How Commercial Contractors Are Making Every Day Earth Day
Commercial contractors who specialize in fire inspections, HVAC, and mechanical equipment maintenance play a crucial—yet often overlooked—role in protecting the planet. Their daily decisions and practices not only ensure building safety and comfort but also drive significant environmental benefits. Here’s how these professionals are making a positive impact on Earth Day and beyond.
Preventing Refrigerant Leaks: Protecting the Atmosphere
Refrigerant contractors are on the front lines of climate action. Refrigerants, if leaked, are potent greenhouse gases that can have a devastating impact on the ozone layer and contribute to global warming. By maintaining, repairing, and reclaiming refrigerants from commercial HVAC systems, contractors prevent these harmful substances from escaping into the environment. Reclamation services, in particular, allow used refrigerants to be cleaned and reused, drastically reducing greenhouse gas emissions and energy consumption compared to simply destroying the refrigerant. This approach not only conserves resources but also aligns with global efforts to reduce the carbon footprint of heating and cooling systems.
Optimizing HVAC Efficiency: Lowering Energy Use and Emissions
Mechanical contractors ensure that commercial HVAC systems operate at peak efficiency. Regular maintenance—such as cleaning coils, sealing ducts, and calibrating controls—reduces energy consumption, lowers utility costs, and extends equipment lifespan. Energy-efficient HVAC systems consume less electricity, which is often generated from fossil fuels, resulting in lower greenhouse gas emissions and reduced strain on natural resources. Contractors also help businesses adopt smart thermostats, programmable controls, and improved insulation, further enhancing energy savings and sustainability.
Fire Prevention: Reducing Pollution and Resource Waste
Fire inspection and prevention contractors do more than protect property and lives—they also safeguard the environment. Fires in commercial buildings release toxic smoke, greenhouse gases, and harmful pollutants, while firefighting efforts can lead to water contamination from chemical runoff. By ensuring fire protection systems are up to code and functioning properly, these contractors help prevent fires before they start, reducing air and water pollution and minimizing the consumption of building materials and resources in reconstruction. Environmentally friendly fire suppression systems, such as those using inert gases or water mist, further reduce the ecological impact of fire protection.
Smart Routing and Digital Operations: Cutting Carbon Footprints
Modern contractors leverage technology to plan efficient service routes, reducing drive times and fuel consumption. Software like ServiceTrade enable technicians to dispatch directly from home, eliminating unnecessary trips to the office and cutting vehicle emissions. By optimizing technician schedules and routes, companies not only boost productivity but also shrink their carbon footprint.
Additionally, digital business operations—such as electronic work orders, digital inspection reports, and cloud-based documentation—reduce dependence on paper, saving trees and minimizing waste.
Other Ways Contractors Support Sustainability
Recommending Green Upgrades: Contractors often advise clients on sustainable equipment choices, such as solar-powered HVAC systems, geothermal heat pumps, and low-GWP (Global Warming Potential) refrigerants, supporting long-term environmental goals.
Supporting LEED and Green Building Certifications: Many contractors have experience designing and maintaining systems for LEED-certified buildings, ensuring that fire protection and HVAC systems meet stringent environmental standards.
Continuous Monitoring: Using building automation and smart monitoring tools, contractors help clients track system performance, quickly address inefficiencies, and maintain optimal energy use.
Commercial contractors who maintain HVAC, mechanical, and fire protection systems are unsung environmental stewards. Through diligent maintenance, smart technology adoption, and sustainable business practices, they help reduce emissions, prevent pollution, and conserve resources—making every day a little more like Earth Day. Their work is a testament to how practical, behind-the-scenes decisions can have a lasting positive impact on the planet.
FROM PROPOSAL TO RENEWAL: A UNIFIED SOLUTION FOR MANAGING THE FULL LIFECYCLE OF AN ASSET
SalesManager + ServiceTrade Integration Now Available
In commercial service, the handoff between sales and operations is often where momentum breaks down. That’s why we’re excited to announce a new integration between SalesManager and ServiceTrade, giving mechanical contractors a purpose-built solution for managing every stage of the asset lifecycle—from proposal to renewal.
With your entire operations under one platform, you can now streamline the transition from sold work to scheduled service—without duplicate data entry or delays.
Closing the Gap Between Sales and Service
Most mechanical contractors still operate with disconnected systems for estimating and service delivery. Sales teams build proposals in one system, while the operations team has to recreate that work in another. That often means:
Re-entering customer, asset, or contract details manually
Losing critical pricing, scope, or scheduling context
Delays in getting work on the calendar
Disconnected asset and service history
The result? Slower job starts, more room for error, and lost margin on what should be predictable recurring work.
A Connected Workflow, Purpose-Built for Mechanical Contractors
With this integration, approved proposals in SalesManager can now be pushed directly into ServiceTrade, automatically carrying over all the information your operations team needs to act—fast and accurately.
Here’s how it works:
Sales teams build proposals in SalesManager using built-in pricing models tailored to equipment inventory.
Once approved, those proposals can be exported into ServiceTrade in just a few clicks.
All relevant customer, location, asset, contract, service, and invoice details are synced automatically.
Tasking information from SalesManager is included—so you can apply the right maintenance schedules from day one.
Now you can operationalize every contract with accuracy and speed.
What It Unlocks
Together, SalesManager and ServiceTrade create a fully connected workflow for managing the full lifecycle of an asset.
Faster service starts: Get recurring services on the calendar immediately after proposal approval.
Accurate handoffs: Eliminate the risks of rework, confusion, or missing information.
Margin protection: Ensure labor hours and tasking plans are aligned with what was scoped during the sales process.
This alignment ensures every part of your organization is working from the same source of truth—enabling faster delivery, better service, and more profitable contracts.
Who It’s For & How to Get Started
The integration is available to all SalesManager customers and ServiceTrade Premium or Enterprise customers. It’s ideal for contractors who:
Manage recurring maintenance agreements
Rely on structured, asset-based service proposals
Want a faster, cleaner path from sales to service
To get started, reach out to an Account Manager or check out the Help Center article for more details and setup instructions.
8 Ways to Sell Commercial HVAC Service Contracts in 2025
Service contracts and maintenance agreements are a core focus for commercial HVAC businesses. They reduce your need to drum up constant business by allowing you to rely on steady income from existing, long-term clients.
The benefits are therefore pretty clear, but the means are a little more opaque—namely, how can you convince people to sign a contract with you?
The good news is, there are a few different ways to package such agreements to make them attractive to clients; you just have to do it in a way that clearly demonstrates value to the client. If you’re wondering how to sell HVAC service contracts in 2025 and beyond, look no further.
Elements of Commercial HVAC Service Contracts
Before we discuss ways to sell mechanical and commercial HVAC service contracts, it’s beneficial to understandwhat commercial HVAC contracts include.
Service agreements come in many forms, with many variable terms, depending on your business and customers. The main variables are similar across the board, though, and should include:
How often the service will occur
Whether the service will happen on a regular basis, or a set number of times as needed
Which services are covered under the contract
How often full preventative maintenance on HVAC equipment will occur (versus, say, quick routine inspections)
The Value of Commercial HVAC Maintenance Agreements
HVAC service contracts are hugely beneficial, and not just for the service provider in terms of monthly revenues.
In fact, they give the customer peace of mind, demonstrating to them that they don’t need to be on alert for problems or breakdowns in the system. Instead, they can rely on you to ensure that doesn’t happen – and to take care of things pronto if it does. Plus, in a slow or unpredictable economy, many facility owners and managers will move toward maintaining their current equipment (rather than replacing it).
What does that mean for you? Well, if you’re a business that relies largely on installs and/or construction projects, you may find leaning into service a good strategy for the year and beyond. If you’re a company who already focuses primarily on selling service contracts, then this is a good time to sell bigger contracts to better customers.
8 Ways to Increase Service Agreement Sales for Your Commercial HVAC Business
There are numerous ways that commercial HVAC companies can increase sales of service agreements, and we’ve covered 8 here. Note that you don’t need to try and implement each of these ways of selling HVAC service contracts all at once. That will quickly lead to overwhelm and a disorganized business strategy – and no one wants that.
Instead, read through this list and choose two or three you think could mesh pretty well with your current business development strategy. Start with tips 1-4 to ensure a solid foundation of service contract value and sales strategy. As you successfully weave those into your routine, add a few more.
With patience, you will transform your commercial HVAC business into one that is not only lucrative but resilient against economic changes.
1. Get Your Team On Board
It may seem unnecessary to say, but sometimes you need to start with the basics and make sure everyone on your team understands the value of selling maintenance contracts to commercial HVAC clients. If the people who work for you don’t see why a maintenance contract is of value, then you can’t expect them to jump on board readily.
More than knowing what’s in it for them, though, your staff need to comprehend what’s in it for prospective customers. Only then can they effectively sell it while they’re on the phone or in the field. And since your staff are often the face of your company – you can only be in so many places at once, after all – you need to trust them to get the job done.
If you haven’t already, make sure you sit down with your team and talk through service contracts: why they matter, how to tell customers about them, and how to follow through.
2. Sell What Your Prospect Needs
Don’t oversell your prospect on a ton of services that you know they don’t need yet — that’s no way to instill confidence and keep your customer long-term. On the same token, you shouldn’t undersell them in order to get them to a lower monthly rate, either. They need the services they need in order to keep equipment running and by providing fewer services than necessary, you may end up neglecting some equipment, leading to breakdowns and decreased customer trust.
The best way to respect your customer base is by providing detailed proposals that explain exactly what, when, how, and why each service is recommended. If you are proposing a package or contract, you’ll need to give a good reason why they should pay you more money upfront, or over a period of time, rather than as needed for maintenance visits. In fact, that’s one reason selling service agreements can be difficult.
However, if they see a lot of value in your explanation, they will perceive it not as a money grab but as a good-faith effort on your part to help them. Getting granular in your agreement reasoning and performance details can help not only get their business, but ramp up your referral traffic as well.
3. Reach the Decision Makers
The building engineer might seem like the smart person to reach out to, and in some cases, maybe they are – if only to get in the door. But you’ll learn real quick who the actual decision maker is in the situation, because you simply cannot sell a long-term agreement to gatekeepers or maintenance personnel.
When you call or contact the company to discuss your contracts and services, ask clearly for the person who can give the go-ahead. Don’t be afraid to say “Are you the one who makes these decisions? Are you able to greenlight a deal if you’re happy with what I can offer you? Great! When should we meet?”
4. Sell the Program
It’s not enough to sell the idea of maintenance. Your customers understand why a company wants to get them on a contract. Instead, make them understand what’s in it for them.
Don’t sell promises. Instead, sell examples that show them exactly what you provide and where you’ve provided it in the past. Explain how service lowers costs, reduces risk, and increases protection. Additionally, show them the program you use to track their visits and check in on their system. Make yourself out to be a benevolent Big Brother who knows what’s best so they don’t have to think about it.
If you don’t know how to do this, read up on some companies that are doing it well and thetakeaways from their success.
5. Offer Flexible Maintenance Plans
Business owners know they need regular maintenance, but they’re wary of signing up for something they might not need as often as they pay for. This is especially true if the only maintenance plan you offer includes a ton of the bells and whistles that your customer knows they won’t need.
Combat this with a range of tiered, flexible maintenance plan options. Perhaps one plan provides the absolute bare minimum, while the next offers a few nice-to-have services, and the top-tier plan pulls out all the stops. Or, think about creating an a-la-carte maintenance plan option to provide the ultimate in flexibility. Whichever structure you go for, make customers understand that your plans keep warranties in effect and ensure every HVAC unit receives the timely maintenance it needs, all without having to spend unnecessary funds.
6. Make Your Business Visible and Reputable Online
A leading study by Podium says that 93% of consumers pull up online reviews and rely on them when making purchase decisions. So, if you’re not already putting a sizable effort into maintaining your online presence, you’re a bit behind the game.
That said, you can catch up. You’ll need a website with a local SEO presence, and good reviews for prospects to find. Create a Google My Business account if you haven’t already, and encourage each and every customer to leave positive reviews about their experience with you.
7. Improve Retention by Providing Exceptional Customer Experience
Customer experience is just as important as your online presence. It’s important that you know what customers go through at every phase so that you can adjust your process to hit the highest possible satisfaction marks. Request feedback, take surveys, and maintain open lines of communication at all times, even after they sign on the dotted line. Especially after they sign on the dotted line.
Maintaining a great customer experience and securing those online reviews will bring customers to you organically, majorly reducing the amount of work you have to put in.
8. Use a Sales Software Built for Service Contractors
SalesManager is a robust software solution that enables your team to create accurate proposals and manage your sales funnel to win and retain customers.
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Want to learn more? We encourage you tosign up for a free demo and see the full ServiceTrade platform in action. It’s never been easier to use HVAC service agreements to build your business in 2025 and beyond!
How to Improve Technician Efficiency and Reduce Chaos in Your Service Business
The skilled labor shortage remains one of the biggest challenges facing service contractors today. With the commercial HVAC market projected to grow to $15.7 billion by 2029, businesses will need to increase the technician workforce by 8% to meet demand. But hiring more workers isn’t the only solution.
Billy Marshall, founder of ServiceTrade, recently joined ACHR’s The NEWS podcast to share his perspective on the importance of improved technician efficiency, smarter workflows, and planned maintenance.
Here, we highlight some of Billy’s insights alongside findings from the 2025 Technician Insights Report to explore what’s holding techs back and how you can improve efficiency, retention, and profitability in your business.
The Biggest Technician Frustrations (and How to Fix Them)
The 2025 Service Technician Insights Report surveyed 650+ technicians across the industry and revealed one overwhelming truth: Technicians aren’t frustrated by the work itself—they’re frustrated by the chaos surrounding it.
The study found that technicians struggle most with:
Scheduling chaos (last-minute changes and emergency calls).
Customer miscommunications (unclear job details, missing information, and misunderstandings that lead to wasted time and inefficiencies).
Here are some ways to reduce frustration.
Fix #1: Prioritize Planned Work Over Emergency Calls
Focus on customers who invest in preventive maintenance rather than those who only call when something breaks.
When jobs are scheduled in advance, technicians experience less stress, fewer disruptions, and more productivity.
Billy Marshall: “If your customers are always in emergency mode, they’re bad for your business—you can’t optimize anything when you’re just reacting all thetime.”
Fix #2: Use AI and Automation to Eliminate Admin Work
AI-powered transcription and automation can reduce admin work so techs can focus on billable tasks.
The survey study revealed that techs enjoy solving problems and helping customers, but they don’t enjoy paperwork and other administrative tasks.
“Stop asking the technicians to type a bunch of stuff out—just have them talk.”
With AI tools like ServiceTrade’s Smart AI, you can automatically transcribe technician reports and generate customer-friendly documentation, eliminating wasted time.
How to Keep (and Attract) the Best Technicians
Retaining top talent is just as important as hiring new workers. Twenty-six percent of skilled workers in the industry are nearing retirement, and businesses need to focus on keeping their best technicians engaged.
As revealed in the Technician Insights Report, techs want more streamlined days, better work-life balance, and less administrative responsibility.
“The best source of new leads for ServiceTrade is actually when a tech leaves a ServiceTrade shop and goes to a non-ServiceTrade shop and says, ‘What are we doing? This is crazy what I’m being asked to do.’”
Fix #3: Use Technology to Attract Younger Technicians
Companies using modern field service software are more attractive to younger workers.
Younger techs have grown up with smartphones, apps, and automation. They expect efficient workflows, not outdated, manual processes.
“Technicians would rather work for a company that embraces technology than one that makes their job harder with outdated methods.”
Fix #4: Reassign and Automate Administrative Tasks
Technicians should be focused on servicing and repairing equipment, not getting bogged down by unnecessary administrative work.
Office staff should handle admin work like quoting, documentation, and customer communications, freeing up techs to do what they do best.
“The technicians need to be doing productive stuff for the customer, and anything that can be done by somebody else needs to be done by somebody else.”
Final Thoughts: Reduce Chaos, Improve Productivity, and Boost Profits
The future of service businesses depends on technician efficiency, not just hiring more people. Reducing chaos, eliminating wasted work, and embracing technology will lead to:
ServiceTrade Supports Heavy Metal Summer Experience to Build the Future of the Trades
Addressing the Technician Shortage Through Youth Education
The skilled labor shortage continues to be one of the most pressing challenges facing commercial service contractors today. To help address this critical issue, ServiceTrade is proud to announce our silver-level sponsorship of the Heavy Metal Summer Experience (HMSE) program.
What is the Heavy Metal Summer Experience?
HMSE is an innovative career workshop series that introduces students across the U.S. and Canada to rewarding careers in mechanical, electrical, and plumbing trades.
In 2024, the program reached approximately 500 students across 36 locations, and is set to expand to 54 locations serving nearly 900 students in 2025.
During the program, students engage in hands-on learning experiences including:
Operating advanced mechanical equipment
Learning basic electrical and plumbing skills
Participating in real-world problem-solving scenarios
Meeting successful professionals in the trades
Exploring modern technology used in service work
The program stands out for its inclusivity, with 18.7% female participation, helping to break down traditional barriers in the trades.
Why This Matters: Insights from the Field
Our recent 2025 Technician Insights Report reveals that technicians overwhelmingly view their profession as a path to a strong financial future. They particularly value:
Problem-solving opportunities
Helping customers
Competitive pay and benefits
Clear career advancement paths
Breaking Down Barriers to Entry
According to our research, several key factors discourage young people from entering the trades:
Lack of awareness about career opportunities
Misconceptions about pay and benefits
Limited exposure to hands-on technical work
Uncertainty about career advancement
HMSE directly addresses these barriers by providing students with:
Real-world exposure to modern trade work Information about competitive compensation
Clear paths to apprenticeships and career advancement
Connections with local employers and mentors
Looking to the Future
The Heavy Metal Summer Experience program represents a crucial step toward addressing the technician shortage crisis. By introducing students to hands-on learning experiences and connecting them with apprenticeship opportunities, the program helps build a pipeline of skilled workers for the future.
Why ServiceTrade is Invested
As a company dedicated to optimizing field performance and supporting commercial service contractors, ServiceTrade recognizes that solving the technician shortage requires both immediate and long-term solutions. Our support of HMSE aligns with our mission to help contractors build stronger, more efficient service teams while ensuring the future of the trades remains bright.
The program’s expansion from 36 to 54 locations in just one year demonstrates the growing momentum behind this initiative.
Get Involved
Contractors can support this important initiative in several ways:
Host a summer experience program at your facility
Sponsor local HMSE events
Provide mentorship opportunities
Connect with HMSE graduates for apprenticeships
Visit hmse.org to learn more about hosting or sponsoring a program in your area.
Together, we can build a stronger future for the trades and ensure a pipeline of skilled technicians for years to come.
How Top Performing Contractors Achieve 2X Revenue Growth with ServiceTrade
Top-performing contractors don’t just work harder; they work smarter. ServiceTrade empowers these high-growth companies to double their pace by optimizing invoicing, scheduling, and capturing additional revenue through pull-through work. By focusing on efficiency, automation, and data-driven decision-making, ServiceTrade helps contractors increase revenue, improve operational output, and keep customers coming back.
Here’s how ServiceTrade’s powerful platform and recommended actions from our 2024 Benchmark Reports can help your business grow faster.
1. Increase Pull-Through Revenue with Faster Repair Quoting
One of the biggest untapped revenue sources for contractors is pull-through work—additional repairs discovered during routine visits. ServiceTrade enables technicians to document repair opportunities efficiently, quote repairs faster, and make it easy for customers to approve quotes. With photos, videos, and notes captured in real time, customers have the clarity needed to say “yes” to repairs on the spot.
Actionable Steps:
Document repair needs thoroughly with photos and videos, ensuring customers understand the necessity.
Quote repairs promptly to improve approval rates and convert opportunities into revenue quickly.
Provide customers with easy, digital approval options, reducing friction in the decision-making process.
Impact: Contractors increase high-margin pull-through work by demonstrating value and giving clients the information they need to act quickly, maximizing revenue from each service visit.
2. Prioritize Value Over Volume for Sustainable Growth
For contractors aiming to grow 2X faster, it’s not all about doing more work; it’s about doing the right work. By focusing on high-value service agreements, proactive repairs, and prompt invoicing, contractors can ensure that every job contributes meaningfully to their growth goals. ServiceTrade’s insights and tools help contractors identify these high-value opportunities, streamlining operations for sustainable expansion.
Actionable Steps:
Focus on proactive repair work to maintain customer satisfaction and prevent costly emergencies.
Target high-margin contracts that ensure long-term profitability over short-term volume.
Automate routine tasks so your team can focus on value-driven activities rather than administrative work.
Impact: Prioritizing high-value work over volume enables contractors to grow steadily, increasing revenue and customer satisfaction without overextending resources.
3. Maximize Technician Efficiency with Optimized Scheduling
ServiceTrade’s advanced scheduling capabilities help contractors fully utilize their technicians by assigning jobs based on skills, location, and priority. For high-performing teams, this means prioritizing work orders by revenue potential and setting dollars-per-day goals to ensure each technician is operating at peak efficiency. With clear scheduling goals, teams can balance high-value work with daily operational needs.
Actionable Steps:
Fully utilize technician time by reducing travel and downtime between jobs.
Prioritize high-revenue work orders to ensure the most profitable jobs are completed first.
Set measurable dollars-per-day targets for technicians to maximize productivity and profitability.
Impact: By keeping technicians focused on high-value tasks, contractors can achieve faster growth without increasing headcount.
4. Streamline Invoicing to Accelerate Cash Flow
For contractors looking to grow, cash flow is essential for growth and reinvestment. Top performers who use ServiceTrade’s invoicing solutions pre-bill whenever possible and automate pricing and contract management to reduce delays in sending invoices to customers. The platform makes it easy to standardize pricing for contracts, enabling faster invoicing and ensuring that revenue flows steadily.
Actionable Steps:
Pre-bill where applicable to improve cash flow and avoid billing delays.
Automate contract pricing to eliminate manual errors and speed up the billing cycle.
Leverage accounting integrations to quickly transmit accurate work order data without manual data entry.
Show the customer what they’re paying for with online work summaries and invoices that show the customer how you keep their facility safely operating.
Impact: By reducing the time from job completion to payment, contractors can reinvest revenue more effectively, fueling growth .
5. Leverage Data for Strategic, Data-Driven Growth
ServiceTrade allows contractors to measure performance with real-time data and insights, enabling you to make informed, strategic decisions. From tracking technician productivity to understanding which services generate the highest margins, data-driven insights are key to identifying opportunities and refining operations for peak efficiency. Contractors like Guardian Fire Protection have used ServiceTrade’s metrics to set benchmarks and improve profitability systematically.
Actionable Steps:
Monitor technician performance and job profitability to identify high-performing team members and profitable services.
Use real-time data to benchmark results, ensuring every service aligns with growth objectives.
Adjust scheduling and service priorities based on data insights to optimize resource allocation.
Impact: Data-backed decision-making allows contractors to grow with confidence, minimizing risks and maximizing returns with each job.
Ready to accelerate growth with ServiceTrade?
High-growth contractors achieve success not by adding complexity, but by using streamlined operations to maximize output and focus on value. The ServiceTrade platform—from invoicing automation to pull-through revenue capture and scheduling optimization—helps contractors deliver exceptional service while reducing costs and improving revenue consistency.Ready to see how ServiceTrade can help you achieve faster, sustainable growth? Book a demo today and discover the platform that empowers top performers in the industry.
10 Ways to Boost Efficiency with Mechanical Service Software
As a mechanical contractor, you’re constantly juggling the demands of your team in the field, clients with high expectations, and a need to maximize productivity while reducing costs. Keeping track of all the moving parts can quickly become chaotic. But with the right software, designed specifically for mechanical contractors, the chaos can be streamlined, and your efficiency can skyrocket.
Here are 10 ways the right software can help you boost efficiency and productivity.
1. Optimized Scheduling and Dispatching
Before software: Scheduling is often a manual process, with dispatchers juggling phone calls, emails, and spreadsheets to send technicians to job sites. This can result in inefficient routes, unnecessary windshield time, and technicians arriving unprepared for the work.
After software: Advanced scheduling tools built for mechanical contractors help you assign the right technician to the right job at the right time. Software reduces technician downtime by considering skills, certifications, location, and availability, ensuring efficient dispatching. With features like GPS integration, contractors can optimize routes, minimizing windshield time and maximizing billable hours.
Productivity impact: With optimized scheduling, you can dramatically decrease travel time and ensure your technicians are more productive in the field.
2. Access to Complete Work Order Information in the Field
Before software: Technicians often arrive at job sites without full context, missing important information like service history, asset details, or notes from previous jobs. They may need to call the office or waste time looking for paperwork, delaying their work.
After software: With mobile apps built for the field, technicians have instant access to everything they need—work order details, customer history, and even photos or videos from previous visits. This means less back-and-forth communication with the office and more time focused on the actual work.
Productivity impact: Technicians can complete jobs faster, with fewer errors, and without being distracted by missing information.
3. Faster and More Accurate Documentation
Before software: Paperwork is often a slow and tedious process for technicians. They might complete forms at the end of the day or week, leading to errors, incomplete information, or delays in invoicing. Handwritten notes can also be difficult to interpret.
After software: With field service management software, technicians can completetask lists, take photos, and record videos directly from their mobile devices. This data is automatically synced with the office, ensuring accuracy and quick access to documentation.
Productivity impact: By digitizing documentation and tasking checklists, contractors can speed up invoicing, reduce errors, and eliminate redundant administrative tasks, resulting in faster payments and improved cash flow.
4. Improved Communication Between Field and Office
Before software: A lot of time is wasted when technicians in the field have to call the office for job details, report issues, or get clarification on work orders. This “phone call rodeo” is not only inefficient but also disrupts both the field and office staff.
After software: With real-time communication tools, technicians can instantly update job statuses, report equipment issues, or request parts. The office, in turn, has full visibility into the technician’s progress, making it easier to manage workflows and keep clients informed.
Productivity impact: With smoother communication, your team can reduce downtime, avoid costly callbacks, and increase technician productivity.
5. Reduced Repeat Visits and Callbacks
Before software: Callbacks happen when technicians arrive on-site without the proper tools or parts, or when the job wasn’t completed correctly the first time. This leads to multiple visits, wasted time, and unsatisfied customers.
After software: With software specifically designed for mechanical contractors, you can track parts, schedule preventive maintenance, and ensure technicians have all the information and materials they need to do the job right the first time. Digital checklists and task management tools ensure that all necessary steps are completed before the technician leaves the site.
Productivity impact: Reduced callbacks mean more satisfied customers, increased revenue per technician, and less wasted time on follow-up visits.
6. Streamlined Inventory and Parts Management
Before software: Without proper inventory management, technicians may show up to job sites without the parts they need. They might have to leave and return later, delaying the work and frustrating the customer.
After software: Specialized software allows contractors to track inventory levels in real time, so technicians know exactly what parts are available. When stock runs low, the system can trigger reordering to ensure there’s always enough supply.
Productivity impact: With better parts management, technicians can complete jobs faster, and contractors can reduce job delays caused by missing parts.
7. Enhanced Customer Satisfaction
Before software: Customers expect clear communication, timely service, and accurate invoices. When this doesn’t happen, it can lead to customer dissatisfaction, disputes, or even lost business.
After software: Field service management software allows contractors to provide transparency to their customers. With automated job status updates, digital reports, and clear invoices, customers feel more in control and are more likely to trust your service.
Productivity impact: Improved customer satisfaction leads to repeat business, stronger client relationships, and a better reputation in the marketplace.
8. Data-Driven Decision Making
Before software: Without proper data, it’s hard for contractors to analyze technician performance, track the profitability of service contracts, or optimize their operations. Decision-making is often based on intuition rather than solid metrics.
After software: Software designed for mechanical contractors provides real-time reporting and analytics, giving contractors insights into technician utilization, job performance, profitability, and more. You can see which areas need improvement and make data-driven decisions to enhance your business.
Productivity impact: Data insights help contractors optimize performance, reduce costs, and maximize revenue potential.
9. Empowered Technicians
Before software: Technicians may feel frustrated by inefficient processes, a lack of tools, or constant disruptions from the office. This can lead to technician burnout and high turnover.
After software: By giving technicians the right tools—like mobile apps that streamline work orders, real-time access to service history, and efficient communication systems—you empower them to do their jobs more effectively and enjoyably. With less time spent on administrative tasks and more focus on skilled work, technicians are more likely to feel satisfied in their roles.
Productivity impact: Empowered technicians are more productive, deliver higher-quality work, and are less likely to leave your company.
10. Faster Billing and Quoting
Before software: After completing a job, there’s often a delay in submitting paperwork, which leads to a delay in billing the customer. Inaccurate or incomplete documentation can result in disputes or payment delays.
After software: Field service software allows technicians to submit job documentation immediately, and the office can generate invoices and quotes faster. This reduces billing cycles and helps contractors get paid sooner.
Productivity impact: Faster billing improves cash flow, while accurate quoting helps win more business and reduce customer disputes.
The transition from manual, fragmented processes to using specialized software is a clear path to increased efficiency. By optimizing scheduling, improving communication, streamlining documentation, and empowering technicians with the right tools, you can improve your bottom line and create a more sustainable business model.
Want to see how ServiceTrade can help you boost productivity? Book a demo.
3 Game-Changing Benefits of Tasking for Mechanical Contractors
Mechanical contractors face the daunting task of managing and servicing a wide variety of equipment assets, each with its unique maintenance requirements. Traditionally, this involves manually setting up and managing maintenance schedules—a process that’s not only time-consuming but also susceptible to errors. Technicians often arrive on-site with limited guidance, relying on outdated notes or office callbacks to figure out what needs to be done. This lack of clear direction can lead to inefficiencies, missed tasks, and inconsistent service quality, jeopardizing customer relationships and increasing the risk of non-compliance with service agreements.
Tasking, a new, powerful ServiceTrade feature, transforms this chaotic process by automating and streamlining maintenance scheduling. Tasking ensures that every maintenance activity is scheduled, tracked, and executed with precision. It provides technicians with clear, actionable instructions tailored to each piece of equipment’s specific needs, reducing errors and ensuring consistent, high-quality service. Explore three big ways tasking empowers mechanical contractors to optimize their operations and deliver better results.
1. Tasking Automates Maintenance Schedules to Eliminate Errors and Save Time
Manual scheduling is labor-intensive and fraught with the risk of human error. Tasking eliminates these challenges by automating the scheduling process. These templates are tailored to the unique needs and life cycles of various asset types, ensuring that every maintenance task is aligned with the asset’s specific requirements. By automating this process, Tasking not only saves time but also reduces the likelihood of missed tasks, leading to more reliable and efficient maintenance operations.
With tasking, you can streamline your maintenance scheduling, allowing your team to focus on delivering top-notch service without the burden of manual, error-prone scheduling.
2. Tasking Empowers Technicians with Clear, Detailed Task Lists
Technicians often face the challenge of deciphering what needs to be done once they arrive on-site. Tasking solves this problem by providing clear, step-by-step task lists that are specific to each asset’s current maintenance stage. These instructions ensure that technicians, regardless of their experience level, can perform their tasks accurately and efficiently. By equipping technicians with precise guidance, tasking helps reduce downtime, prevents errors, and ensures that maintenance is completed correctly the first time.
Tasking gives your technicians back more time to do what they do best and the clarity they need to excel, ensuring consistent service quality and boosting overall operational efficiency.
3. Tasking Enhances Asset Visibility and Contract Compliance Through Comprehensive Record-Keeping
Maintaining accurate service records is crucial for tracking maintenance history, ensuring compliance, and making informed decisions. Tasking provides real-time updates and a complete history of each asset, giving you full visibility into past maintenance activities and current asset status. This comprehensive asset management capability, a component of broader mechanical project management software solutions, empowers you to make informed decisions about maintenance, repairs, and replacements. This level of detail helps prevent overlooked tasks and reduces the risk of non-compliance with service agreements. With Tasking, you can confidently maintain compliance and strengthen customer relationships.
Stay informed and compliant with real-time data and detailed asset histories, ensuring your maintenance operations are always up to standard, providing exceptional service to your customers.
Ready to empower your business with tasking?
By integrating tasking into your operations, you can transform your maintenance processes, reduce risks, and deliver consistently high-quality service to your customers.
Don’t Sweat the HVAC/R Stuff: The Importance of Preventive Maintenance
In the world of commercial HVAC/R companies, ensuring the smooth operation of your customers systems is your bread and butter. But even as some of you are still braving sub-freezing temps, summer is fast approaching – and with it, the need for reliable cooling solutions. Here in Texas, we’ve already seen 80-degree weather, reminding us that now is the time to prepare.
Fielding calls from clients during scorching summer Friday afternoons can be a real hassle. That’s why it’s time to shift your focus from being merely “on demand” to becoming truly “in demand.” This shift lies at the heart of commercial HVAC, particularly in terms of preventive maintenance. To execute this transition effectively, contractors need to prioritize a client-centered approach, utilizing customer asset data to gain a comprehensive understanding of their systems.
While the reactive nature of “on-demand” service may address immediate needs driven by costly recalls, constant emergencies, and price sensitivity, embracing an “in-demand” model means taking proactive steps. This includes securing profitable contracts, ensuring first-time fixes, and preventing problems before they spiral into crises. By tackling potential issues early on, we can aim for those coveted first-time fixes (fingers crossed that the supply house has the necessary part) and, ideally, avoid those dreaded after-hours phone calls.
Such an approach not only nurtures repeat business and fosters long-term relationships but also elevates customer satisfaction levels. Ultimately, it streamlines operations, paving the way for sustainable growth and success.
I firmly believe that every HVAC/R service business should prioritize preventive maintenance, particularly when considering the benefits it brings to our customers, who are integral parts of our communities: retail stores, schools, hospitals, banks, and offices.
Preventive Maintenance
Software that tracks maintenance history and predicts potential issues helps anticipate and mitigate future expenses.
Addressing common issues before they escalate into emergencies saves time, money, and headaches down the line.
Tasks such as cleaning coils, checking compressor amps, and changing belts play a crucial role in finding deficiencies before they affect your customers.
Having software that remembers maintenance schedules is key to ensuring no task is overlooked.
Streamlined Scheduling with Preventive Maintenance
Prioritizing preventive maintenance leads to less emergencies and more efficient scheduling.
Setting up recurring maintenance visits ensures that every component of your clients’ HVAC/R systems receives the necessary attention to remain in top-notch condition.
Software that automates scheduling and tasking reminders is essential for maintaining consistency and reliability in maintenance routines.
Optimizing Performance through Preventive Maintenance
Preventive maintenance goes beyond just fixing problems; it’s about optimizing performance.
Clean and well-maintained systems maximize energy efficiency, prolong equipment lifespan, and ensure consistent comfort for your clients.
Building Trust with Reliable Service
Reliable service speaks volumes and fosters trust and loyalty with clients.
Prioritizing preventive maintenance demonstrates commitment to keeping systems running smoothly and minimizing downtime.
Leveraging software for transparent communication, timely responses, and consistent service delivery strengthens client relationships and enhances reputation.
As we brace ourselves for the summer months and the demands they bring, let’s not forget the importance of preventive maintenance in keeping our cool. After all, nobody wants to be caught in a sweltering office with no cooling – talk about a heat-induced meltdown!
So let’s channel our inner weather forecasters and predict those breakdowns before they rain on our parade. With ServiceTrade by your side, you will be the knight in shining armor, rescuing our clients from HVAC/R chaos one task check at a time. Together, let’s ensure that when it comes to staying cool, we’ve got it in the bag – or should I say, the refrigerant tank!
Stay cool,
Aaron Mims
Industry Shifts: Insights from AHR Expo 2024 for Commercial Mechanical Service Contractors
The AHR Expo 2024 in Chicago brought together commercial mechanical service contractors for valuable insights into the changing landscape. Here are 7 key takeaways that focus on enhancing efficiency, strengthening customer relationships, and staying on top of industry advancements, including AI.
The ServiceTrade team at AHR Expo 2024
1. Operational Efficiency for Sustainable Growth
Efficiency emerged as a central theme, urging contractors to streamline operations strategically. The emphasis was on adopting smart tools not just for technology’s sake but as a practical strategy for sustained success in an industry marked by constant change.
2. Elevating the Customer Experience is Critical
Amidst the industry’s digital transformation, the focus on customer interactions was undeniable. Contractors were encouraged to provide tailored solutions that go beyond meeting expectations. This customer-centric approach is not merely a trend but an essential strategic move in cultivating long-term relationships.
3. Strategic Approach to Securing Maintenance Contracts
The spotlight was on securing profitable maintenance contracts. It’s not just about immediate gains but about fostering partnerships that benefit both contractors and clients in the long run.
4. Simplifying Project Management for Enhanced Agility
Seamless integration of operational tools emerged as a solution for simplifying project lifecycle management. The goal is not just operational efficiency but increased agility—a crucial capability that allows contractors to adapt swiftly to changing project dynamics and industry trends while meeting the project’s financial goals.
5. Embracing Mobility for On-Site Decision-Making
The shift towards mobile solutions in the field is more than a technological trend; it signifies a fundamental change in how work is executed. Mobile capabilities, including those offered by ServiceTrade, empower field teams for on-site decision-making and collaboration, aligning with industry trends.
6. Data-Driven Decision-Making for Strategic Planning
Data-driven insights were underscored as a key strategy for informed decision-making. In an era abundant with digital information, contractors, including those leveraging tools like ServiceTrade, can harness data to identify trends, optimize resource allocation, and make decisions aligned with long-term business goals.
7. Technological Adaptation for Future Resilience
The overarching theme of AHR Expo was the necessity for technological adaptation to future-proof businesses. Embracing innovative tools, such as ServiceTrade, isn’t just about staying current but positioning oneself for success in the dynamic and evolving landscape of commercial mechanical services.
In conclusion, the biggest takeaway from AHR Expo encourages commercial mechanical service contractors to reflect on the strategic integration of technology. The emphasis on customer-centricity, operational efficiency, and forward-thinking approaches, with practical tools like ServiceTrade, provides a roadmap for navigating growth in the practical realities of the digital era. As we collectively shape the future of the industry, these insights serve as practical guides for contractors aiming for sustained success.
