Commercial HVAC Data Model — Sites & Assets | FieldCamp

A commercial HVAC business runs on the same connected records as any other field service operation in FieldCamp — a customer calls, you quote the work, you schedule and dispatch a crew, you bill, and you get paid.

What sets commercial HVAC apart is everything that lives between those jobs: a portfolio of buildings, hundreds of serialized rooftop units and chillers, multi-year maintenance agreements, and a running backlog of repairs found in the field.

FieldCamp models that layer with a small set of purpose-built records that sit on top of the core spine — so the transaction flow you already have stays exactly as it is, and the asset-and-agreement world the commercial business runs on gets its own first-class home.

What the core already gives you

The commercial transaction spine is the same one every FieldCamp account ships with, and it needs no change.

• A Request captures the first call or service ticket.
• An Estimate carries the quote, including the repair quotes that come out of maintenance visits.
• A Job is the work order, scheduled as one or more Visits in the field.
• An Invoice bills the work, and Payment records what came in.

Commercial billing also works as-is. Net-30 terms, purchase-order numbers, and consolidated billing are all part of the standard money model — no extra record required.

What the core does not natively describe is the shape of a commercial account: one customer that owns many buildings, each holding many pieces of equipment that are serviced for years across many jobs. That is what the commercial HVAC setup adds.

What commercial HVAC adds

The setup layers in four purpose-built records, each created on FieldCamp's customization engine the same way you would add any record type of your own.

Together they capture the three things that define the commercial business: a persistent multi-site asset register, planned-maintenance agreements as recurring-revenue records, and a deficiency backlog that pulls repair work through.

Site — a serviced building

A Site is one physical building or campus address under a commercial customer. It is the anchor the whole portfolio hangs from.

One customer — often a property-management firm or a facilities group — owns many Sites, so the building becomes its own record rather than a single address field on the customer.

A Site belongs to a Customer and holds many Assets.

Its record page leads with the coverage pill in the header, then carries the site details, the address with a map and directions, the on-site contact, the access instructions, a card view of every Asset at the building, and tables of the Visits performed there and the open Deficiencies still outstanding.

Asset — a serviced piece of equipment

An Asset is a single serialized unit: a rooftop unit, chiller, air handler, boiler, cooling tower, split system, or pump. It is the heart of the commercial model.

Unlike a residential furnace that lives under one home, a commercial Asset is a standalone record that survives across years and many jobs — so you can list and search every Asset at a site, or across an entire customer's portfolio, and carry one unit's full history forward.

An Asset belongs to a Site, is covered by a maintenance agreement, and holds its own list of open Deficiencies.

Its record page shows a condition pill in the header, the specs, a breadcrumb up to its Site, a warranty and certification countdown, the service history built from past Visits, its open Deficiencies, the maintenance forms submitted against it, and the nameplate photos.

Maintenance Agreement — the planned-maintenance contract

A Maintenance Agreement is the recurring-revenue record. It is a multi-year contract that covers a named list of Assets across one or more Sites, sets a visit frequency and a response commitment, and generates the scheduled maintenance jobs.

This is the structure a residential service plan cannot express: coverage is scoped to specific Assets and buildings, not just to a customer.

An Agreement belongs to a Customer, covers many Sites and many Assets, and generates the maintenance Jobs.

Its record page leads with its stage, then shows the terms, a row of key numbers — covered assets, covered sites, contract value, next renewal — and tables of the covered Assets, the covered Sites, and the maintenance Jobs it has produced, alongside the signed document and a renewal reminder.

Deficiency — a repair finding on an asset

A Deficiency is a single problem found on a specific Asset during a maintenance visit: a worn bearing, a cracked heat exchanger, a failing compressor. It is the record that turns inspections into repair revenue.

Each finding lives in a backlog — per asset, per site, and per customer — and stays there until it is quoted, approved, and resolved. That backlog surviving across visits is the commercial margin engine.

A Deficiency belongs to the Asset with the problem, links to the Visit where it was found, and converts into an Estimate and then a repair Job.

Its record page shows a status banner, the severity and cost, a breadcrumb to its Asset, the photo evidence, and a table of the linked Estimate and Job once the repair is sold.

The maintenance lifecycle

The two custom workflows are where commercial HVAC runs its recurring revenue and its repair pull-through. A Maintenance Agreement moves through a renewal lifecycle, and every Deficiency moves from a field finding to a sold repair.

When an Agreement becomes active, FieldCamp creates the first maintenance Job and the job's own recurring schedule produces the rest.

When a tech opens a Deficiency during a visit, moving it to Quoted converts it into an Estimate, and approving it converts it into a repair Job.

The Agreement runs its own lifecycle in parallel — drafted, sent for signature, made active, flagged up for renewal, then renewed or expired.

Residential vs commercial

The residential HVAC setup and the commercial setup are two parallel layers on the same core. A mixed shop runs both side by side, and they do not conflict.

The differences are concrete and structural, not cosmetic.

Built on the customization engine

None of these records are a separate product bolted on.

Site, Asset, Maintenance Agreement, and Deficiency are custom objects built on the same engine you would use to add a record type of your own — with their own fields, their own stages and workflows, and record pages assembled from the same library of building blocks as every core record.

That means the commercial setup is yours to extend. Add a field to an Asset, rename a stage on the Deficiency workflow, or arrange the Agreement page the way your account managers read it — without touching the transaction spine underneath.

Related records

Coming from BuildOps

Most commercial mechanical contractors run on a platform like BuildOps or ServiceTitan Commercial, and the shape they already work in maps cleanly into FieldCamp — the customer, the buildings under them, the assets at each building, the work orders, the projects, the maintenance contracts, and the price book all have a home here.

The difference is that in FieldCamp you own and shape the model, rather than fitting your shop to a fixed one.

What you gain. In BuildOps the structure is fixed — the objects, their fields, and how they relate are set for you.

In FieldCamp every one of those records is yours to rename, extend, restage, and relayout, so you can match your old setup first and then go past it with custom objects & fields and your own stages and workflows — including the Deficiency backlog that pulls field findings through to sold repairs.

One honest difference. BuildOps puts deep progress and contract billing at the center of its project work — work-in-progress tracking, percent-complete draws, and contract-value billing on long-running installs.

FieldCamp models the commercial spine through the standard Estimate and Invoice flow, with Net-30 terms, purchase orders, and consolidated billing built in. If milestone or progress billing on large capital projects is central to how you bill, plan that part of the move deliberately.

See also

More in the FieldCamp data model.