Field Super Intelligence for commercial HVAC
FieldSI runs the whole service call for commercial HVAC companies: dispatch, the tech's phone, quotes, close out, billing, maintenance agreements and truck stock. One system, set up the way a service shop actually works, with AI agents built in to keep track of it all. Powerful underneath, simple to run.
I'm JR Reynolds. I own and run an HVAC service business, and I built FieldSI to run it. The screens are built around how we dispatch, quote, close out and bill every day.
Dispatch board
Who is where, how full each day is, how much work each tech is carrying, and what is waiting for a slot. The board does the math so dispatch does not have to.
1234567Under each name in plain words: On WO 1050, Driving to WO 1059, Paused, Available, Clocked out, with time since the status changed.
Every lane shows hours booked of hours available, like 7.5 / 8 h. Time off comes out of the shift, and an Over chip appears when the day is overbooked.
After five hours worked with no meal logged, the lane flags Lunch lockout and the board refuses new work for that tech.
Three tabs with counts: jobs waiting for a slot, jobs the tech finished that are ready to close, and jobs completed that day.
Jobs waiting on parts, a quote or warranty fold away with a count, one tap to show them.
SVC, Q, PM and NTE tags, Urgent and Parts chips, and how many days old an unscheduled job is.
Blocks change color for scheduled, en route, on site, paused, waiting on parts, urgent and completed.
A badge on each lane shows that tech's open work in hours. It turns red when more is due this month than the tech has hours for.
Tap the badge for hours due this month, hours already on the board and hours available after time off, with a meter and the working day count.
Open jobs grouped as in progress, paused, scheduled, unscheduled, waiting on parts, waiting on customer, waiting on scheduling and return trips, each with a count and hours.
The backlog counts jobs that have no hours yet and marks each one, so nothing hides as zero.
The toolbar sums what is on screen: visits, unassigned jobs, visits running late today, and booked hours as a percent of capacity.
When a tech taps 30 min left, the lane reads Wrapping up, free about 11:30 AM, and shows his next job with on time, early or late.
Unscheduled jobs near a tech who is wrapping up rise to the top with the distance and when he will be free.
Blocks that run into each other are flagged Overlap. Jobs on a tech who is marked out are flagged Reassign and gathered in one list.
Mark a tech out sick, PTO, training or an appointment. The lane reads Off today or Out 8:00 to 10:00 AM and refuses bookings in that time.
Planned lunch, lunch and break blocks sit on the timeline, and dispatch cannot book over them.
A plus count on a job shows its helpers. Each helper has their own window, like 4 of 8 h, and moves with the lead.
The week shows each tech's booked hours against the week. The month shows assigned and open jobs, returns, parts and a load bar that turns hot over capacity.
Built for moving fast
Field Super Intelligence
FieldSI is built so AI agents work from the same live data your office does: every job, every tech's hours, every agreement. Some of it runs today. More is on the way, and we label it honestly.
The same backlog numbers the board shows, per tech: open jobs, hours, hours due this month and hours available. One calculation that people and agents read alike.
Snap a receipt, vendor quote or invoice and FieldSI reads it into PO lines, right on the phone.
A summary of the work written at close out from what the tech did or dictated, editable before it goes to the office.
Help for techs in the field on the equipment in front of them, with the unit's model, serial and history at hand.
Watches open work orders and hours, and points out jobs with no estimate, hours running past the budget and tickets missing a work description.
Reads the backlog API to spot techs with more due than the month holds, unassigned work aging in the queue and open time worth filling.
Keeps an eye on every maintenance agreement so PM visits get scheduled, done and billed on time.
Turns a tech's findings and photos into a draft repair quote for the office to price and send.
Simple by design
No consultants, no months of setup. FieldSI was built by a working HVAC shop, so the screens follow the way you already run the day.
Create office users and techs with a role, a team and shift hours. Roles decide who sees pricing and billing.
Enter customers with their sites and the units on each site, model and serial included. Bulk import from a spreadsheet is planned.
Add your rates and parts, then the maintenance agreements you sell, from PM to Full Coverage.
Link your accounting system through one integration layer. QuickBooks is first up.
Techs open FieldSI on the phone they already carry. Dispatch drags the first job onto the board.
For the office
Drag jobs to schedule. Press Ctrl+K to jump to any work order, customer, quote, PO, invoice, phone number or serial.
For techs
Their own jobs, big buttons for En route, On site and Pause, navigation and a call button. No billing, no pricing.
Work orders and findings
Quotes with options
Jump box
Press Ctrl+K and type any WO, customer, quote, PO or invoice number, a phone number or a serial. You go straight there.
Customer portal
Your customers open their quote online, pick an option and tap Approve or Reject. No phone tag with the office.
Security
Techs only see their own jobs. Billing and pricing stay with the office.
Close out and billing
Billing starts from what the tech verified on site. The office shapes the customer copy line by line, and the numbers behind it stay accurate.
12345678910Lines for the office, Invoice for exactly what the customer will see.
The original call is on the invoice, and the office can reword it before billing.
The tech's conclusion flows in as the description of work, ready to polish.
One check writes the cleaned up problem and work performed back to the work order.
Itemize every visit and tech, or fold labor into one line with travel included.
Show each part, or a single material line.
One check keeps the rate off the customer invoice while the hours and dollars stay right.
Description, hours and quantity, and rate on every labor and material line, with reset and delete.
Labor bills at the class rate, standard or contract, and material sells through your margin bands.
The total rides on the button, with a Not yet option to park the job.
Billing charges the time lines the tech or office verified at close out, so nobody retypes a timesheet.
Hours that ran into overtime or double time bill and cost at those rates. Quoted and PM jobs keep their fixed price.
An office only summary shows actual cost, sale price, profit and margin, with labor at each tech's cost rate and material at real cost.
Jobs from an approved quote show labor, material and use tax budgets beside what was really spent.
An issued or partly received PO is flagged on the bill. Receive it now, or add the lines anyway after a confirm.
Quoted jobs show only the scope and price. Time and material is itemized. Not to exceed shows the cap and asks before billing over it.
Each site's tax rate is looked up from its address, frozen on the invoice, and reported by jurisdiction with a CSV.
Credit any part of a billed invoice or add a goodwill line. Tax follows the invoice rate, and the memo is numbered and previewed before it is sent.
Create the invoice and email it in one step, with payment terms and the portal pay link when the customer has one.
Pre billed agreements make one draft invoice per contract each month, one line per visit at its visit price.
A return trip closed after the invoice exists updates that invoice instead of starting a second one.
Cost, margin and use tax never reach the customer invoice, print, PDF or portal.
Tech app purchasing and truck stock
Techs buy parts, snap the receipt and pull from their van without calling the office. Every part ends up on the right job, at real cost.
1234567
8910Issue PO from the job and the work order, site and tech are filled in for you.
FieldSI reads it and fills in the vendor and the lines for the tech to check.
A PDF of a receipt, vendor quote or invoice works too, and stays attached to the PO.
Snap the slip so the office can match it. Received POs without a slip are tagged.
Pick a vendor or type a new name.
Edit what was read, add lines, remove mistakes.
Save issues the PO. Save and receive issues it and receives every line in one tap, with the total on the button.
A job cannot close while a PO on it is not received, has no cost or adds up to nothing.
Parts used from the van are listed with their cost, so the tech sees what Billing will charge.
Time lines are confirmed before completion, and an unfinished line blocks it.
Pull parts from the van or the shop on the phone. They come out of that warehouse and land on the bill. Remove a mistake and it goes back into stock.
Each truck has its own stock with minimums and a target, and shows its value on board and when it was last counted.
Techs count their van and the variances are adjusted on save.
The office gets a morning transfer list to bring each van back up to its minimums.
Parts on tomorrow's quoted jobs are checked against stock ahead of time.
Parts not here yet? The tech taps Can't receive now with a reason: backordered, vendor delivering direct, returned or other. His time is saved and the job waits on parts.
A job waiting on parts stays out of Billing until every PO is received with a cost or cancelled.
Receive to inventory, match vendor invoices, email POs, and find any PO by number, vendor, item or job.
Maintenance agreements
Set up the contract once. FieldSI makes the PM work orders on schedule, bills them the way you sold them, and shows what each contract really earns.
12345678910Active, Renewals due, Visits to schedule and Bills due, one tap each.
Create a season's visits across agreements from one button.
Recurring revenue across active agreements.
Agreements renewing in the next 60 days, with their value.
Bills waiting to be created, with a link straight to Billing.
How far the current season's PM visits have come.
Preventative Maintenance, Full Coverage, Partial Coverage, Labor Only, Sub and Controls.
How many units each agreement covers and how many visits it promises.
The next visit with its season, whether it is scheduled, and when it is due.
On demand, monthly, quarterly, annual, per visit, or mixed, with how many bills are due.
Group units by the months they are serviced, with hours, techs, skill level, a default tech and a visit price per group.
FieldSI builds the groups from the units on the site, by type.
Each unit is Covered or PM only, defaulted from the contract type, with X of Y units covered at a glance.
A service call at a contract site shows which units are covered and which are billable.
Annual value, visits and PM hours a year, the breakdown per group and a month by month billing preview, always in view.
On the 1st of each month FieldSI makes one PM work order per group that is due, unscheduled in the backlog, never twice.
Release next month's PMs now, all of them or filtered by tech, area or customer. The preview shows the count and hours, and the 1st skips what was released.
One draft invoice per contract each month, one line per visit, no sales tax. The PM work order then closes at $0 and carries its line as revenue.
Bill each PM at its group's visit price when it is verified complete.
Set the notice days, 30 by default. Pre billed visits not completed by the day service ends are credited, completed ones are kept.
A checklist item marked Flagged or Failed carries the tech's note and photos. Failed needs both. Customers see findings on the PM report and the portal.
The office turns a finding into a quote with the photos attached and the unit linked. It stays open on the unit until quoted, declined or fixed.
What the contract billed against labor and material cost, with profit and margin, and a flag for jobs whose cost is not known yet.
Term dates, auto renew, response promise and billed so far on every agreement.
Closing a PM with open checklist tasks asks for a reason.
Generated PMs land in the dispatch backlog with their hours, so they count in every tech's month.
Integrations made easy
FieldSI talks to accounting through one integration layer, not a pile of one off connectors. Each system plugs in as an adapter, so adding the next one does not change how you work.
FieldSIAccounting layerHow it works
Tech phone app
Commercial HVAC service companies that dispatch techs, quote repairs, run maintenance agreements and bill for service.
No. The tech app runs in the browser on the phone they already carry.
No. Access is locked down by role. Techs see their own jobs and material cost, never the sell price.
QuickBooks sync is on the way. Ask us about it on a walkthrough.
Request a demo and JR will walk you through dispatch, a quote and a close out the way his own shop runs them.
Call for a walkthrough. JR will show you dispatch, a quote and a close out the way we run them at our own shop.