Daybook
Heating & cooling (HVAC)
Daybook runs a heating and cooling company end to end: a request becomes a booked service call, the tech quotes at the data plate from your own price list, and the service call report, the tune-up sheet and the commissioning sheet are filled in on the phone — the fault code, the safety check, the start-up readings. Then the invoice, the maintenance plan that bills itself, and GST/HST by province.
The rules the trade lives under
The service call report asks whether the safety check passed — CO, gas leak, venting — and whether the unit was left running. The commissioning sheet has the gas pressure, the combustion and CO test and the venting ticked at start-up. On Crew and up.
An install does not close without the new unit’s model and serial, the start-up checks, whether the warranty was registered, the photographs of the unit, the data plate and the venting, and the customer’s sign-off. The sheet has a place for the permit or inspection number.
A quote signed at an Ontario client’s home shows them their right to cancel for 10 days, and their copy is emailed with the last day to cancel. A furnace, air conditioner, water heater or duct cleaning quote opens with the province’s cover page.
FLHA forms in the crew app, on Crew and up: the hazards, the controls, the conditions and the techs on site, filled in on the phone at the start of the day and filed on the job the moment they land.
Daybook names these so you can see where it helps. It is not a compliance product: it does not pull a permit, book an inspector, register a warranty, log refrigerant or check your work against the code. The sheets record what you did, the hazard assessment is yours to fill in, and the inspector and your province have the last word.
Three things that go wrong
The furnace is out, the customer has rung twice, and the office is working out who is closest from a whiteboard and three text threads.
In Daybook A request becomes a booked service call from one board, with the day’s route planned from the same place. The customer gets an arrival window, and an On my way text that names who is coming.
The second trip starts with a phone call back to the office: what is in that house, how old is it, and what did the last tech find?
In Daybook The unit stays on file at the address — make, model, serial, the year it went in, the warranty — and the service call report keeps the fault code, the parts and the readings, so the tech arrives knowing what is there.
Forty maintenance customers in a spreadsheet, a reminder that depends on somebody remembering in September, and renewals that quietly lapse.
In Daybook Put a client on a maintenance plan and the visits go on the schedule and keep coming, the plan bills itself, and one page shows who renews in the next 30 days and which equipment is due for service.
The brief
A job is a week of emails, texts, notes and updates from the crew. Daybook files each one on the job it belongs to and writes the brief: the gate code, the deadline, what the customer asked for, what you owe them and what they owe you — rewritten whenever something new arrives.
The brief and the AssistantTexting comes with the top plan of every rate card (Company, for a trade), from a verified toll-free number of your own.
A real capture of a contractor’s job. Daybook wrote every line of this brief from the messages on the job; only the five teal labels are added. A camp gets the same brief on a booking, a property manager on a work order.
The gate code, pinned. Said once in an email, and now at the top of the job for the crew.
The deadline. What is time-sensitive, and by when.
What the customer asked for. Each request, with the message it came from.
What we owe, and the next step. One next step, and a button that starts it.
What the customer owes. So nobody chases the wrong person.
Real captures of a contractor’s job. Daybook wrote every line of this brief from the messages on the job. A camp gets the same brief on a booking, a property manager on a work order.
On top of everything Daybook does for every one of its 44 trades — the full list is here — heating and cooling gets its own shape. A visit is a service call, not a site visit; the button says Book a service call; and the drafts, the replies and the job summaries say no heat and no cool, data plate, BTU and tons, temp rise, static pressure and change-out the way a furnace tech does.
The service call
Every request lands on one board with its service type — a furnace, a heat pump, a new system, a tune-up — and one button: Book a service call. The tech diagnoses at the data plate and quotes on the spot; when the call is done, the next step is Mark won.
The price list
A furnace tech quotes from a price list, not an estimator — so yours starts labelled: the diagnostic and the after-hours call, furnace, AC, heat pump and boiler tune-ups, maintenance plans, installs with the labour beside the unit, parts from igniters to blower motors, refrigerant by the pound, line set and duct by the foot. Your own prices go on it, and every quote and invoice reads from it.
The paperwork
A service call report with the unit, the fault code, the parts and the safety check. A maintenance and tune-up sheet, one per system. An install and commissioning sheet with the start-up readings, the permit and the warranty. They attach themselves to the right jobs, and the last one will not let an install close unfinished.
Equipment and plans
Every client has an equipment list: the furnace, the air conditioner, the heat pump at each address, with its model and serial, the year it went in, its warranty and when it is next due. Sell a maintenance plan on top — a furnace tune-up every fall and an AC tune-up every spring, say — and the visits go on your schedule and keep coming, and the plan bills itself.
Safety on site
Pick the job and the address and the techs come with it; the day’s conditions, each task with its hazard and its control — submitted from the phone at the start of the day and on the job’s record the moment it lands. Then clock-in, the sheets and the photos, with no signal if it comes to that.
Getting paid
The invoice is raised off what was agreed at the data plate — or by stage on a long install. With a Stripe card reader, the tech takes a card or Interac debit before the truck leaves. For the rest, a reminder you set once does the following-up, with a Pay Now link; e-transfers are matched to their invoices for you to confirm.
The techs
Field seats are free and unlimited on Crew and Company, so every tech and apprentice has the app: the day’s calls, clock-in, the FLHA, the sheets, the photos — and the office sees it the moment it lands.
The economics
Most field-service software charges by the head, in another currency. Daybook charges the office seats, in Canadian dollars, and leaves the people in the furnace room alone.
| Workflow | Field-service platforms priced per user | Daybook |
|---|---|---|
| Currency | Often billed in US dollars — the exchange rate and your card’s foreign fee ride along. | Canadian dollars. Every plan, every add-on, printed on the pricing page. |
| The techs | Typically an extra monthly fee for every field user past the plan’s cap. | Field seats free and unlimited on Crew and Company — every tech and apprentice gets the app. |
| Heating and cooling tools | A generic job form; the model and serial live in a photo on somebody’s phone. | The service-call shape, a labelled price list, three furnace-tech sheets, the unit on file at the address, and maintenance plans that book and bill themselves. |
| Canadian tax and mileage | Usually an accounting add-on, or by hand. | GST/HST by province on every invoice, the Sales Tax report, a mileage log at your own rate, receipts read for you. |
| Your website | Usually a separate builder, or a designer. | A heating and cooling site template on every plan, with a maintenance-plans page and a book-a-service-call form that mints a real request. |
Nothing here is a discount, and there is no setup fee.
Heating and cooling runs on the trades rate card — every plan the same app, the office seats counted and the techs free from Crew up. Solo $99 / Crew $249 / Company $449 a month CAD. Office seats included on every plan. Field seats are free and unlimited on Crew and Company. Crew and Company include selling online, and Company also includes your own domain and texting — a plan without them can add them.
Switching
There is no importer for another product’s export, and the page does not pretend there is. What there is gets a heating contractor running in an afternoon.
Upload a CSV or paste it in — names, phones, emails, addresses — and the clients are there. A QuickBooks client list imports straight across.
The heating and cooling price list is already labelled, from the diagnostic to refrigerant by the pound. Type your own prices in — or, on Crew and up, scan a supplier invoice and the price book fills with your real costs.
The heating and cooling template is already written for the work, with a maintenance-plans page — your photographs and your words go in, and the book-a-service-call form drops requests straight into Daybook.
Yes. Set up the plans you sell with their price, how often they bill and the visits they include, and put a client on one from their profile: the visits go on your schedule and keep coming, and the plan bills itself. One page shows your members, what plans bring in each month and who renews in the next 30 days.
No. The install and commissioning sheet has a place for the permit or inspection number and asks whether the warranty was registered with the manufacturer — and the install does not close until that is answered. Pulling the permit and registering the warranty stay with you.
No. The commissioning sheet has you tick that the refrigerant charge was weighed in, and the tune-up sheet that it was checked. The record of what was recovered and charged, by weight, stays in your own log.
Yes. With a Stripe card reader, anyone in the field you have allowed to take payment can charge an invoice for a job they are on — tap, insert or Interac debit — and the payment lands on the invoice by itself. Cash and cheques are recorded on the spot.
Nothing on Crew and Company — field seats are free and unlimited. The office seats are what is counted, and the pricing page prints exactly how many each plan includes.
Clock-in, checklists and photos work with no signal and file themselves when the signal returns. The office sees them the moment they land.
Your own calls beat any feature list — start the trial, book one, mark it done and see what the job page already knows.
14-day free trial · No credit card · Bring your client list