How do HVAC contractors document refrigerant charges and system readings in software?

Bit & Grain's Service Log lets you record refrigerant type, amount added, superheat and subcooling readings, system pressures, and diagnosis notes against each service visit. You can attach photos of the nameplate or gauges. The log stays on the job record for future service history.

What is the best HVAC software for tracking parts and supply house orders?

Bit & Grain's Suppliers feature keeps records for every HVAC distributor and supply house: contact info, account numbers, and lead times. When you place a parts order, you snap the supply-house receipt in Grain AI and every line item is assigned to the right job.

How do HVAC contractors manage seasonal maintenance contracts and recurring tune-ups?

Bit & Grain's Scheduling feature lets you set up recurring service events per customer: spring tune-ups, fall changeovers, filter-change reminders. Each recurring event generates a service-log entry you fill in on site, building a full maintenance timeline for each system.

Can small HVAC contractors compete with companies using Housecall Pro or ServiceTitan?

Yes. Bit & Grain gives small HVAC contractors the same core capabilities at $29/mo: route planning, service log, install estimates, supplier tracking, and equipment records. Housecall Pro starts at $79/mo with features locked behind higher tiers. Bit & Grain is built for owner-operators.

Built for HVAC pros

HVAC business management, service to install.

Whether you're running emergency service calls or installing new systems, Bit & Grain handles HVAC workflows end to end.

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HVAC technician servicing an outdoor condenser unit

Made for HVAC workflows.

Curated features that match how HVAC work actually runs, service routes, install estimates, supplier coordination, and equipment tracking.

Route Planning

Plan service-call routes across multiple stops. Mileage logs and customer info routed to the truck for the day.

Service Log & Change Orders

Document every visit, diagnosis, refrigerant added, parts replaced, system readings, and add scope-change line items signed on the spot.

Equipment Tracking

Track shop and truck inventory, recovery machines, gauges, vacuum pumps, leak detectors, refrigerant cylinders, across maintenance schedules and vans.

Estimates & Invoicing

Build line-item install estimates with equipment + labor + ductwork breakdowns. Convert approved quotes straight into invoices with Stripe payments.

Suppliers

Track HVAC distributors, refrigerant suppliers, and ductwork vendors, reorder catalogs, lead-time notes, and account terms per supply house.

Why HVAC pros choose Bit & Grain.

Service to install, one tool for both modes

HVAC bounces between emergency service runs (route + service log + parts) and multi-day installs (estimates + supplier orders + change orders + final commissioning). Bit & Grain handles both modes, owner-operators and small HVAC crews running 1 to 5 person businesses get the same surface as bigger shops.

Every HVAC workflow in one place

Service tickets, install estimates, supplier orders, maintenance-contract scheduling, AND seasonal tune-up routes, without bouncing between Housecall Pro, QuickBooks, a manufacturer portal, and a paper tag-and-bag system.

AI handles the receipt and parts grind

Snap a photo of any supply-house receipt and Grain AI logs vendor, amount, items, and maps each line to the right job. Less time on the dashboard at the end of the day, more billable hours and clean tax-ready books.

How an HVAC contractor uses Bit & Grain from emergency call to full install.

Carlos runs a two-tech HVAC business in suburban Texas. Here is how a week that starts with an emergency service call and ends with a full system install moves through Bit & Grain.

1
Emergency service call on Monday
A homeowner calls at 9 AM: the air handler is not cooling. Carlos opens Bit & Grain, creates a service job, and adds the address to his route. He arrives, runs diagnostics, and logs the refrigerant readings, low-side pressure 40 psi, high-side 250 psi, 2 lbs R-410A added, into the service log on his phone. He snaps the supply-house receipt from the refrigerant cylinder purchase in Grain AI chat and the cost assigns to the job automatically.
2
On-site diagnosis and change order
Carlos determines the evaporator coil is failing and quotes the homeowner a coil replacement. He creates a change order in Bit & Grain with the parts and labor cost. The homeowner approves it digitally from their phone. Carlos orders the coil from his distributor and notes the lead time in the job.
3
Full system install on a separate job
Meanwhile, Carlos has a full system install starting Thursday: new 3-ton heat pump, air handler, and ductwork in a finished addition. He builds the estimate in Bit & Grain with separate line items for equipment, refrigerant, ductwork labor, and electrical work. The homeowner approves and pays a 50% deposit through Stripe. On install day, both techs log their hours on the job from their phones.
4
Final commissioning and invoice
After commissioning, Carlos logs the final system readings in the service log and marks the install complete. He sends the final invoice: original estimate plus any materials added during install. The homeowner pays the balance via Stripe. The whole job, from estimate to paid invoice, runs through one tool.

HVAC business software questions.

HVAC business software questions

What does it really cost to run an HVAC business?

Refrigerant, parts, truck maintenance, insurance: plug in your numbers and see your true overhead per service call and actual install margin.

Real Cost of Running a Trade Business

See your true overhead per job and actual margin.

Monthly jobs

How many jobs you complete per month on average

Average job size ($)

Average revenue per job billed to the client

Monthly fuel costs ($)

Monthly tool replacement ($)

Monthly insurance ($)

Overhead per job$106

Margin per job$1,394

Margin percentage92.9%

Break-even jobs per month1jobs

Monthly net revenue$11,150

Overhead includes fuel, tool replacement, and insurance only. Labor costs, materials, and other expenses vary per job and are not included here.

Coming from Housecall Pro? See how Bit & Grain compares →

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