HVAC

Software for HVAC businesses

Service contracts, urgent dispatch, and equipment history all in one platform. Built for Danish ventilation, cooling and heating operators — from solo technician to larger service firms.

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30%

less driving

100%

equipment history

60 sec

invoicing

Service contracts + urgent callouts = an impossible calendar

HVAC businesses live on two things: recurring service agreements (typically one annual checkup per unit) and urgent callouts (a unit has stopped working, the customer is under pressure). When an urgent case lands at 9:30 AM, you have to decide in seconds which technician can drop their day — and you need to know which van has the right spare parts.

On top of that you have to track unit serial numbers, warranties, last service date, and which filters or parts were swapped. If you use Excel and a whiteboard, you already know things slip through — typically right before a 25,000 kr unit fails because the annual service was forgotten.

A system that coordinates both service and dispatch

Clientflow tracks your contracts, equipment and callouts — and lets you dispatch technicians in seconds, with full context on customer, unit and history.

Service contracts with annual cadence

Set up annual service visits per unit — or biannual for larger ventilation systems. The system schedules visits automatically and reminds the customer in good time.

Fast dispatch on urgent cases

Incoming calls can be plotted directly onto a free technician. See in real time where all your vans are, and dispatch the nearest one — without breaking the planned route.

Invoicing per service or per callout

Service agreements are invoiced per visit, per season or every Nth visit, urgent visits are billed by the hour, and separate invoices for parts. All integrated with Dinero and Billy.

Features built for the HVAC industry

Equipment register per customer

Each unit (heat pump, ventilation, refrigeration) is registered with serial number, brand, install date and warranty. The full service history is tied to the unit — not just the customer.

Service history that follows the unit

When a unit changes owner or building, the history follows. Practical for rental properties, project sales, and service of legacy installations.

Parts tracking in the van

Each technician has their van inventory in the app. When a filter swap is booked, the system can confirm the part is in stock — or order it for next-day delivery.

Service report at every visit

Technician fills out a standardized report at the visit: measurements, filter status, deviations. Generated automatically as PDF for the customer — important for both quality assurance and energy reporting.

Mandatory inspections

Set reminders for mandatory inspections (refrigeration above 1 kg refrigerant, fire and ventilation in public buildings). The system reminds you — not just the customer — that it's due.

Equipment fleet and reports

See your full installed base by brand, age and contract status. Better quotes, better follow-up, and a way to identify customers ready for replacement.

Integrates with your accounting and customer requirements

Direct connection to Dinero, Billy and MobilePay. Service reports can be exported as PDF — important for utility companies, public sector customers and customers with ESG requirements.

Pricing with no commitment

All plans include a 14-day free trial. You only pay for active technicians.

Starter

Solo technician or very small teams

199kr/mo+99 kr per user, including the first

Features:

Unlimited customers and service agreements
Recurring service intervals
Mobile app and day plan
Route optimization
Automatic invoicing
Customer portal

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Professional

Growing HVAC firm with 1-3 technicians

699kr/mo+129 kr per user, including the first

Everything in Starter, plus:

Lead module with quote pipeline
Facebook/Meta lead import
Telephony integration (two-way SMS & calls)
Reports & analytics

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Enterprise

Established service firm with 3-50+ technicians

1,199kr/mo+229 kr per user, including the first

Everything in Professional, plus:

AI assistant with no weekly limit
7,500 AI credits included
HR module (sick leave, vacation, complaints)
Workflow automation
GPS tracking (99 kr/tracker/mo)
Priority support

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Frequently asked questions

Can the system handle equipment-based service?

Yes. Each unit (heat pump, ventilation system, refrigeration unit) is registered as its own entity with serial number, brand and service history. Service visits and reports are linked to the unit — not just the customer.

Can I dispatch urgent callouts quickly?

Yes. You can see in real time where all your technicians are, and plot an urgent callout onto the nearest available van. The planned route recalculates automatically, and the customer gets notified.

Does the system track mandatory inspections?

Yes. You can mark a unit as requiring mandatory inspection (e.g. refrigeration above a certain size) and the system reminds both you and the customer well before the inspection is due.

Can technicians log parts usage?

Yes. Each technician has their van inventory in the system, and parts used during a visit are deducted automatically. When stock is low, you can reorder — or the system can do it for you.

Can the customer see their service history?

Yes. If you enable the customer portal, the customer can see their own history, upcoming service agreements and callout status. Practical for customers with multiple buildings or units.

Is there a commitment period?

No. You can cancel at any time — no commitment, no hidden fees.

Ready to see
your full installed base?

Try demo and see how your firm can coordinate service, dispatch and invoicing from one place. No commitment.

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Software for HVAC businesses

Service contracts + urgent callouts = an impossible calendar