What a HVAC work order is for
On install day the crew needs to know what equipment is on the truck, where the new pad goes, how the line set will run and whether the attic has a safe path. A service tech needs the complaint, the equipment age and anything learned on the last visit. The work order carries all of that out of the office, and it comes back with the start-up readings and the customer's signature.
What to put on a HVAC work order
- Equipment to load, with model numbers matching the signed estimate.
- Tasks in install order, from recovery to start-up.
- Access notes: attic entry, crawl space, pets, where to park the truck.
- Where the outdoor unit goes and the line set route.
- Start-up readings to record, and that the thermostat is set up with the customer.
- Sign-off from the lead installer and the homeowner.
A worked example
Tomorrow's changeout at the ranch house. The crew lead needs the scope, the attic notes and the readings to take before leaving. Prices stay hidden on the crew copy.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Recover refrigerant from old system | 1 | each | Your price |
| Remove old condenser and air handler | 1 | each | Your price |
| Set new pad and heat pump | 1 | each | Your price |
| Install air handler and rework transition | 1 | each | Your price |
| Run new line set, pressure test and evacuate | 35 | ft | Your price |
| Start up, record readings, set up thermostat | 1 | each | Your price |
Put the attic entry, the dog and the parking spot in site notes. The instructions ask for photos of the data plates and the start-up readings, which go into the job file and onto the warranty registration.
Line items HVAC companies use
| Line item | Unit | How to write it |
|---|---|---|
| Condenser or heat pump outdoor unit | each | Brand, model number, tonnage and efficiency rating, so the customer can look it up. |
| Furnace or air handler | each | Model number, fuel type and the BTU or blower size. |
| Evaporator coil | each | Matched to the outdoor unit; say so, since a mismatched coil hurts the rating. |
| Line set, new or flushed | ft | Say whether you are replacing the copper or reusing and flushing it. |
| Thermostat | each | Model, and whether it needs a common wire run. |
| Pad, stand or wall brackets | each | Where the outdoor unit sits. |
| Electrical disconnect and whip | each | New disconnect and conduit to the unit. |
| Condensate drain and pump | each | Include a safety float switch where the drain sits over a finished ceiling. |
| Ductwork modifications and transitions | hour | Plenum and transition work to fit the new equipment. |
| Refrigerant | lb | Charge beyond what the unit ships with, by the pound. |
| Permit and inspection | each | Mechanical permit, and electrical if the city requires a separate one. |
| Haul away old equipment | each | Includes recovering the old refrigerant. |
| Diagnostic or service call | each | The trip and the first stretch of diagnosis. |
| Repair labor | hour | Hourly labor on repairs, separate from parts. |
| Tune-up, cooling or heating | visit | The seasonal check, listed as one visit. |
How to fill it in
- Fill in the customer, the site and the date.
- Add who is assigned, the arrival window and access.
- List the tasks and materials in the order the crew will need them.
- Put gate codes, pets and anything to protect in the site notes.
- Print it for the truck or send it to the crew's phone as a PDF.
Free tools for HVAC
- HVAC load calculator
- HVAC replacement cost calculator
- Duct size calculator
- Maintenance plan pricing calculator
- HVAC labor rate calculator
The same work order for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.
More for HVAC companies: how HVAC companies run on Koira.