Guide
What a one-to-five-person HVAC crew actually needs from scheduling software, what to look for, and what the big suites really charge at this size.
HVAC has a heartbeat: maintenance-plan visits in spring and fall, installation work booked ahead, and repair calls that spike with the first hot or cold week. The maintenance plans are recurring gold — hundreds of twice-yearly visits that must simply appear on the board at the right season, every year, without anyone re-typing them.
Housecall Pro's own pricing quiz has shown HVAC teams higher starting prices than the headline numbers (Essentials quoted at $299 for some HVAC teams in 2026 checks). Whatever you choose, get your trade's real quote in writing.
DayBoard's answer is a flat $36 a month for up to five people: the board with crew lanes, recurring jobs in your local time, job sheets with photos and checklists, quotes that become jobs, invoices with pay links on your own Stripe account, and reminders included. It does not sync with QuickBooks (it exports a QuickBooks-ready file) and it does not text clients — the pricing page prints the whole out-list. If those two gaps are fine, the math usually settles it.
For the board, job sheets, quotes, invoices and reminders, a fair 2026 range is $36–60 a month flat for up to five people (DayBoard at $36, Kickserv at $60 with QuickBooks sync). The big suites run $128–189 for a two-person crew once reminders and sync are included — worth it only if you use suite features.
Booking pages, GPS and price books help some shops. If your week is jobs, quotes and invoices, they are rooms you rent and never enter. Decide from your last month of real work, not from a feature list.
For your whole crew — up to 5 people. No tiers, no per-person charges, no job cap. Or $349 a year and be done with it.