Industries / HVAC
Time tracking for HVAC crews
Your techs clock in on their phone at the house, the rooftop unit, or the mechanical room. The miles they drive and their time off are tracked in the same account.
- 14-day trial
- From $15/mo
- Live demo
From $15/mo billed annually. Starter $15/mo · Growth $25/mo · Scale $49.99/mo.
How an HVAC company uses it
Customer addresses saved as work locations
Clock in at each house, not just the shop
A morning clock-in at the shop doesn’t show where the tech went for the afternoon calls.
You can save each stop as a work location. The GPS location is saved every time the tech clocks in.
Where the tech clocked in
Make sure they clock in at the rooftop
A clock-in from the parking lot across the street is weak proof that the tech was on the roof.
Set a geofence around that location. The tech can only clock in from inside it.
Which techs are still on a call
Where the tech is now, and where they clocked in
“Where is the on-call tech right now?” and “Where did they clock in?” are two different questions.
The live staff map answers the first one, but only while the tech is clocked in and has agreed to share their location. GPS history answers the second one, using the location saved at clock-in.
Miles driven between houses
Van mileage in the same week as the hours
Fuel and hours are tracked in two different notebooks, and someone has to match them up.
Mileage trips sit next to the timesheet, and you download them together.
Who is off before install week
Time off when the season changes
Install season and the slower months in between compete for the same vacation weeks.
Time-off requests show on the team calendar, so you can check who is off before you promise a customer a start date.
Approved hours, ready for payroll
TimeOff Manager tracks hours. It doesn’t pay anyone. At the end of the pay period, a manager reviews and approves the hours. Then you download them as an Excel or CSV file and send it to whoever runs payroll: your bookkeeper, your accountant, or your payroll software.
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Hours are approved first
A manager checks the hours before they go anywhere, so payroll gets real numbers, not guesses from a group text.
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Overtime is flagged
Extra hours show up on the timesheet, so you can see overtime before you pay it.
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Excel or CSV
One download your bookkeeper or payroll software can open.
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Payroll happens elsewhere
TimeOff Manager does not calculate pay, print checks, or file taxes.
The hours report, ready to download
See it on the real product
These are real TimeOff Manager screens. Open the live demo to click around them yourself.
A typical day
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1
The tech arrives at the first house
The tech clocks in from the Today screen. The GPS location is saved with that clock-in.
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2
They clock in at the next stop
If you saved that address, the clock-in goes to a different work location. The geofence only applies where you turned it on.
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3
Someone checks the live map
During the day, whoever handles dispatch (often the owner) opens the live map to see who is out. It does not replay the GPS saved at clock-in.
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4
Friday: send hours or approve time off
Download the hours for payroll, or approve time off before install week.
It doesn’t dispatch calls or manage service agreements
TimeOff Manager does not schedule maintenance agreements, assign the next ticket, or send invoices to homeowners. It records clock-ins, drives, and time off.
Also see time tracking software, TimeOff Kiosk, PTO software, and pricing.
Approved time off can sync to Google Calendar and Microsoft Outlook. Approved hours can go to QuickBooks Online or FreshBooks.
You can also ask ChatGPT, Claude, or Cursor questions about your account, like who is out next week, through Model Context Protocol.
Simple pricing
From $15/mo billed annually. Starter $15/mo · Growth $25/mo · Scale $49.99/mo. Every plan includes time off, clock-in, GPS, a shared-tablet kiosk, mileage, and hour downloads.
Common questions from HVAC companies
Can techs clock in at the house instead of the shop?
Yes. Save the address as a work location and clock in there. The GPS location is saved with the clock-in.
Will this replace our dispatch software?
No. It does not assign calls. It shows who clocked in and, on a separate screen, who is on shift right now.
Can I see overtime before I run payroll?
Yes. Overtime rules can flag extra hours on the timesheet. TimeOff Manager still does not calculate pay or run payroll.
Is there a trial?
Yes, for 14 days. After that, Starter is $15/mo billed annually, Growth is $25/mo, and Scale is $49.99/mo.
Other field crews
- Landscaping
- Construction
- Electrical
- Plumbing
- Trucking
- Delivery
- Agriculture
- Carpenters
- Civil construction
- Concrete and masonry
- Contractors
- Engineering field teams
- Environmental services
- Logistics
- Maritime
- Mining
- Oil and energy
- Painters
- Railroad support
- Renewables
- Roofing
- Surveyors
- Transportation
- Utilities
- Waste and hauling
Know which tech was at the house
From $15/mo billed annually after a 14-day trial. Starter $180/year (1–20 users), Growth $300/year (21–50), Scale $49.99/mo or $479.90/year (51–1,000).