Like companies in many services industries, HVAC companies have generally relied on work orders to assign, manage and finalize jobs. A recent trend, however, is to eliminate paper work orders and replace them with mobile workflow forms. These HVAC forms allow service providers to be more agile, efficient and productive and therefore increase their profits and even reduce customer costs.

Replacing Paper Work Orders with Mobile Electronic Forms

HVAC forms are electronic objects that can be distributed across a wide range of devices, including smartphones, tablets, workstations and even proprietary equipment. Forms can originate at a number of different points, including orders place online through a website and orders placed via a service representative over the phone. This process greatly improves the accuracy of data and the speed at which it is distributed, and it also makes it easy to associate additional data with any order. A technician can simply pull up the appropriate credentials, for instance, when a client requests them.

Assign Orders as Needed and in Real-Time

Traditionally, HVAC companies would assign work orders to technicians in the morning and at various intervals throughout the day, which did not allow for much agility. With electronic workflow, HVAC forms can be assigned on the fly based on a wide range of criteria. Work can be assigned to the individuals or even groups based on their location or current workload, and that can make it much easier to coordinate jobs that require multiple individuals operating on different schedules.

Collaboration and Synchronization for Offline Workflow

Although these HVAC forms are mobile, they don’t necessarily require a constant connection. A technician in an area without service can continue to work on a form and then synchronize it with the server when reconnection is established. This would also be the opportunity to give him or her new work orders, make changes to existing orders and so forth. The ability to collaborate on orders means that a technician could reassign an order to a specialist who must perform an inspection or another task before the first technician could perform his or her work.

Monitor Activity and Settle Jobs

Mobile electronic workflow means that managers can monitor that workflow throughout the day. A paper work order is static, but HVAC forms are updated throughout the day with new information. Managers can not only monitor jobs but communicate with clients as needed and close orders as soon as work is finalized. Additionally, such systems can allow for attaching other digital objects to a form, such as customer signatures and photos from the jobsite, which may be necessary later. For more info, visit the resources at Pronto Forms.

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