tracker is an amazingly powerful and simple to use software for HVAC industry. This offers the following features:

HVAC Contractor Software Capabilities


With the fully customizable and easily configurable Dispatch Scheduler from Field Force Tracker, keeping your scheduling process organized is a breeze. Integrated with GPS location capabilities, staying up-to-date with your technician’s locations and providing jobs to the nearest technician is as simple as a few clicks. Also, the service contract checklists are a great way to ensure your technicians are completing all aspects of the job and maximizing customer satisfaction.


Easy to manage PM schedules are very important. They can be easily configured and scheduled.

No need to remember service schedules and dates. The system will take care of all.


Gain a competitive advantage by providing your customers with online access to work orders, invoices and service item history using our Service customer portal. With our powerful mobile apps, your technicians will be empowered to complete more tasks directly from the field without having to return to the office, thus creating a more productive and efficient business. They will have complete access to real-time work order information, equipment and customer history, and even capture electronic customer signatures from their mobile device!


Field Force Tracker’s inventory management is a fully functional, inventory tracking system that maintains complete control over stock and material management. You are able to invoice parts or materials directly through the inventory module, while performing parts markups and track sales at the same time.


Equipment Management from Field Force Tracker efficiently tracks and maximizes your equipment investments. It is fully integrated and handles all aspects of equipment management and accounting, such as charging equipment rental costs to jobs, tracking actual costs and rental revenue for each piece of equipment, scheduling equipment by location, as well as charging inventory parts or assemblies to equipment units. You also have the ability to utilize financial reporting and depreciation for all units.


Field Force offers options to integrate different billing patterns. You can bill your contracts monthly, quarterly or annually. The system supports many different kinds of contracts and contracts billing.

Do you want to learn more? Click here to send us your request – Request a Demo?

Field Force Tracker Launches Newly Designed Mobile Apps for Both iPhone and Android

The new mobile apps make it easier to manage field jobs. The apps are available for free download from Apple or Android marketplace.

Field Force Tracker, a leading provider of cloud-based field service software, today unveiled a brand-new mobile experience for field service technicians. The new app makes it easy for technicians to complete jobs in the field with just a few simple steps. Field Force Tracker App is available for free download via the Apple App Store or Google Play.

The app offers a new easy-to-use, on-the-go, and fully customizable experience for users of Field Force Tracker field service software. The Field Force Tracker is an award winning, mobile enabled, comprehensive field service management software used by service companies in many countries. It is designed to manage operations of service companies offering equipment repair and installations in many industries. The main features of software include work order tracking, client history, employee management, parts and installed asset management, estimates, contract management, invoicing, Quick Books syncing and more.

Mobile Apps for Field Service

“Field Technicians access our software daily using either their mobile phone or tablet so user experience and ease of use are very important.” says Dr. Brijesh Kumar, chief technology officer of Field Force Tracker. “Our new app was built with input from our daily users with the main goals of offering ease of navigation, fast data load times, and the ability for users to quickly complete all work order related steps at a customer location. We believe it is the best app of its kind in the market today.” 

Key features of the applications include:

  • Easy to navigate to all assigned/ open jobs
  • Parts, customer products and service management
  • Customer and product repair history
  • Photo and customer signature attachments
  • Reminders on upcoming jobs
  • Push notifications
  • Job timesheets
  • Quotes and invoice generation
  • Sales leads management

Field Force Tracker provides unlimited ongoing support to its customers. There is no charge to request any support or help at any time. Its multi-location customer service teams provide education and best practices for helping businesses achieve more with their software.

About Field Force Tracker

Field Force Tracker ( is a leading global provider of its award-winning mobile field service software for service-based businesses of all sizes delivered as software-as-a-service (SaaS). Our solutions enable businesses of all sizes to meet the challenges associated with managing and running complex service operations. It helps in improving the productivity of their mobile workforce in Copier, HVAC, Plumbing, Fire Alarm and Security, and Electrical Service Industries.

Field Force Tracker is a marketed by Rapidsoft Systems Inc. Rapidsoft Systems, Inc. has its main office in Princeton, NJ, USA, and sales and support offices in several locations in the US, India (Delhi) & UAE (Dubai).

Mobile Workforce Management Software in 2023

If you’re shopping for mobile workforce management software for a field service company, you’re not alone. Many organizations have realized that workforce management with paper and spreadsheets is no longer viable for a workforce that is out in the field and on the go. Some have already tried a digital solution, but it hasn’t worked out. Either way, if you want a field service management (FSM) application that makes a difference for your productivity and bottom line, it’s important to look for solutions that:  

  • Take little effort to learn and use 
  • Free employees from repetitive tasks 
  • Keep customers informed and happy 
  • Manage assets and equipment 
  • And help you grow business for the long term 

1  Usability Leads to More Effective Deployment

The most important thing to look for in mobile workforce management software is usability. You may think usability is a second-tier consideration compared to a good feature list, but all the features in the world do you no good if your team can’t figure out how to use them. And when employees are in the field trying to get work done, they don’t have the time or patience to fumble their way through a confusing interface. They revert back to their previous inefficient but comfortable habits, and the software you’re paying for isn’t paying off for you. 

When you’re researching solutions, look for a clean, simple design that prioritizes information most relevant to the user, such as today’s appointments or past-due work orders. The system should allow users to customize their dashboards based on their preferences. Menu options should be easy to find with informative labels, and the most common tasks such as submitting a work order or updating status should follow a logical, intuitive process that makes sense to your team. Finally, if a user makes a mistake, they should get useful error messages, and they should have a way to delete or reverse any action.  

work orders management
Field Force Tracker

2  Work Force Automation Improves Productivity 

Mobile workforce management software should make your life easier by taking some of the work off your plate entirely. Look for features that automate manual tasks. For example, if you have preventive maintenance or repetitive jobs, the system should automatically create work orders for those based on a schedule you define.  

A typical workday is filled with tasks that could be automated to save you time and money. Workflow automation ensures notifications of status changes are sent to the people who need them. You can customize default values for forms and specific events, which saves entering the most common data. When your team makes comments, conducts chat conversations, or sends emails regarding a work order, the system should connect them all to the job record, so no decisions, instructions, or observations are lost in a chat history. And when employees snap a picture of work done or equipment in the field, a good FSM will automatically upload it and attach it to the record. 

Other useful automation includes bulk editing, which allows managers to close work orders, change status, or add comments to multiple jobs at once. Import tools also automate the transfer of data into the system, which is especially helpful when you’re setting the FSM up for the first time. And it should be easy to export the data in an FSM to a spreadsheet or text file if needed. 

3 Customer Portal and CRM  

Many field service companies struggle with customer communications. Customers are happiest when they can get the status of a job anytime they want it. But they’re not always on the job site to see what’s been done, and techs are often too busy to fire off an email or make extensive notes on the work order. But an FSM with customer relationship management (CRM) features and a customer access portal make it much easier to keep clients in the loop. 

Depending on what you want to share, an external portal will allow clients to look up service history, submit work requests, check status, download files, view contracts, and run reports. For an added bonus, look for the ability to customize and automate notifications so customers get proactive information about job status, appointments, and looming contract expiration dates. They should be able to access the portal from any connected device, and it should have security features, such as secure login and user permissions.   

The CRM features helps your team serve customers better by making it easy to find service history, contacts, addresses, communications, and assets for every customer. With CRM capabilities, your team gets a picture of what each customer needs from you, their preferences, and their service history. This detailed information helps you determine how to serve them better. For example, you might notice that some customers call once a quarter for equipment fixes and they could save money and reduce business disruptions if you put them on a regular preventive maintenance plan. Customer insights derived from your CRM increases loyalty, drives new business, and raises the lifetime value of the account. 

4 Installed Asset Management Drives Each Job 

If it’s going to be useful for a field service business, mobile workforce management software has to provide asset management. Your techs square off against a wide variety of equipment and each machine has its own serial number, model number, and service history. Asset management keeps information for every piece of equipment in your care in one easy-to-find place, so techs never have to guess, call back to the office, or get stuck with the wrong manuals. It keeps track of warranties, fault codes, and past work, which helps you know when to schedule preventive maintenance and helps techs troubleshoot machine failures. Good asset management improves first-time fix rate, decreases time on task, and reduces the number of emergency calls. 

5 Analytics and Reporting  For Enhanced Opportunities

Any good mobile workforce management solution helps you collect, order, and manage details about your jobs, customers, and assets. But your FSM should also help you put that information to work. A good system will help you crunch data into reports, trends, and dashboards that illustrate where your business excels, where you need improvement, and what opportunities you can go after. 

Reports will instantly assess key metrics such as service billing, profitability by job, labor hours used, and average expenses. You should be able to customize them for any metric you want to track over any time period, geographical location, work order, customer, or technician. Analytics and reporting capabilities give you the insight to drive constant improvement in your business. 

Essential Features of Mobile Workforce Management Software in Field Force Tracker  

Field Force Tracker’s FSM solution prioritizes the most valuable and useful features for field service companies. Over the years, we’ve listened to what our customers want and need, and we’ve designed a platform that delivers maximum value through simple, clear, intuitive interactions. 

With Field Force Tracker, your team gets work done faster with fewer errors. Customers are delighted and jobs run smoothly from request to billing. 

  • Best-in-class usability and user-friendly mobile app 
  • Automated workflow, notifications, status updates, and import/export 
  • Preference-based customer portal for optimal communications and transparency 
  • Detailed asset management with custom fields and attachments 
  • Extensive standard reports plus build-your-own reports and dashboards for best fit to your needs 

Using a Field Service Software for Growing Your Service Business

Successful businesses use technologies to grow their business. The goal of any field service organization to grow its business. Managing your field service workforce can be a difficult task and can eventually prevent you from handling growth and being able to scale your organization. It is perfectly fine if you started your business using Excel sheets or manually managing your job dispatch. However, as field service teams grow, maintaining your business via spreadsheets is a recipe for chaos. Not deploying a good field service software will lead to many lost opportunities.

With the need to increase revenue with fewer resources, businesses now have to work smarter than ever before. Let’s face it, growth is important for any organization, and field teams are forced to reduce operating costs and be more productive. How is the growth going to happen? In order for business operations to improve, they need to look beyond a spreadsheet and start employing tools that will help streamline operations and lay the groundwork for growth in your company and scaling of your field teams as jobs increase and become more complex.

Best Field Service Management for HVAC
Field Service Management

Incorporate a Paperless, Automated Platform

Excel is a powerful program but falls short when it comes to the ability to communicate with your field technicians. In short, a spreadsheet lacks automation. Automation is the main differentiator between a Field Service Management platform and a spreadsheet. Among other things, a spreadsheet doesn’t give you the capability to:

  • Communicate with your field teams in real-time
  • Capture field data in real-time
  • Generate customer quotes
  • Invoice quicker
  • Generate powerful business reporting
  • Automate field communication and business operations

The days of emailing your field technicians their daily schedules are over. No longer do you have to reschedule jobs because of a change order or because a tech is out sick. A Field Service Automation Platform will help you automate your workflow by managing the assets or inventory for your field teams, pushing notifications to the field in real-time, instantly rearranging or rerouting technicians to more appropriate jobs, and preventing missed additional revenue opportunities, to name just a few.

Benefits of Cloud-Based Field Service Management Solution

Organizations that have included cloud-based field service management software in their workflow will likely increase their productivity by simplifying their processes. Expected benefits associated with cloud-based FSMS include:

  • Access to the program at any time and from anywhere makes it easy to retrieve information
  • Optimizes the allocation of resources
  • Helps equipment-centric service businesses improve compliance with Service Level Agreements (SLA)
  • Streamlines issue resolution and reduces Mean Time to Resolution (MTTR)
  • Offers organizations increased flexibility to scale accordingly
  • Facilitates equipment monitoring so that organizations are up to date with the state of their assets
  • Supports inventory management by notifying personnel which materials or parts are needed and which are running low to inform purchasing decisions
  • Leads to improved customer satisfaction and promotes better engagement between customers and your business
  • Cloud-based programs also allow you to carry on your operations without having to worry about the maintenance of the software. That is the work of the vendor or service provider.
  • Cloud solutions often provide high levels of security to business data that some organizations would otherwise not afford
  • Implementing cloud solutions is affordable to most businesses since you do not have to buy hardware or any equipment upfront

Reduce Field Team Costs and Improve Workforce Productivity

Whether your growth is driven by strong markets, success in new or emerging markets, or by acquisition, there are always two factors instrumental in improving business performance:

  • Lowering your field operating costs
  • Increasing your field team performance & productivity

With field service management software, field teams can access information instantly from any mobile device. Now dispatchers have the technology and ability to see all their worker’s location in real-time, which allows them to instantly optimize and re-route technicians according to real-time changes in the schedule or urgent and unexpected field requirements. This helps field teams to be more efficient, driving down fuel costs and increasing daily worker productivity. Field Force Tracker’s Field Service Automation Platform is the industry’s premier cloud-based, end-to-end field service management software with completely automates and streamlines field service operations, from mobile teams to the back-office operation.

Reduced costs and increased performance are instrumental in helping an organization to accommodate growth or to be able to scale quickly. Spreadsheet solutions are limiting and open the door to error and inefficiencies. Field Force Tracker’s Platform connects all the powerful feature sets like scheduling, dispatching, route optimization, field data capture, inventory/asset management, work order management, maintenance tasks, business reporting and intelligence, and more.

Replace Your Spreadsheets with Field Service Management Software

If you are currently using Excel or find yourself spending a lot of time managing a spreadsheet and not enough time managing your mobile workforce, then you need to look into Field Service Management Software. Contact us today to find out how Field Force Tracker really helps move companies forward, do more with less, reduce costs and realize revenue faster.

Work Order Management With Field Service Software

A good Field Service Software like Field Force Tracker can help a busy office by saving time and streamlining job assignments. You can keep track of all jobs easily and assign right people to right job.

What Is A Work Order?

A work order is a formal request for maintenance, repair, or operations work that needs to be done. Included in the work order is all of the information pertaining to a maintenance task and outlines the process for completing that task.  Additionally, a work order can include details on who authorized the job, who it’s assigned to, deliverables, any special instructions, drawings, and anticipated end results.

Work orders can be generated through a service request form (work request form) that is submitted by a staff member, customer, tenant or automatically created through work order management software, such as a Field Service Management (FSM) System like Field Force Tracker.  Using FSM software to manage work orders provides additional information to technicians, checklists, access to documents, manuals, images, and more.   In addition to the documentation of the tasks that were performed, labor expenses, materials issued from inventory, spot buys, and other expenses incurred for the job can also be captured within the work order.

work orders management
Easy Work Order Management is with Field Force Tracker

Why are Work Orders Important?

The purpose of a work order is to initiate a task, clarify what is to be done, specify completion dates, and give special instructions as needed.  FSM work order management software also helps organizations manage and maintain data on assets as well as on resources, expenses, and labor.  Organizations have the flexibility to manage and schedule current and upcoming work, analyze data to make improvements, manage expenses, control labor costs, and remain compliant.

Service Requests Versus Work Orders

A Service Request (also referred to as a Work Request) is a request for a maintenance task that is submitted by a non-maintenance staff member or customer.  When a service request is approved by the maintenance manager, they will assign a technician and schedule the task and a work order is created.

A Work Order is an authorization for the maintenance team to perform the maintenance task.

What Can Field Force Tracker FSM Work Order Software Do For You? 

Our FSM Work Order Management software provides organizations with many benefits and features for users to easily:

  • Create, manage, and prioritize work orders from anywhere.
  • Maintain work history, share documents, and generate reports.
  • Track technician’s work order time from start to stop of a task.
  • Manage resource availability and assignments.
  • FSM is a centralized system accessible from a computer or mobile device.
  • Streamline workflows.
  • Improve communications.
  • Track Inventory.
  • Many more capabilities.

Work Order Process Defined

Using FSM software makes the work order management process more efficient and streamlined.  Some of the main components of a work order include creation, completion and recording.  

Work Order Process

  • Task is Identified.
  • Service request or maintenance request is created.
  • Request is approved and turned into a work order.
  • Work order is assigned and scheduled.
  • Work order is sent to the appropriate technician.
  • Work order documentation is updated and completed.
  • Work order is closed out.
  • Work order information can be analyzed to get a better insight into the processes followed or the steps taken to resolve any issues.

Different Types of Work Orders

Standard Work Order

A standard work order is a non-critical maintenance task that does not pose an immediate risk to facilities, systems, equipment or components. Some examples are: removing old equipment, setting up new equipment, painting, or changing light bulbs.

Preventive Maintenance

A preventive maintenance work order is an essential tool for organizations looking to ensure the effectiveness of their equipment as well as to extend the life of their assets. This work order gives users the ability to schedule routine maintenance tasks on assets and equipment to minimize unexpected breakdowns. The preventive maintenance work order gives users the ability to control, plan, schedule, and identify the materials, parts, and labor to do the work within a specific timeframe. The advantages of preventive maintenance are to keep existing equipment in good working condition, prevent equipment downtime, increase the life expectancy of assets, decrease the number of major repairs, and control expenses.

Prepare for Inspections

When creating a work order, you can create a checklist and define a set of inspection points requiring a maintenance technician to audit or inspect an asset based on that predetermined set of parameters.  If the technician should identify a problem during the inspection, then a new work order can be created to correct that problem.


A reactive or emergency work order is generated when equipment breakdowns or a facility failure occurs and creates an unsafe environment, or a critical asset needs to be repaired immediately. An emergency work order is used to record and track and document any unscheduled work.  Reactive work orders give maintenance technicians the ability to provide detailed information on what caused the breakdown, what actions were taken to fix it, and what can be done to prevent it in the future.

Corrective Maintenance

A corrective maintenance work order is generated as a result of a regular inspection, preventive maintenance, emergency, etc., which identifies the failure in a reasonable time for corrective maintenance to be planned and scheduled. 

What Are The Benefits Of A Work Order?

Field Force Tracker FSM Work Order Management brings organizations the tools to effectively:

  • Organize and manage work requests so nothing gets overlooked.
  • Schedule work to be done at a convenient time.
  • Control and manage labor overtime and expenses.
  • Increase availability and performance of equipment.
  • Better management and control of costs.
  • Boost employee productivity.       
  • Preordering of supplies and materials. 
  • Improve customer service.
  • Minimize paperwork.
  • Reduce the maintenance backlog.
  • Improve safety.
  • Be compliant with company, state and federal regulations.

All of these benefits result in increased efficiency, productivity, safety, compliance and reduced costs.


Effective management of maintenance tasks is important to any organization. Work orders are a critical part of the management of these maintenance tasks. Field Force Tracker is a powerful FSM Work Order Management software that is designed to provide easy-to-use tools to streamline the processes to help you work more efficiently.  With our FSM processes and procedures are defined, workflows are simplified, tasks are tracked, and information is well-documented.  

Using FSM software to manage your work orders, maintenance teams will be more productive and work more efficiently.  

If you are interested in learning more about how Field Force Tracker FSM Work Order software can help you automate your maintenance tasks, and would like to see a live demo, contact us today.

Grow Your HVAC Business with Latest Field Force Tracker

Field Force Tracker has many unique features that make it easier to manage your business. Its powerful dispatch, sales management and time management features make it very powerful for serving your customers better.

HVAC Service business is highly competitive and one way to get an edge over the competitors is to use a great Field Service Software like Field Force Tracker. Software can take care of dispatch, quotes, invoices, PM calls and contracts. There is no better way to improve your profitability then using right FSM software with the features mapped to your business.

HVAC Companies provide services and installation for heating, cooling and ventilation systems like Air Conditioning units, Refrigeration Systems, Ductwork and Ventilation equipment in both residential and commercial buildings. It requires substantial investment in equipment and trained persons. Hence, obtaining efficiencies of operations is very important.

Hvac Service Software
HVAC Software

The demand for the HVAC Services is increasing since the installation of HVAC equipment is required in every building be it a Hospital, A Business Center, Banks, shopping mall, Multiplexes, Residential apartments etc.

There is a lot of competition in the HVAC industry market and only those will win in the market who fulfil the demands of their customers and provide better services to them.

What Can HVAC Software Can Do for You?

Field service management software have improved the overall output making the work culture digital. HVAC technicians are not worried to take along with them the different instruction manuals, like installation instructions papers, safety related instructions manuals etc. with them to the job site. Everything they get within the Field Force Tracker mobile app.

Field service management software offers a single Admin dashboard system that monitors and operates the mobile workforce for the HVAC Industries.

Scheduling and assigning different jobs to the field technicians on the basis of their availability and location is made easy with the help of FSM tools.

Easily drag and drop the unassigned jobs to the available field technicians and they will be notified about the new job on the mobile application. You can add additional details regarding the job like job description, job priority, job instructions, client name, client’s site location etc.

With Field service management software you can manage the full cycle of HVAC Services from creating quotations, scheduling jobs, managing jobs, managing inventory, managing expenses, creating invoices and finally receiving feedback for the services done.

Field service software gives your business the ability to manage the large team of HVAC operators or technicians reducing the operational costs.

FSM software helps you manage and track the field technicians easily keeping track of the jobs they have performed, which route they took to travel to the job site , how long they take a break etc., Efficient location tracking can be done with the help of FSM mobile apps.

The HVAC Technicians can easily interact with the fellow technicians and the back office manager via powerful chat features of the Field service mobile application. So if they find any difficulties with the installation or repair work they can communicate between themselves and fix the problem easily by sharing the images from the job site of the HVAC equipment.

You might be thinking about which software you should choose for your HVAC business.

Benefits of a Good HVAC Field Service Software

HVAC service software provides several benefits, including:

  1. Improved efficiency: Automated scheduling, real-time job tracking, and automated invoicing help increase efficiency and reduce administrative workload.
  2. Better customer experience: With real-time updates and communication, customers can be informed of their service status and schedules, leading to improved satisfaction.
  3. Increased productivity: With streamlined processes and efficient scheduling, technicians can spend more time on service calls and less time on paperwork.
  4. Improved data management: HVAC service software provides a central repository for customer, job, and service history, allowing for better management of information.
  5. Increased profitability: By reducing administrative overhead, streamlining processes, and improving customer satisfaction, HVAC service software can help increase profitability for businesses.

Some points you need to consider before choosing a right Field service management solution are as follows :-

  1. Features that suit your HVAC business needs.
  2. Quick Customer Support.
  3. Cost Effectiveness.
  4. Easy to use Interface for both admin dashboard and mobile application.
  5. Provides a trial period to explore the software.
  6. Provides third party integrations with your already used accounting software like Quickbooks.

Leveraging Field Service Software to Support Your Sales Operations

A field service software that supports your business’s sales operation can be a powerful tool to growing your business. It can manage both your sales and service operations.

A field service management solution can help you improve internal operations and communication and deliver better service.  It has one key element – your customer data.   This is your goldmine because you can use your customer data to grow your sales in many ways. A good modern field service software like Field Force Tracker can  help you in selling more and not just delivering field services.

Only some high end software have full CRM capabilities built in.  Our Award Winning Field Force Tracker software is an example of such software.  With it, you can manage your customer data and use it to build long term relationships and upselling to customer your new services and products. This is what differentiate Field Force Tracker from other low end software that mainly focus only on job dispatching.

A built in field service CRM (Customer Relationship Management) system can be highly effective tool to grow your business. Using a CRM system of an FSM (field service management) system like Field Force Tracker, you  can have a 360-degree view of both your client and your field workforce.  The system enables all the customer information to all the  key stake holder be it technicians, managers, or finance people in your company.

Delivering Customer Focused Service

Today’s customers expect you deliver high quality service. Any delay in delivering service or delivering non-professional service will result in unfavorable reviews on site like Yelp, Capterra, Software Advice and Google. Even a small number of bad reviews can deeply hurt your business.  Many such problems can be avoided by following a customer-centric approach and anticipating customer issues when delivering the service.

The first benefit of a CRM and FSM system working together is improved personalization in the delivery of service.  With the built in CRM system, you can create and manage customer profiles.  You can look at the historical service data and answer any queries. Moreover, a field technician can pull up past jobs history, add comments, track updates and easily find invoices.

sales crm

This allows them to have immediate access to reliable information on past issues that may be relevant to current work. Not only will customers appreciate a self-reliant field technician, but the comprehensive data makes it easy for technicians to talk to customers as if meeting them in person. For example, a technician will know how long a customer has been with your company and what specific problems the customer has encountered in the past. Another advantage of CRM is that individual customer profiles give technician’s quick access to preferred contact methods. For example, if a customer prefers to be contacted by text message, the technician will know that he should not call. CRM can also track both individual customers and businesses through multiple touch points. These field technicians work by reaching the wrong people within the company and improving the customer experience.

Improve Business Productivity

In a competitive environment, being able to achieve high productivity is very important. A good field service software lets you better organize your teams and your operations.  This  will sure result in improved customer experience.

Within a good CRM system, field technician or sales persons can log comments into customer profiles with chronological notes and updates.

This enables field technicians to better understand critical issues with a system and better prepare for customer visits.  and chronologically sort through the client’s history with your company.

In addition, all customer-related files such as photos and invoice PDFs are conveniently stored in the customer profile for quick referencing. This makes a field technician’s job much easier, and it is also useful for headquarters. For example, if a customer dispute arises, account managers have easy access to proof of the service and can better resolve complaints.

Improve Reporting Accuracy

Finally, a CRM paired with an FSM system makes invoicing easy and accurate. For example, while plenty of apps exist to help with invoicing, a CRM and FSM system working together provides the accounting department and field technicians with a complete view of all jobs, estimates, and invoices. This helps prevent inaccurate invoicing and better track accounts receivable.

In addition, most of the data is auto-populated, making it faster and easier than ever to complete invoices and reduce errors.

Getting The Best of Breed Field Service Software

If you’re looking for an easy way to automate operations and improve customer relationships, a CRM system paired with an FSM system might be the best solution. While it’s essential for larger companies, it’s also a great way for smaller companies to increase operational efficiency and maximize the bottom line.

Field Force Tracker is a fantastic software that offer features that you won’t find anywhere else. It is the ebst simplest and easiest to use field service software.

Using Field Force Tracker Software for Successful Preventive Maintenance Program

For many businesses implementing preventive maintenance is very important. Field Force Tracker provides excellent capabilities to create agreements and implement effective PM scheduling.

If you’re a facility manager, you’ve probably heard some variation of the phrase “If it’s not broken, don’t fix it.” This mentality may work in the short term, but constant reactive maintenance can actually waste thousands of dollars each year due to lack of consistent, proactive repairs. Unplanned asset failure is stressful and time-consuming for a facilities team to fix.

If your team still operates on a reactive approach to maintenance, it’s time for a change. A strong preventive maintenance plan is the key to keeping your equipment in safe, operable condition. Use this guide to preventive maintenance as your one-stop shop for understanding and implementing a successful program of your own this year.

Topics Covered in this Preventive Maintenance Guide for Facilities

Click any of the following links to jump straight to the topic you’re looking for.

•           What is preventive maintenance?

•           The four action items of preventive maintenance

•           Key benefits of preventive maintenance

•           Reactive vs. preventive maintenance

•           Types of preventive maintenance

•           Using preventive maintenance to reduce risk

•           How to create a preventive maintenance program

•           More resources on preventive maintenance

What is preventive maintenance?

Preventive maintenance (also called “preventative” maintenance) is a systematic approach to building operations that aims to predict and prevent catastrophic equipment failures before they occur. To accomplish this goal, facilities personnel conduct routine inspections, maintenance and repairs on assets to ensure they work as the manufacturer intended. Functional equipment allows facilities staff members to focus less on reactive maintenance and more on upcoming maintenance tasks or time-sensitive work orders.


As a rule of thumb, it’s better to prevent issues than react to them. Preventive maintenance reduces the likelihood of unexpected issues by promoting optimal equipment performance. The following list features a few ways facilities teams can stay on top of preventive maintenance in their departments:

  • Schedule and perform regular inspections of equipment
  • Conduct regular cleaning of buildings, grounds and assets
  • Lubricate moving parts to reduce wear-and-tear
  • Adjust controls for optimal performance and energy efficiency
  • Repair and replace any defective equipment parts

What are the four key action items of preventive maintenance?

Preventive maintenance takes a proactive approach towards maintenance and involves four key action items: inspection, detection, correction and prevention. Let’s take a closer look at how each concept is fundamental to a successful preventive maintenance program.

  1. Inspection: Inspections are a necessary part of preventive maintenance and aid organizations in two ways. First, facility inspections ensure that equipment is safe to use. Regular inspections help prevent workplace injuries and provide a business with increased liability protection. Second, regular inspections protect property. Inspections ensure that equipment is functioning as the manufacturer intended.
  2. Detection: Operating on a run-to-failure approach can end up costing a facility department significant money, which is why many facility managers choose to utilize a preventive approach to maintenance. Preventive maintenance helps facility managers detect problems early, when issues are still relatively easy and inexpensive to fix.
  3. Correction: Preventive maintenance encourages facility managers to take a proactive approach towards equipment care and correct issues before they occur. If an issue (or potential issue) is detected, facility managers take steps to promptly address the problem before it worsens or shuts down operations.
  4. Prevention: Facility managers can combine inspection records and maintenance notes to learn from past mistakes and correct repeated issues with equipment. Prevention of asset failure reduces stress and increases productivity for facilities teams. When equipment works as inspected, staff can focus on proactive (rather than reactive) maintenance tasks.

What are the benefits of preventive maintenance?

Preventive maintenance has two overarching goals: to increase asset longevity and productivity and to keep people and assets safe from harm. Facility managers and their teams can use the principles of preventive maintenance to achieve various benefits, including the following:

  • Diminish excess depreciation of equipment
  • Prevent untimely breakdowns of critical equipment
  • Eliminate unnecessary inspections and maintenance tasks
  • Save money by extending the useful life of assets
  • Prepare for and prevent future issues from occurring

“Reactive” vs. “Preventive” Maintenance: What’s the difference?

In facility management, reactions to issues are unavoidable. Things can and will go wrong. However, facility managers can take steps to promote safety and reduce reactionary maintenance by taking a proactive approach towards fixes. Facility managers should start by understanding the benefits of proactive maintenance versus a reactive response.

  • Reactive maintenance focuses on diagnosing and fixing a problem once an asset has already broken down or malfunctioned. A maintenance technician identifies the issue that occurred and takes steps to restore the asset to operational condition.
  • Preventive maintenance emphasizes regularly scheduled maintenance tasks. The goal of preventive maintenance is to give an asset the care it requires while it’s still running. This approach actively minimizes the chance of failure, costly repairs and unscheduled downtime.

Maintenance technician performing reactive maintenance in an office
A common misconception is that reactive maintenance is a bad thing. The truth is that most facilities departments experience a healthy balance between reactive maintenance and preventive maintenance throughout the year. This is because it is nearly impossible to predict and prevent all asset failures.

Reactive maintenance tasks should be minimized whenever possible. Neither occupants nor maintenance personnel enjoy dealing with a broken air conditioner or leaky pipe.

What are the different types of preventive maintenance?

Preventive maintenance can follow a time-based approach, a usage-based approach, or a combination of the two. Let’s look at examples of each.

Time-based Preventive Maintenance

Time-based preventive maintenance goes by a variety of names, a main one being “calendar-based” maintenance. No matter which term your department uses, this approach involves setting up a preventive maintenance schedule to perform regular inspections on pieces of equipment, especially those that would have a severe impact on production in the event of a breakdown.

Time-based preventive maintenance is best used for bounded assets (such as fire/safety equipment) and critical assets (such as HVAC systems and pumps), though facility managers can use this approach for any asset that requires preventive maintenance. Here are a few examples to illustrate.

  1. “Inspect parking lot for cracks once a month”
  2. “Change air handling unit filters every three months”
  3. “Inspect water heaters semi-annually”

Usage-based Preventive Maintenance

Usage-based maintenance, also called “runtime maintenance,” is an approach that triggers maintenance after a certain amount of asset runtime (such as every “X” amount of kilometers, miles, hours or production cycles).


Usage-based preventive maintenance makes sure that equipment continues to operate as the manufacturer intended. Unlike time-based maintenance, which occurs on a more rigid schedule, usage-based maintenance occurs as often as an asset needs it, whether it’s every month or every six months — whichever comes first. Check out these examples of usage-based preventive maintenance.

  1. “Inspect belts every 100 hours of production”
  2. “Service motor vehicles every 5,000 miles”
  3. “Lubricate pumps every 10,000 run-hours”

How can preventive maintenance PROCEDURES reduce risk in my facility?

All facilities face potential risks which, left unchecked, can put workers, occupants and goals of a business in jeopardy. Facility managers and their teams are responsible for securing these risks and upholding safety in a facility. A strong preventive maintenance plan can effectively reduce two types of risk to your buildings. Let’s take a look at each type.

Preventive maintenance reduces risk to people.

Facility managers have the power to prevent injuries and reduce employees’ days spent away from work. Preventive maintenance can be used to support safety and security of equipment for all occupants of a facility.

Keep occupants safe by conducting recurring maintenance and inspections on dangerous machinery. Do the same with security cameras, door locks, fire extinguishers, emergency exit signs and any other asset that safeguards people from harm.

Preventive maintenance reduces risk to property.

Reactive maintenance can be expensive. Facility managers face hefty costs when an asset breaks down unexpectedly, including costs to diagnose the issue, replace parts and ultimately fix the problem. Preventive maintenance can dramatically reduce the likelihood of these risks.

Facility managers should implement routine asset checks and planned maintenance to avoid costly fixes down the road. Use a Facility Inspection Preparation Checklist to determine assets you should regularly inspect.


How do I create a preventive maintenance program that actually works?

Many facility managers like the idea of preventive maintenance, but quickly become frustrated by not knowing where to start. The good news is that implementing a proactive process can be painless if building teams develop a solid strategy and use the right tools.

The quickest, easiest way to support a winning preventive maintenance program is by using a facility management software (FMS) or a Field Service Software. A cutting-edge FMS can not only automate preventive maintenance tasks for you, it’ll also replace bulky stacks of paper and cluttered spreadsheets. Software holds your team accountable and provides them instant access to asset information and preventive maintenance protocols in the field.


Here are just a few other noteworthy ways facility management software can help your team get ahead and stay organized with preventive maintenance throughout the year. Make sure you’re using the best maintenance software for your team.

  • Utilize location-based asset mapping to find and service equipment.
    Location-based asset mapping allows software users to filter through assets via an interactive floor plan map so they see only the asset pins they need. This feature is especially useful if a team member is assigned to inspect or service all assets of a certain type (i.e. inspect all emergency exit signs for burnt out bulbs) as part of a preventive maintenance program.
  • Use a work order and PM scheduling module to create recurring preventive maintenance tasks and procedures.
    Software makes work order management and preventive maintenance scheduling easy. You’ll have the ability to triage incoming service requests by building or floor, assign work orders to specific team members and receive automatic reminders of upcoming preventive maintenance tasks.
  • Upload asset documentation, receipts and proper O&M manuals for future reference.
    Software includes facility document management, which protects your most critical building documentation and grants instant access to it on the field where it matters most. You’ll be able to upload and store any document, including O&M manuals, warranty information, receipts and as-builts for commissioning reports.
  • Stay informed on preventive maintenance success with a data reporting dashboard.
    Many facility managers are data-driven and want to see evidence of success (or the need for improvement) through numbers. Some facility management software solutions feature a statistics dashboard, which serves as a one-stop-shop for departmental data. This data comes in handy when it comes time to draw up annual reports for your organization’s administrators.
  • Access PM information for assets out in the field via any electronic device.
    Facility management software gets your team up, moving and getting more work accomplished throughout the day. You’ll no longer need to be tied to your desktop computer and printer, since an FMS can function on any mobile device and eliminates the need to print out work orders for preventive maintenance tasks.
  • Scan QR codes to view preventive maintenance work orders for an asset.
    A QR code is a type of barcode that can be placed on equipment and assets within a facility. Use a mobile device with a camera to scan an asset’s QR code. With the scan of the barcode, your team will gain instant access to the asset’s PM history, as well as any upcoming maintenance tasks to be completed.

Click here to see facility management software capabilities in action and learn how they can help your department become more successful.

Where can I find more free resources on preventive maintenance?

Preventive maintenance is an extensive topic. Facility managers should take the time to seek out a variety of resources on preventive maintenance in order to form a plan that works best for their facility. Not sure where to start? Field Force Tracker has you covered. We suggest exploring the following free resources to help jump start your new or revised preventive maintenance program.

  • Read About Preventive Maintenance Guide
    Flipping a facility to a preventive maintenance model doesn’t need to be challenging. Break the cycle of reactive maintenance with a free guide that gives you the information and tools you need to strategize for your department.
  • Develop a Preventive Maintenance Checklist.
    Keep the focus on preventive maintenance versus reactive maintenance with the a Preventive Maintenance Checklist. This step-by-step checklist covers asset identification, naming conventions and data collection accuracy.
  • Check out a Guide to Understanding and Implementing Preventive Maintenance.
    Thinking of implementing a new or improved preventive maintenance plan for your facilities or customers? A free online Guide to Understanding and Implementing Preventive Maintenance covers the foundation of a proactive strategy, tips and tricks to implement a PM plan, and a timeline to fully implement and perfect your program.
  • Speak with a facility management industry advisor.
    It’s a good idea to contact a facility management professional who can coach you through preventive maintenance best practices that will best suit your building and industry. Our friendly team is here to help and will work with you to determine a customized solution created just for you.

Implementing Preventive Maintenance in Your Facility

Facility managers who run a reactive maintenance-based program may view preventive maintenance as an overhead cost that is, at first, difficult to justify. But all it takes is one serious accident or significant period of downtime to demonstrate how important it is to undertake a program of proactive maintenance strategies. The most successful maintenance strategies value preventive maintenance as its main focus. By staying ahead on maintenance and repair, your department will realize major cost savings and higher asset reliability. This comprehensive resource explains how to collect and update asset data, how to document facility audits and inspections and how to effectively budget for your new PM program.

Benefits of Good Field Service Software

A good Field Software like Field Force Tracker can greatly help your field service business by making everyone more productive.

When you work with a large team of field technicians, your ability to manually manage your team’s schedule, accounting and job appointments becomes very difficult.  To better manage your business, you need to invest in a good field service management software like Field Force Tracker to manage your field service teams. This is especially important for service-oriented businesses that operate in a competitive environment.

A good field service software automates job schedules, organizes appointments, and allocates your field service technician’s time so that he can complete the job and then move on to his next job. When working with a field service software, field technicians can benefit from several time and efforts savings features of the software.

When afield technician is in the field, a dispatcher needs to send him his new jobs

With field service software, a job can be directly sent to his field service mobile app. A field technician has ability to see all the details of the job. He will have full job description, job locations, scheduled time etc.  at his fingertips.  This helps him prepare with necessary parts and the tools for the job.

When the job is sent to a technician, GPS routing is can be used to reach the service location. Al field service mobile app can provide GPS-based navigation and the shortest possible route to the service location.

Deployment of a field service software can help every business regardless of industry domains

Whether you are a business in medical field or providing services to residential customers, afield service software can prove to be of great help.

Another benefit is easy communication with the office. When a technician reaches a specific job site, he realizes that the task is much more complicated than originally expected. He will be able to communicate securely with his office through his mobile app. If a particular job takes more time than planned, software can help in updating the schedule and informing the customers. The new estimated time will be planned, and the software will immediately update the current schedule and inform the customers. If necessary, it will share the jobs with other field technicians, and ensure that the quality of customer service is not affected.

There may be situations where a customer is not at home at a particular visit

There can be many reasons for this. In these situations, software automatically updates the schedule and reconfigures the schedules so that other jobs can be performed in the available time.A completely new appointment can be assigned to the client.

The advantage of field service software is that it gives you quality and flexibility so you can deliver quality services to your customers. You can be more efficiently using your in-house resources for higher productivity.

HVAC software solutions – how you can get the most out of your teams

If you are running a HVAC service business, afield service mobile application is necessary to deliver quality services these days. A good application must make it easy to use the software. A mobile application will let you generate field quotes for new system installations as well as for normal service calls. Your field technicians can make invoices in the field too and collect payment. A typical company can have productivity gain of over 40%. And because you’ve spent a lot of efforts in building a business, you definitely need an effective HVAC software solution to keep track of everything that’s going on in and around you.

The main advantage of installing such systems is that the software has a number of advanced features that help prevent problems by constantly monitoring and allow you to play a first-hand role in fixing them by notifying you in real-time. The advantage of this type of setup is that one can focus more on the business. Less on the routine time consuming jobs.

However, to run such a large setup

You need to have a good HVAC software solution to keep the system running properly. Of course, this will mean a larger investment. But it is an investment that will ensure that all the investments you have made in the hardware equipment and will give you the full benefit. This software will help you move forward with predictive maintenance like never before. As you can also include information from field experts and get an HVAC software solution that gives you a detailed view of the problem before it occurs.

Our Recommendation – Field Force Tracker is the best software for your needs. It meets all your requirements.

Field Force Tracker is a very feature-rich, comprehensive, enterprise-grade Field Service Software

It is highly affordable, easy to use, and comes with the most powerful mobile applications in the field service industry. Its award-winning enterprise-grade features make it easy to manage field teams of any size. It use by all kinds of residential and commercial equipment repair and service businesses such as HVAC, plumbing, electrical. Elevators, medical, security, telecom, and photocopier service companies.

It automated everything such as Field Job Management, Customer Management, Time management. Inventory, and Billing functions to keep everything neatly organized. It helps business teams become more productive and deliver better service to their customers. It organizes job scheduling, technician dispatch, customer management, employee management, work orders, equipment maintenance, inventory management, purchase orders, employee GPS location tracking, installed asset management, service contracts, timesheets, estimates, invoices, payments, and accounting entirely online.