HVACBossPro Blog — HVAC Software

What to Look for in an HVAC Software Demo

A software demo is a show. The person running it knows exactly which screens look good and which buttons to avoid. That is fine; it is their job. Your job is to steer the demo toward what your company actually does every day, and to notice what they do not show you.

Know What You Are Replacing First

If you worked through Getting Your HVAC Company Off Paper Tickets and the Whiteboard, you already know what your current system loses. Bring that list to every demo. A demo that does not fix your top three problems is not worth a second look, however polished it is.

Bring Real Customers

The single most useful thing you can do is bring three real customers with you, written down:

• A maintenance plan customer with a split system in the attic and a gate code.
• A recent service call that turned into a repair estimate.
• A property manager or commercial account with several addresses.

Ask the demo to follow each one through the system. Demos with made-up data always look smooth. Real customers with real wrinkles show you where the software fits and where it fights you.

The Checklist

Ask to see each of these, in the software, not on a slide:

• Equipment on the address. Where does the system type, brand, model, serial, tonnage, filter size and unit location go? Is it a real field or a notes box? Where does it show on the tech's phone?
• Tune-ups coming due. Set up a twice-a-year customer. How does the software tell you when they are due? Can you see due visits on a map?
• The dispatch board. Put a day together for two vans. Move a job between days. Auto-route a tune-up day.
• The tech app on a phone. Not a screenshot. Hold the phone. Can you find the filter size in two seconds?
• Customer texts. What goes out automatically? Can customers reply, and where do replies land?
• An estimate approved online. Build one, approve it as the customer, and see what happens next.
• An invoice charged to a card. Complete a job and watch the invoice and payment happen.
• A monthly statement. For your property manager, with several addresses on one bill.

Questions to Ask Out Loud

• “What does it cost, all in?” Get the full monthly price, including anything per user, per tech or per text.
• “Is there a contract?” Month-to-month is safer for a small shop.
• “How long does setup take, and who does it?” If the answer is months and a consultant, it will not happen in season.
• “How do I get my customers in?” A CSV import should handle it.
• “Do my techs need new phones?” They should not.
• “Can I try it with my own data before paying?” A free trial is the best demo there is.

Bring the Right People

Do not sit through a demo alone if you can help it. The person who answers your phones will look at different screens than you will. They will want to know how fast they can book a no-cool call, find a customer's equipment while on the phone, and see whether a tune-up is due. A tech will care about one thing: how quickly the job card tells them what they need to know.

If they cannot come, record your own notes during the demo and walk them through it afterward with the live demo open. Their reaction is a good preview of how the rollout will go.

Warning Signs

Watch for these during any HVAC software demo:

• Every answer is “that is on the roadmap.” Buy what exists today.
• The tech app is skipped or rushed. If they will not hand you the phone, there is a reason.
• Pricing needs a follow-up call. Small shops deserve a straight number.
• Equipment lives in a notes box. That is generic field-service software with an HVAC label.
• Pressure to sign today. A discount that expires at the end of the call is a sales tactic, not a reason.

Try It Yourself

The best demo is the one you run yourself. HVACBossPro has a live demo you can click through without talking to anyone, and a 14-day free trial with no credit card. Load your three real customers, set up a tune-up, build an estimate and complete a job on your phone. In an afternoon you will know more than any sales call can tell you.

If you are already on another system, read Switching HVAC Software Without Losing Customers or Tune-Up Dates before you decide. To see the whole system, visit the HVAC software page.