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HVAC DISPATCH SOFTWARE

HVAC Dispatch Software That Gets You Paid Before the Truck Rolls

PreDispatch is HVAC software that collects the diagnostic fee upfront, cuts no-shows on same-day calls, and keeps every technician, quote and invoice on one modern field service software platform.

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HVAC dispatch software

Stop Losing Money on Canceled HVAC Calls

A no-cool call in July is worth real money — until the customer books three companies and takes whoever answers first. PreDispatch confirms the customer before you commit a truck by collecting the diagnostic fee upfront.

Double-booked customers waste your day

Homeowners call four HVAC companies in a heat wave. Only the prepaid one waits for you.

Peak-season capacity is your scarcest asset

Every wasted trip in August is a paying install you turned away.

Unpaid diagnostics erode margin

Collect the trip and diagnostic fee before the tech leaves the shop.

A Payment-First Workflow Inside Your HVAC Scheduling Software

Instead of hoping the homeowner is still waiting, your dispatcher confirms them first. Fewer dead runs, tighter routes, and a schedule you can actually trust in peak season.
1
Customer requests HVAC service
No cool, no heat, maintenance, or a replacement estimate.
2
Send a secure payment link
Collect the diagnostic fee before sending the HVAC technician.
3
Dispatch with confidence
Your HVAC technician receives a confirmed job with payment status.
PREDISPATCH
Collect the diagnostic fee before dispatch.
Payment Request
$89
Customer
Verified
Job
Ready to dispatch
Dispatch Technician
PreDispatch — Watch a Paid Job Land
LIVE · WATCH A PAID JOB LAND

From SMS to en route
in under 90 seconds.

This is a real PreDispatch job animating in real time. The customer pays on the left, the dispatch board on the right fills itself in — verification, technician assignment, status — without anyone touching a keyboard.

00 · 10 SMS received
PreDispatch
now · sms
Summit Heating & Air via PreDispatch
JOB-4831 · No-cool diagnostic · $89.00
Pay & confirm:
pdis.app/p/4831
Confirm payment
$89.00 USD
Pay $89.00
Payment Successful
$89.00
JOB-4831 · Diagnostic
Paid with
VISA •••• 4242
Close
TODAY'S DISPATCH
Confirmed HVAC Job Pending HVAC Job
PENDING PAID
SERVICE CALL · JOB-4831
$0.00 awaiting customer
Customer verified Ready to dispatch
TECHNICIAN
Awaiting
M
Marcus
2.1 mi · 14 min
STATUS
Awaiting payment
Dispatching…
En Route
CUSTOMER REQUEST
No cool · upstairs unit
1420 Willow Rd · 3-ton split system

Everything HVAC Service Software Should Do — In One Platform

Dispatching, prepaid diagnostics, CRM, technician management, quotes and customer messaging — built around how HVAC companies actually run a season.

Smart Dispatching

Assign no-cool and no-heat calls by zone, priority, and which technician is closest.

Prepaid Diagnostics

Collect the diagnostic or trip fee before dispatch so peak-season slots never go to waste.

Customer CRM

Every unit, filter size, refrigerant type, and past repair stays on the customer record.

Technician Management

Track installers and service techs, maintenance-agreement routes, and on-call rotations.

Quotes & Invoices

Send good–better–best replacement options and invoices the customer approves on their phone.

Real-Time Notifications

Homeowners get an ETA text; dispatch gets a ping the moment a job or payment changes.

Built for Real HVAC Companies

PreDispatch was built around the season HVAC companies actually live — heat-wave call volume, maintenance agreements, replacement quotes, and same-day diagnostics that have to be routed in minutes.

No Cool / No HeatMaintenance PlansSystem ReplacementCommercial RTUs
Emergency No-Cool
Diagnostic fee paid · technician ready
System Replacement Quote
Customer verified · options sent
Spring Maintenance Route
Scheduled · invoice ready

Not Just Another Generic HVAC Software

Most platforms manage the job after the homeowner says yes. PreDispatch confirms the homeowner is still waiting before your technician drives across town.
Generic Dispatch Software
• Basic scheduling tools
• Standard invoicing
• No payment-first workflow
• Still vulnerable to cancellations
• Not designed around same-day HVAC calls
PreDispatch
✓ Payment before dispatch
✓ HVAC-focused dispatch workflow
✓ Customer confirmation system
✓ HVAC technician drive-time protection
✓ Revenue-first dispatch process

How Much Does HVAC Dispatch Software Cost?

Start free. Move to Pro when prepaid diagnostics start paying for themselves — usually in the first week of a heat wave.

STARTER
$0 /mo

Test the PreDispatch workflow on real jobs, free.

Get Started Free
  • ✓Basic dispatching
  • ✓Customer management
  • ✓Payment requests
  • ✓Quotes & invoices
  • ✓Up to 2 HVAC technicians
  • ✓Up to 10 jobs / month
PRO Most Popular
$75 /mo

For growing HVAC companies that want every trip paid for.

Start Free Trial →
  • ✓Unlimited dispatching
  • ✓Payment before dispatch
  • ✓CRM & customer history
  • ✓HVAC scheduling tools
  • ✓Technician management
  • ✓Invoices & quotes
  • ✓SMS & email notifications
  • ✓Reporting & analytics
Pays for itself on one prepaid diagnostic fee.
Elite
Custom

For multi-location HVAC companies and larger fleets.

Talk to Sales
  • ✓Advanced workflows
  • ✓Priority onboarding
  • ✓Dedicated support
  • ✓Multi-location management
  • ✓Custom setup
  • ✓API integrations

Pro & Elite: 4% on service-call payments collected in PreDispatch · 0% on labor billed in-app. No per-HVAC technician seat fees, no contract, cancel anytime. See full pricing →

Start Reducing HVAC Cancellations Today
Use PreDispatch to collect diagnostic fees upfront, route technicians smarter, and protect your peak-season capacity from wasted trips.
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QUESTIONS, ANSWERED

HVAC Software FAQs

PreDispatch helps HVAC companies reduce no-shows, collect diagnostic fees before dispatch, and keep peak-season schedules under control.

By collecting the diagnostic or trip fee before a technician is assigned. Homeowners who called four companies during a heat wave commit to the one they've already paid — so your truck rolls on jobs that are still waiting when it arrives.
Yes. The customer gets a secure payment link by text and pays the diagnostic fee, trip charge, or full ticket from their phone before dispatch. No card-on-site friction, no collection conversation for your tech.
Yes. You can store maintenance-plan customers, tag their equipment, and build recurring spring and fall tune-up routes. Plan members can be exempted from the diagnostic fee automatically.
Yes. Technicians see the address, equipment details, symptom notes, payment status, and navigation, then mark en route, on-site, and complete with one tap. Dispatch sees each change live.
Yes. Dispatchers see every active technician on a live map and assign the closest available tech. On a 40-call August day that's the difference between eight jobs a truck and five.
Yes. You can configure service codes for no-cool and no-heat diagnostics, tune-ups, coil cleans, capacitor and motor replacements, duct work, and full system changeouts — each with its own price, deposit rule, and after-hours surcharge.
Yes. For system replacements you can send a digital quote with tiered options the homeowner reviews and approves online, with an optional deposit collected before the install is scheduled.
Yes. Payments run through Stripe with PCI-compliant security, and PreDispatch works alongside QuickBooks for invoicing and reconciliation — so your books stay clean without double entry.
Starter is free forever with up to 2 technicians and 10 jobs a month. Pro is $75 per month with unlimited dispatching, payment-before-dispatch, CRM, scheduling, and reporting — no per-technician fees. Enterprise is custom-priced for multi-location operations.
Yes. PreDispatch charges 4% on service-call payments collected through the platform, and 0% on labor billed in-app — so the bigger half of the ticket is fee-free. There are no per-HVAC technician seat fees, no setup fee and no contract. Standard Stripe card processing applies separately, the same as any payment provider.
Most shops are live within a day. Add your technicians, set up your service codes and pricing, connect Stripe, and share your booking link. No implementation project, no contract.
We wrote a full buyer's checklist covering dispatch, scheduling, payments, integrations, and what to test before choosing a platform: How to choose HVAC dispatch software .
Still have questions? Talk to an HVAC specialist →