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Best hvac technician booking software to grow your business

Smart scheduling, seamless payments, and automated reminders — built to keep your calendar full and customers coming back.

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Your HVAC Technician Business
⭐ 4.9 • Open now
Today's Bookings 8 Jobs
This Week £2,450
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Everything you need to run your hvac technician business

Packed with powerful tools to grow your revenue, streamline your bookings, and boost client retention.

Emergency Call-Out Triage Slots

Keep specific windows for no-heat, no-hot-water, and AC failure call-outs, so urgent jobs don’t wreck your entire diary. Customers can request urgency and symptoms, so you know what you’re walking into.

Service Types with Realistic Durations

Set different booking lengths for boiler servicing, fault-finding, landlord certificates, AC maintenance, and installs. Add buffers for paperwork, bleeding radiators, refrigerant checks, and the inevitable ‘while you’re here’ requests.

Postcode-Based Travel and Call-Out Fees

Define your service area by postcode and build in travel time so you’re not zig-zagging across town. Add distance-based call-out fees for outlying villages or city-centre parking headaches.

Deposit, Invoice, or Pay-on-Completion

Take deposits for larger jobs and parts ordering, or collect payment on completion for call-outs. Reduce the “can you just invoice it?” problem with card payments and automatic receipts sent to the customer.

Customer Notes That Actually Help on Site

Collect details at booking: boiler make/model, fault codes, whether it’s a combi or system, access instructions, parking, and photos of the unit. Turn up prepared instead of guessing what parts you might need.

Automated Arrival Texts and No-Show Control

Send confirmation and reminder messages with your arrival window and what the customer needs to do (clear cupboard access, ensure adult on site). Cut down on locked doors, unanswered phones, and wasted journeys.

The challenges every hvac technician faces

Breakdowns Collide with Planned Work

A no-heat call at 8am can wipe out a full day of planned boiler servicing. If you don’t leave space for urgent jobs, you either disappoint emergency customers or spend the evening apologising and rearranging routine visits.

Jobs Overrun When Faults Are Intermittent

A quick ‘pressure drop’ can become a leak chase, expansion vessel issue, or a blocked heat exchanger. Without proper buffers and time windows, one awkward diagnosis creates a domino effect of late arrivals and missed slots.

Access Issues with Tenants and Landlords

Landlord work often depends on keys, tenants being in, and property managers confirming access. Missed access means wasted travel, lost time, and awkward rebooking — especially when you’ve already allocated a full slot for a gas safety check.

Pricing Isn’t One-Size-Fits-All

A boiler service, an AC re-gas, and a furnace/air handler repair don’t price the same way. Customers ask for “a quick look” but expect fixed pricing. You need booking that supports call-out fees, estimates, deposits, and clear add-ons.

✓ We solve this

One platform for everything

  • 24/7 online booking
  • Automated reminders
  • Instant payments
  • No more double-bookings
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Built for real hvac technician workflows

A typical day starts with checking what’s booked and what’s likely to go wrong. You’ve got a boiler service at 9, a landlord gas safety check late morning, and an AC repair in the afternoon — then the phone starts: “no heating”, “pressure keeps dropping”, “it’s making a banging noise”. You can’t safely answer while you’re working, but you also can’t ignore new call-outs. With the booking system,...

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What we help with

  • Missing calls while you’re fault-finding, then losing the job to a competitor
  • Turning up without the boiler model/fault code and wasting time diagnosing
  • Jobs overrunning and causing a chain of late arrivals and rebookings
  • Wasted journeys when tenants aren’t in or access hasn’t been arranged
  • Chasing deposits or invoices after parts have already been ordered
HVAC Technician Business Mobile App

Manage Your HVAC Technician Business
From Anywhere

Download the iBookFast Provider app and manage your hvac technician bookings on the go. Accept appointments, chat with clients, track earnings – all from your phone.

Real-Time HVAC Technician Bookings Accept hvac technician bookings, confirm or reschedule instantly
Live Chat Message your hvac technician clients directly
Push Notifications Never miss a hvac technician booking or enquiry
Business Analytics Track your hvac technician business earnings
Team Management Manage your hvac technician team schedules
Review Management Respond to hvac technician service reviews
Download on the App Store
Get it on Google Play

Free to download. Requires a iBookFast provider account.

Quick Setup

Get started in 3 simple steps

Your hvac technician business accepting bookings in under 5 minutes

1

Add Your Heating & Cooling Job Types

List the work you actually do: boiler servicing, boiler repair, emergency no-heat call-outs, landlord certificates, AC repair, AC maintenance, and install quotes. Set realistic durations and include any call-out fee or minimum charge.

2

Set Your Service Area and Travel Rules

Add the postcodes you cover and decide where you’ll charge extra for travel or parking. Build in travel time between jobs so your day doesn’t become impossible the moment traffic hits.

3

Choose How You Take Money and Confirm Visits

Set payment options per job type: pay-on-completion for call-outs, deposits for parts and larger repairs, or invoice terms for landlord/property management work. Turn on confirmations and reminders so customers know the time window and access requirements.

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Simple Pricing

Choose the Perfect Plan for Your Business

Start free and scale as you grow. No hidden fees, cancel anytime.

Starter

Perfect for getting started with your first listing

Free
  • 0% platform commission
  • Free Listing
  • Email Notifications
  • Unlimited Services
Get Started Free

Pro

Great for growing businesses with multiple services

£ 14 /month
  • Up to 5 team members
  • 0% platform commission
  • Up to 5 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
Start 30-Day Free Trial

30-day free trial, no card required

Premium

Best for established businesses ready to scale

£ 29 /month
  • Up to 15 team members
  • 0% platform commission
  • Up to 15 staff members
  • Custom subdomain
  • Embed Widgets
  • Group Bookings
  • 30-day free trial
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30-day free trial, no card required

Secure Payments
Cancel Anytime
24/7 Support
No Hidden Fees

Save 10+ Hours Weekly

Automate scheduling and spend more time on what you do best

Increase Revenue by 40%

Fill more slots and reduce no-shows with automated reminders

Happier Clients

Provide a modern booking experience your clients will love

FAQ

Questions? Answers.

Everything you need to know about our hvac technician booking system.

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Can I keep space for emergency no-heating call-outs without cancelling booked services?

Yes. You can set aside emergency slots each day (or only during winter) so breakdowns have somewhere to go. Planned work like boiler servicing or AC maintenance stays protected, and you’re not constantly ringing customers to reshuffle. You can also collect symptoms at booking to prioritise properly.

What HVAC job types can customers book online?

You can offer separate bookings for boiler service, boiler repair, no-hot-water call-outs, thermostat and control faults, landlord visits, AC repair, and AC servicing. Each job type can have its own duration, price guidance, and questions. That way a ‘service’ doesn’t get booked into the same slot as a fault-find.

How does payment work for call-outs versus bigger repairs?

For call-outs, most techs prefer payment on completion, and the system supports taking card payments and issuing receipts. For larger repairs or installs where parts need ordering, you can take a deposit at booking or after diagnosis before you commit. You can also keep invoice terms for landlord or property management clients.

How do you handle the winter rush and the first hot week of summer?

You can change availability seasonally, increase emergency capacity in winter, and add extra slots for boiler services in autumn. In summer you can prioritise AC breakdowns and maintenance. Because customers book into live availability, you’re not manually juggling dozens of calls when demand spikes.

Can it manage multiple engineers or a small team?

Yes. You can run separate calendars for each engineer, set who covers which postcodes, and allocate specific services to specific people (for example, one engineer handling AC work). That helps avoid two vans being sent to the same job or leaving one person overloaded while another has gaps.

How does it help convert quotes into booked jobs?

After a site visit or estimate, you can send a booking link for the follow-up repair or install slot instead of going back-and-forth on the phone. Customers pick a time that suits them and pay a deposit if required. It reduces the drop-off that happens when people are ‘just getting a few quotes’.

What customer messages are sent for HVAC appointments?

You can send confirmations, reminders, and arrival-window messages so people know when to expect you. Messages can include practical instructions like ensuring access to the boiler cupboard, clearing items around the unit, and having an adult present. This cuts down on wasted visits and awkward delays on arrival.

Can I use different pricing for servicing, diagnostics, and out-of-area work?

Yes. Set different prices per service type, add call-out fees, and apply travel surcharges for certain postcodes. You can also offer optional add-ons like system inhibitor top-up or extra indoor units for AC servicing. Pricing stays clear to the customer without you having to explain it repeatedly on the phone.

0% Commission

Keep 100% of your earnings

70% Less No-Shows

Automated reminders

24/7 Booking

Accept bookings anytime

Instant Payments

Get paid upfront

Why iBookFast for your hvac technician business?

Heating and cooling work has a particular kind of pressure: people only notice you when something stops working. In winter it’s “no heating” and “no hot water”, and the expectation is immediate. In summer it’s air con failures in shops, salons, and home offices where people can’t work comfortably. In the shoulder seasons you’re trying to stack planned maintenance — boiler services, filter changes,...

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Start Taking HVAC Bookings Without Living on the Phone

Set emergency slots, collect job details upfront, and take deposits or payments — with 0% commission on every HVAC job.

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