Custom software for HVAC & field service companies.
Replace your dispatch whiteboard, paper work orders, and manual invoicing with software built specifically for how your business runs — not how a generic platform thinks it should.
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What problems do field service businesses run into every day?
Dispatch chaos
Whiteboards, text threads, and spreadsheets fail as your team grows. Jobs get double-booked. Techs waste time calling in for updates. Office staff spend half their day on the phone managing logistics that software should handle.
Paper work orders
Paper gets lost, illegible, or delayed. By the time a work order makes it back to the office, the details are fuzzy. Photos never make it into the record. Customer signatures are nowhere to be found when a dispute arises.
Manual invoicing
Invoices go out days after the job is done — sometimes weeks. Cash flow suffers. Customers wonder where their invoice is. And the office staff doing the data entry is spending hours on something that should happen automatically.
Everything your operation needs. Nothing it doesn't.
Job management
Create, assign, and track every job from a single dashboard. Full status visibility at all times.
Mobile tech app
Technicians complete work orders, log parts, capture photos, and collect signatures from their phone.
Customer history
Every service call, piece of equipment, and past invoice tied to the customer record automatically.
Automated invoicing
Invoice generates when the work order is marked complete. Sent before the tech leaves the driveway.
Scheduling & routing
Assign jobs by zone, availability, and skill set. Minimize drive time. Maximize daily capacity.
Reporting dashboard
Revenue by tech, job type, and time period. Track parts usage, callbacks, and customer retention.
From discovery to launch. Fixed price throughout.
Discovery
We learn how your business actually runs — your dispatch process, your service types, your invoicing workflow. The software is scoped around your operation, not a generic template.
Build
We build your system with a fixed price and a clear timeline. You receive regular updates throughout. AI-assisted development keeps delivery fast without cutting corners on quality.
Launch
We handle data migration, staff training, and go-live support. After launch, our Care plan keeps your software updated and supported as your business grows.
Why are HVAC companies replacing spreadsheets with custom software?
Because the spreadsheet stops being a record and starts being a bottleneck. A dispatch board in Excel works when one person owns it and everyone else asks that person. At eight technicians it becomes a file that three people edit, nobody trusts, and the office reconstructs every morning from text messages.
The switch usually happens after a specific failure rather than a strategic decision. Two techs get sent to the same address. A maintenance agreement lapses because nobody was watching the renewal date. An invoice goes out three weeks late and the customer disputes work nobody photographed. Each of those is a process problem that a general-purpose tool cannot see, because the tool does not know what a work order is.
Custom software is worth considering at the point where the workaround has a name and a person assigned to it. If someone on your staff spends an hour a day re-keying the same information between two systems, that hour is the business case.
What does custom HVAC software do that FieldEdge or ServiceTitan does not?
Less than the marketing on either side suggests, and the honest answer is that for many companies the packaged platforms are the right call. ServiceTitan, FieldEdge, Housecall Pro, and Jobber cover dispatch, mobile work orders, and invoicing well, and if your operation fits the shape they assume, buying is cheaper than building.
The gap shows up in three places. The first is pricing logic that is specific to your company: tiered maintenance agreements, flat-rate books you maintain yourself, or commercial contracts with negotiated labor rates that do not fit a standard price list. The second is work that spans service and something else, like installation project management, fabrication, or a rental fleet. The third is reporting, where owners routinely want a number the platform does not calculate and cannot be made to calculate.
A custom build is not a replacement for all of that. More often it is the layer that holds the parts the platform will not bend to, connected by API to the system that already works.
What should a first build actually include?
Narrower than most owners expect. The first version should cover the loop that touches money: a job gets created, a technician gets assigned, the work gets recorded on a phone with photos and a signature, and an invoice goes out the same day. That loop alone removes most of the delay between doing the work and getting paid for it.
Everything else is a second phase. Maintenance agreement renewals, inventory on the trucks, commission calculations, and customer portals are all real, but each one is easier to scope once the core record exists and your team is already working inside it.
What does it connect to?
Custom software should sit alongside the tools you already pay for, not replace them. These are the connections we build most often for HVAC and field service companies.
QuickBooks
Push invoices, customers, and payments so the office is not entering the same job twice.
Stripe or ACH
Collect payment on the phone at the job site, or send a pay link with the invoice.
Twilio
Automated arrival texts, appointment reminders, and confirmations to reduce no-access calls.
Google Maps
Route optimization and drive-time estimates for assigning jobs by zone and availability.
Supply house catalogs
Pull current parts pricing so quotes reflect what the part actually costs today.
Existing FSM platforms
Read and write against ServiceTitan, FieldEdge, or Jobber where you are keeping them.
How long does it take, and what does it cost?
A focused first build covering jobs, dispatch, a mobile technician app, and automated invoicing typically ships in eight to twelve weeks once the scope is defined. Integrations with QuickBooks, a supply house, or an existing field service platform extend that, mostly because of how those systems handle authentication and rate limits rather than the work on our side.
Cost is fixed before any code is written. Every feature is priced in Kairos Units during scoping, converted to a total, and locked in the project agreement. If you decide mid-project to add a customer portal, that becomes a change order priced the same way, and your original number does not move.
Data migration and staff training are part of launch, not an extra invoice afterward. After go-live, the Kairos Care plan covers hosting, SSL, security patches, and ongoing development.
See how KU pricing worksFrequently asked questions
Can custom software integrate with QuickBooks?
Yes. QuickBooks Online publishes a well-documented API, and pushing invoices, customers, and payments into it is one of the most common integrations we build. The usual pattern is that the custom system owns the job and the work order, and QuickBooks stays the accounting record, so your bookkeeper keeps working the way they already do.
Do we have to replace ServiceTitan or FieldEdge to build something custom?
Usually not, and we will tell you when the answer is to keep what you have. If the platform handles your dispatch and invoicing well and the gap is in reporting, agreements, or a specific pricing model, the cheaper build is a system that reads from and writes to that platform rather than one that replaces it.
How long does it take to build custom software for an HVAC company?
A first build covering jobs, dispatch, a mobile technician app, and invoicing typically ships in eight to twelve weeks once scope is defined. Deeper integrations with accounting, supply houses, or an existing field service platform add time. The timeline is set during scoping, before the project agreement is signed.
Will technicians actually use it in the field?
That depends more on the rollout than the software. The mobile app has to work on the phone they already carry, function with poor signal at a job site, and take fewer taps than the paper it replaces. We scope the technician workflow with the technicians rather than only with the office, because adoption is where most field service software fails.
What happens to our existing customer and service history?
It comes with you. Data migration is part of the launch: customer records, equipment histories, open jobs, and past invoices are mapped into the new system and reconciled before go-live. If the source data is messy, cleaning it is part of the scope rather than something you discover afterward.
What does it cost to build custom software for a field service business?
It depends on scope, but the price is fixed before work starts. Every feature is priced in Kairos Units during discovery and converted into a locked total in the project agreement. There is no hourly billing and no open-ended invoice, and scope added later is quoted as a separate change order.
Let's build your HVAC software.
Tell us about your operation. We will scope a solution built around how your team actually works.
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