12 HVAC Dispatching Tips To Improve Scheduled Work

In this competitive world, sustaining and being on top is difficult, especially when the industry is successful and growing. Likewise, the HVAC (heating, ventilation, and air-conditioning) is facing a few challenges with rising competition and growth. 

If you are from this industry or planning to make a way then hold onto it because the HVAC business is expected to reach $68.80 billion by 2025. One of the reasons why HVAC business owners need to focus to stand out is dispatching. 

Today, we will discuss 12 HVAC dispatching tips that will help you to improve your HVAC business. We will also learn what HVAC dispatching is and tips to enhance it.

What is HVAC Dispatching?

Let’s first learn about HVAC dispatching. 

HVAC dispatching is the process of assigning work, scheduling tasks, optimizing routes, maintaining equipment, and providing service technicians to specific locations. HVAC dispatchers ensure that the work is being performed as per the plan. The HVAC dispatchers also give service technicians and service techs particular work to enhance the customer service experience.

In other words, HVAC dispatchers are considered the bridges that fill the gap between customers and the service team.

What Does a Dispatcher Do?

HVAC dispatchers is a very responsible job. They’re in charge of ensuring that the HVAC repair company’s field-service activities work efficiently. Some company prefers to engage an experienced dispatcher to supervise field operations, while other companies may rely on leadership to perform dispatching obligations. Regardless of their formal title, an HVAC dispatcher conducts all of the following:

  • They plan which customers need their systems fixed or installed, and then assign them.
  • Prioritize calls according to urgency and importance.
  • Receive and dispatch orders for products and deliveries.
  • Manage dot hours for drivers as far as what task can be done in a certain amount of time.
  • Manage customer service satisfaction by providing updates eta and location of drivers.
  • Dispatch police fire & ems.
  • Using Quickbooks, they can manage accounts payable (A/P) and accounts receivable (A/R).
  • Assist with payroll, hr duties, and placing orders for supplies and orders as needed.

Overall, HVAC dispatchers are those who manage a lot of things. However, it is critical for them to have excellent interpersonal skills and the ability to remain calm under stressful situations to increase efficiency.  The best HVAC fleet dispatchers communicate well, are empathic, and can multitask with a high level of efficiency.

Importance of HVAC Scheduling and Dispatching

  • HVAC scheduling and dispatching ease the workflow of field service businesses.
  • The HVAC dispatching and scheduling help you to get customer info handy. 
  • It boosts productivity and allows dispatchers to organize work and projects.
  • With the service history tracking, HVAC operations are streamlined.

12 Tips to Improve HVAC Dispatching

1. Right Technology

Technology makes a huge difference in any industry. With the right technology, you can achieve any goal. So how can the HVAC industry be left? HVAC companies require technicians and workers who can work properly and do the right job. The right technology ensures that the HVAC dispatchers are doing the right job by using advanced technology.

The right tech helps to make work easier and enhance customer service skills. The technology functions to offer quality service to the customer and that’s what matters in the HVAC industry. 

2. Prioritize Work 

Being the owner of the HVAC company, you must know that if someone’s air-conditioner stops working, they approach you to fix it on an immediate basis. Most of the time, they want a solution as soon as possible. Therefore, such HVAC software solutions help business owners like you to know which tasks need to be prioritized. Keeping some work on priority will improve your HVAC dispatch service as well as the company’s name. 

It may sound like a normal point but it will be a make-or-break point with your customer’s relationship. They would not approach you again if their work is not done whenever they want. The HVAC dispatcher manages the work and ensures it is done properly. All customers are equally important and if you want to improve dispatch, start prioritizing work accordingly. 

3. Well-informed About Customers 

HVAC technicians have plenty of work on the field to execute, but as HVAC business owners, you need to be well-informed about their customers and their needs. A task is incomplete without fulfilling your customer’s needs. 

Nevertheless, it will help you to accomplish the task faster because whenever there is a job to do, you do not need to find paper and manual documents. Primary details like the customer’s name, address, phone number, and HVAC requirement must be there. Times like follow-up work would be easy if you are well-informed about customers. 

To provide them the best, you need to provide your best. The best customer service is considered only when your customers are happy with your HVAC services. 

4. Keep Customer Informed 

It is crucial to keep customers informed about every detail. It is another useful tip to build trust for HVAC dispatch work. Keeping them informed will help them to understand the company and its working pattern. Any complaint or positive feedback from customs should be welcomed and appreciated. 

The customers should be informed on various information like HVAC operations, new jobs, service technicians, and most of all HVAC dispatchers. The communication should be transparent and help customers to understand your work style and service.

5. Track Real-time 

Another way you can improve your HVAC dispatch is to provide real-time tracking to your customers. It is beneficial for both of you because it will give you accurate information in real-time about the fieldwork. 

Having HVAC scheduling software like FieldCamp will make your work easier by allowing you to track real-time. FieldCamp has multiple features which help you to perform HVAC work better. If some mishap occurred, by tracking in real-time you can find the main issue. Jobs like field service require real-time tracking functions.

6. Use Software to Make Work Easier 

The easiest and most effective way to improve HVAC dispatch is to get field management service software. The software helps you to optimize scheduling, track dispatching tools, keep records of customer and HVAC technicians, and service companies. The dispatching process is a complex job but software like Field camp helps you with flexible scheduling, and provides excellent customer experience and key details to enhance work. 

The end-to-end software is a perfect method to create the most efficient route for your service technician, thus it will provide customer satisfaction as well. It will improve the job site and give a clear picture of HVAC dispatching. 

7. Clear Communication

One of the important HVAC dispatching tips is to keep clear communication among customers and business owners. In the HVAC business, work is only successful when things from both ends are clear. For example, if someone asks for AC  and you provide it with oil it would be absolutely wrong. 

By not keeping clear communication, you are wasting money and time for both. It is essential to keep transparent communication with the dispatcher to understand work better. Exquisite customer service is achievable with communication and with HVAC scheduling software, it makes your work more efficient.

8. Go Digital

Instead of going with manual systems for all dispatch work, go digital to become a successful HVAC company. It helps you to provide quality work and keep the record handy. There is HVAC software which helps you to keep every information in one touch. You do not have to give service calls every once in a while because all are acquainted with their task and job. The customer information is more accurate digitally than keeping it manually on paper.

It saves a lot of time and money for the business owner as they do not have to go through multiple processes for it. 

9. Handle All Your Service Agreements

If you are not clear about the work in the first stage, there is no point in working ahead, it applies to every industry including HVAC businesses. HVAC companies should handle all their service agreements to provide excellent work. 

Customer satisfaction is possible because the software allows knowing about customer needs beforehand. The chances of losing money, equipment, tool failure, and poor maintenance decrease. Moreover, field service software enables you to focus on thriving your business.

10. Ensure that Right Technician is Assigned to the Job

Another relevant and important tip is to assign the task of the project to the right technician. Your task becomes easier with HVAC dispatching software as it helps you to assign job based on experience, availability, and background. 

Therefore, it allows you to assign jobs to the right person and provide quality service to the customers. 

11. Keep Track of Unallocated Jobs

HVAC is a complicated business with multiple tasks in a day. Hence, several times a few scheduled job went unnoticed and later it create problems and miscommunication with clients. 

But if you keep track of unallocated jobs, there would be no room for compilation and problems. Every service request can be fulfilled with it and improve communication.

12. Track Your Technician Performance

To keep both you and the technician on the same page, you need to track their performance. HVAC jobs are continuous work and tracking your technician performance will help to improve the project by knowing their work status.

4 HVAC Best Practices To Improve Dispatch Efficiency

1. Know Your Responsibilities

In order to build an effective schedule, you need not only to understand what field workers do but how they do it. The dispatcher may ask 

  • What are the specific factors that contribute to the enhancement of their ability? So that they can deliver optimal field services.
  • Are there any unique tools or resources that technicians need with them on-site? 
  • What information do workers need before they arrive at the job site? 
  • What specific knowledge is needed for certain members of the company? What job is required to gain that knowledge?

As the factors that influence prioritization vary from place to place, understanding the scope of field workers’ responsibilities at a granular level is key. So that the dispatcher’s methodology is appropriately nuanced.

2. Make Sure Your Technician Takes Adequate Break

As a dispatcher, you are partially responsible for the safety of your team, and thus, you should take care of them to improve the efficiency of your team workers. So that they can provide excellent customer service. Here are the thighs you can do:-

  • HVAC workers spend long hours in uncomfortably hot or cold conditions. You may arrange breaks for your techs.
  • Set realistic timetables for your techs. So your techs won’t make mistakes due to fatigue or prolonged stress.
  • Your technicians will appreciate and trust you more if they feel you care about them.

3. Take Good Care Of Your Technician

Whether you are talking to your technician or with your customer, politeness is a great gesture you can show towards them. This will make you a more effective communicator and make your surrounding more comfortable. 

The reason behind this is that people trust you more when you portray warmth and friendliness. You want your technicians to call you if something goes wrong. You’ll struggle to maintain operations going smoothly if technicians are scared to call because they fear your wrath.

Moreover, if you treat your techs well and foster a great business culture, they will treat all the customers well.

4. Set Goals To Motivate Your Team

Goals are an excellent source of inspiration. According to research, “group objectives have a substantial influence on group performance,” and as a dispatcher, you may make use of this to your benefit. Set monthly, quarterly, or annual goals with your team to achieve success. 

Encourage technicians to work together as a team to improve performance and share skills between technicians.

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Can Your Company Benefit From HVAC Dispatching Tips?

If your HVAC company, and you are still relying on the manual method for scheduling and dispatching, then it could be costing your company more than you realize. For instance, lost work orders, delays, and frustrated customers. With every minute of lost time spent on fixing mistakes, your company loses revenue. 

However, if you have software that retains all the information in one place, you can avoid major mishaps, and carve a well-formed path to higher profit. 

If you own an HVAC company and want to increase the profit, then the first solution is to adopt an all-in-one software solution. The next thing is to understand the working process of the software to scheduling and dispatching.

How FieldCamp Simplifies HVAC Dispatching?

With the correct HVAC tools and software, HVAC dispatching may be a lot easier to handle. When you use FieldCamp,  you don’t have to worry about the technical part of dispatching. And you can focus on your field technicians, making sure your customers are happy.  

Here are the following things you can do by using FieldCamp, the field service management software.

1. Easy Assign Job To Service Technician

Assign work to the right technician and get all information on crew details and work. The scheduling and dispatching software for HVAC services offers a quick schedule and assigning the job. With the FieldCamp, assigning jobs to technicians has become easier than ever.

Your crew will get instant automated assigned task notifications.

2. Rapid Invoice & Payment

To make it quicker and easier for businesses to calculate the payment, FieldCamp offers HVAC invoicing software that allows you to send invoices in just a few clicks. FieldCamp’s HVAC dispatch software saves 95% of the time by automating the HVAC business process.

With FieldCamp, you can get a quick overview of your invoices by status and date, which allows you to see if invoices got dispatched and when they are due. Also, you can send invoice reminders to clients.

3. Track Every Job Details Effortlessly

Tracking the technicians becomes easier with FieldCamp as every time there is an update, businesses get the job status update, which can be ‘on my way‘, ‘in progress‘, or ‘complete‘.

4. Manage Work Orders & Generate Payment Estimates

The all-in-one field service management service software, FieldCamp, allows you to get an estimate of HVAC businesses. FieldCamp generates track and sends assigned tasks or jobs to the technicians. In the dashboard, you get all information about an upcoming task or remaining work.

FieldCamp helps HVAC businesses to organize work orders, generate payment estimation, and show businesses paid and unpaid invoices. Our HVAC estimate software provides complete details both for teams and individual technicians.

Try This HVAC Scheduling and Dispatching Software

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Not every job is easy, likewise dispatching is not physically demanding but sometimes it can be hard calculative.

Yes, using field service management software like FieldCamp will make small business operations more efficient.

No, with the use of the right HVAC software dispatch cannot be a stressful job.

You can become a better dispatcher by following the above-mentioned tips and practices.


Every HVAC business faces dispatch problems because of equipment, dispatcher, and other reasons. However, suitable field service management software and the above-mentioned tips will help you to improve HVAC dispatching. The task is not easy to perform but not possible with the right measures. 

There are plenty of HVAC businesses in the market and to stand out you need HVAC software like FieldCamp. It will make your business operations, such as job scheduling and dispatching, effortless. Just start a FREE trial of this software and experience its benefits for your business.

Author Bio

Gaurang Bhatt

Gaurang Bhatt is a techie in himself with an ability to solve problems technically and present solutions in the form of a product. He is one of the pioneers to curate FieldCamp with his 15+ years of knowledge and expertise in providing solutions to home service industries. Gaurang aims to overcome challenges faced by service business owners through software solutions and blogs.