HVAC Scope of Work Template: Free PDF Download

In this article, we share an HVAC scope of work template for HVAC contractors to document the details of any HVAC job (available as a free PDF download below). 

An HVAC scope of work document outlines all the components of an HVAC project, from large construction projects to installing new HVAC units, like an air conditioning unit or heat pump. 

However, while a template can provide structure and accountability for documenting job details and customer information, it can’t address the operational issues involved in creating, managing, and sharing scope of work documents among staff and customers. 

For example:

1. Workflow inefficiencies: Printed forms or basic PDF templates lack integration to the apps that HVAC businesses use to run their operations, such as CRM software, scheduling and dispatching apps, estimating and invoice apps, etc. This requires CSRs and techs to repetitively enter the same customer and job details throughout the course of a job — from the estimate, to the scope of work, to the invoice, etc.

2. Errors in manual data entry: As CSRs and techs enter job information from scope of work documents to other apps and tools, errors and inconsistencies in data can frequently occur.

3. Poor customer experiences: Handwritten documents like scope of work docs, quotes, and invoices aren’t easy to share with customers in the ways they’ve come to expect (via text, email). These documents also tend to look unprofessional to customers, particularly compared to competitors who provide digital quotes and invoices. 

To solve these and other issues, many HVAC businesses are using HVAC field service management software instead of manual forms. 

Holistic software platforms automatically integrate scope of work documents with invoicing, estimating, and other essential business processes, enabling HVAC subcontractors and service businesses to become significantly more efficient and profitable.     

So, in addition to sharing our free template below, we’ll also provide a detailed walk-through of how ServiceTitan’s HVAC software streamlines the process of generating and managing scope of work documents, and integrates these into the other workflows of running an HVAC business.

Table of Contents

• What is an HVAC scope of work document?

• View and download our HVAC scope of work template

• How ServiceTitan integrates scope of work documents into HVAC workflows

What is a HVAC Scope of Work Template?

A scope of work (SOW) document serves as a working agreement between you and your customer. It outlines the responsibilities and clear expectations of all stakeholders and details all the relevant information and necessary steps to complete the task at hand. The document includes several sections detailing the project deliverables, from a high-level overview to completion dates, materials and HVAC equipment, building codes, exclusions, start-up inspections, approvals, and more.

Our HVAC scope of work template provides the basic sections, but we recommend you customize your scope of work to match your shop’s specific processes. 

View and Download Our HVAC Scope of Work Template

The first page of our template has fields for all the information that HVAC techs and office staff need, including:

• Company name and contact information

• Customer address and phone number 

• Job timeframe and equipment model details

• Materials and HVAC equipment needed (e.g. thermostat, ductwork, and filters)

• Labor hours and rate

• Options to note if it’s a warranty or service contract job

• Recommendations and additional information

The second page contains fields for:

• Customer and payment information (including credit card info)

• Signature collection

• Warranty details (including a labor warranty stating that workmanship will be completed according to standard practice and code compliance)

• Terms and conditions of the HVAC contract

Using this template can provide your team with structure and consistency when defining a project scope of work, helping to ensure that all key details are documented. But as we mentioned above, particularly as you scale your business, using this sort of static template can cause: 

• Workflow inefficiencies

• Errors in manual data entry

• Poor customer experiences

In the next section, we’ll describe how ServiceTitan solves these issues by integrating scope of work documents seamlessly into your business processes.

How ServiceTitan Integrates Scope of Work Documents Into HVAC Business Workflows 

As we mentioned above, using a static scope of work template can cause: 1) Workflow inefficiencies; 2) Errors in manual data entry, and 3) Poor customer experiences. 

Using ServiceTitan software to produce your scope of work documents saves hours of time and is fundamental to HVAC business operations because every subsequent step of delivering HVAC services is informed by these documents, including:

• Scheduling and Dispatching: Ensuring that dispatchers have the initial information they need to get the right HVAC technicians to the right jobs, and for techs to be fully informed when they show up to a business or residence.  

• Creating Estimates and Proposals: Ensuring that estimates and proposals reflect the appropriate solutions (repairs, replacements, etc.) and customer information.  

• Creating Invoices and Processing Payments: Ensuring that invoices and payment information reflect the same job and customer information that were documented in the initial scope of work and estimate. 

Below, we’ll walk through how ServiceTitan optimizes these workflows by linking each of these steps together in one platform. 

Drafting the Scope of Work: A Guided Call Booking Workflow to Capture Job Details

ServiceTitan’s intuitive call booking workflow guides CSRs through the process of collecting all necessary customer information and auto-fills this information into an initial scope of work or work order.

If the caller is already a customer, CSRs can easily access their complete job history, property data, and any associated warranty or membership information. There’s no need to go digging through paper files or spreadsheets to find the information — the information is provided to them in real-time.

CSRs are prompted to complete drop-down menus and text boxes that populate the job overview fields, including:

• Job type 

• Job priority 

• Job summary 

• Additional details (such as security gate codes, notification of pets on premises, etc).

This workflow ensures that CSRs capture all of the key information so that dispatchers and HVAC techs can be as prepared as possible as the job progresses.

Techs can access this job information via an intuitive dashboard on their mobile device:

Once this information is entered into the system, it doesn’t need to be re-entered repetitively throughout the job. The details can be entered once and then built upon as more information about the job is collected. 

For example, once an HVAC tech assesses the situation at the job site, they can add notes, images, videos, and/or additional details to further build out the scope of work. 

For maximum efficiency, this information is automatically transferred into the subsequent documents needed to complete the job, such as estimates, procurement, and invoices.

Intuitive Scheduling & Dispatching Features to Get the Right HVAC Technicians to the Right Jobs

Once the specific job type and priority have been defined, ServiceTitan displays scheduling options directly from the call booking screen. When the customer agrees to a date and time slot, the CSR can select an available HVAC technician and book the job.

There’s no need to put customers on hold to check white board schedules, or call technicians to ask questions and confirm availabilities. This information is all right at CSRs’ fingertips.

Additionally, our scheduling software includes:

• Call recordings that allow dispatchers and techs to reference the original service call when they need clarification about job details.

• Adjustable Capacity Planning (ACP), which ensures that only appointments that meet your capacity goals and strategy are available at any given time (while preventing overbooking).

• A user-friendly website widget that allows customers to book their own appointments online without ever talking to a CSR. (It still collects all the necessary job details that a CSR would on a call.)

• Automated job confirmations that send appointment confirmation requests to the customer according to their preference (text or email), and then automatically changes scheduled appointments to confirmations on the dispatch board.

Once a job is booked and scheduled, it’s viewable directly through the dispatch board, where dispatchers can access all of the same information and functionality discussed above. 

ServiceTitan’s easy-to-use dispatch board allows dispatchers to perform most of their tasks without having to leave the board. This includes being able to easily see which jobs are unassigned, unconfirmed, dispatched, working, paused, and more. 

Additional Dispatch features include:

• Drag-and-drop functionality that allows dispatchers to easily assign or reassign a tech; confirm or reschedule a job; view property data; and more. 

• An Activity Feed that allows dispatchers to see real-time job activity (Arrived, Paused, Complete) and to direct-message and communicate with techs (individually or as a group). 

• Alerts that notify the dispatcher of unusual activity or problems that need to be addressed.

• GPS tracking with ClearPathGPS — allowing dispatchers (along with clients, if the notification is enabled) to track techs’ locations as they’re on their way to jobs.

• Schedule Optimization and Optimize Technician Route options that help dispatchers coordinate appointments with techs in an efficient way, including identifying jobs in locations where a tech is already working.

Combined, this suite of scheduling and dispatching features allows you to plan and execute HVAC jobs with far greater agility and confidence than traditional methods.

Create Estimates and Proposals That Increase Average Ticket Prices

Once a project manager or HVAC tech has fleshed out the scope of work for a job, ServiceTitan’s mobile app enables them to create professional-quality proposals — built directly from our integrated pricebook functionality — and then present them to customers via their tablet. 

Techs can utilize customizable estimate templates for increased efficiency, or build estimates from scratch by simply selecting items from their pricebook (e.g. thermostats, dampers, etc.). This allows them to quickly create line-item, flat-rate, or Good Better Best proposals (helping to increase average ticket prices) for customers. 

There is no need to worry about technicians giving customers sloppy, handwritten estimates that they can barely read. These attractive digital proposals are easy and convenient to create, and look professional and impressive, too.

Additional estimating features include the ability to:

• Add photos or videos to an estimate to provide visual evidence of damage that needs to be repaired or images of suggested materials or equipment presented in the estimate.

• Include a written summary of the findings, work to be done, milestones, or other important information about the job (such as energy efficiency details).

• Provide access to financing for big-ticket items within the proposal, allowing customers to give approval on-the-spot.

• Present the estimate to the customer on a mobile device (iPhone, Android, iPad, or other iOS device), with the ability for the client to immediately accept the proposal and authorize the work.

Automate Invoicing and Get Paid Faster

On completion of the project, everything you need to create an invoice and receive payment is already up-to-date and ready to deliver to the customer for sign-off and payment. 

Simply click on the “Generate Invoice” button, and ServiceTitan generates a professional-looking, accurate invoice with your payment terms, that you can mail, fax, text, or email to your customer (including a link where they can pay online).

Additional invoicing features include:

• Customizable invoice templates that allow you to add your company name and logo and choose the colors and fonts in line with your company image.

• The ability to attach videos and photos to an invoice, such as before-and-after photos of the work done.

• An optional field where you can add service suggestions, warranty information, membership promotions, etc. 

• Automatically storing the invoice in the customer database so it’s easily accessible in the future if you need to access the customer’s service history.

Multiple options for accepting payment give customers flexibility and help ensure that you get paid quickly. For example:

• HVAC technicians can take a picture of a check and auto-deposit it immediately using the mobile app.

• Credit card payments can be processed using a Bluetooth Card Reader with a tap/swipe of the card or via a link to a customer portal where customers can pay online.

• Google Pay™ and Apple Pay® integration provide another flexible payment option.

If a customer applies for and is approved for financing through the estimate, payment is already taken care of.

Streamline HVAC Business Operations and Grow Your Revenue with ServiceTitan

ServiceTitan helps to facilitate every step of an HVAC job, providing user-friendly workflows that prevent common errors and ensure seamless execution of HVAC work.

Other key ServiceTitan features that improve HVAC business workflows include:

• Payroll features that decrease payroll prep time by automatically providing time tracking (while syncing with the dispatch board); calculating overtime, commissions and bonuses; and helping you track and monitor crucial job-costing data in real-time.

• Accounting software integrations with Viewpoint Vista, QuickBooks®, and Intacct.

• Service Contract Software that helps you grow and manage preventive maintenance contracts.   

• Field Reporting Software that helps you monitor key financial performance indicators (KPIs), such as CSR and technician metrics, revenue trends, and more.