HVAC Software — Data Model | FieldCamp

A residential HVAC business runs on a simple rhythm: a homeowner calls when the heat quits or the AC stops cooling, you diagnose and quote the fix, you schedule a tech, you bill, and you get paid.

Twice a year you go back for the spring AC and fall furnace tune-ups that keep the system healthy and the customer on the books.

FieldCamp models that whole rhythm directly as Request → Estimate → Job → Visit(s) → Invoice → Payment. Most everyday service — a no-cool call, a thermostat swap, a capacitor replacement — runs on that chain alone, with nothing extra to configure.

Where HVAC gets specific — the furnaces and condensers you install and come back to, the maintenance plans that bring customers back each season, the manufacturer warranties on the gear, and the permits a city demands on a full change-out — FieldCamp adds a small, tightly-scoped layer on top.

This page covers the focused residential and general HVAC model. For the combined trade flow see HVAC & Plumbing, and for the multi-building world see Commercial HVAC.

What the core already gives you

Before anything HVAC-specific, the standard records cover most of the business — and all of everyday break-and-fix service.

• Customers holds homeowners and property managers. The customer type marks individual or business, and three separate addresses let a bill go to a landlord while the work happens at the rental.
• Requests capture the inbound no-cool or no-heat call, with inspection-scheduled and quote stages already built in.
• Jobs are the work order — one-off for a same-day repair, multi-day for a system change-out, or recurring for a maintenance plan.
• Visits handle dispatch, en-route, on-site, photo capture, and the finish-work signature gate.
• Estimates & Invoices carry the quote — including a Good / Better / Best comparison for "repair the old unit or replace the system" — plus deposits, financing notes, and a card charged on site.
• The Price Book holds equipment, parts, refrigerant, filters, and labor, with vendor pricing and taxable flags.
• Team Members carry certifications as skills, and service areas carry territory — no custom record needed.

On-site diagnostics, readings, and field photos use job forms, which are built for structured on-site capture, signature, and photos — so an HVAC Diagnostic or Close-Out form lives on the visit without a pile of custom fields.

What HVAC adds

On top of the core, an HVAC setup adds four things — each built on the same engine as the core records, with its own fields, its own stages where it needs them, and its own record page assembled from building blocks.

• Installed units are tracked as Equipment assets — the furnace, condenser, air handler, heat pump, or mini-split you put in and return to.
• Seasonal maintenance plans are held as Service Agreements that bring the customer back for spring and fall tune-ups.
• Manufacturer and labor coverage is tracked as Warranties tied to the equipment, so a defect claim and a registration deadline are never a guess.
• Permitted installs run as Jobs with Permits attached for the change-outs a city requires you to pull paper on.

Installed units as equipment

The unit is the furnace, condenser, air handler, heat pump, packaged unit, or mini-split you install at a home and service over time.

It is the textbook Equipment pattern: one record per piece of gear, tracked across many jobs, building a service history that follows the serial number rather than the visit.

It records the unit name and type, the make and model, the serial number, the install date, where it sits on site, the refrigerant type — such as R-410A, R-32, or R-454B — and a service status of Good, Due soon, or Overdue.

Each unit belongs to a Customer, and its history is built from the Visits performed against it, so the next tech opens the record and sees every prior diagnosis and part.

Seasonal maintenance plans

The plan that brings a homeowner back twice a year — the spring AC tune-up and the fall furnace tune-up — is a Service Agreement.

It carries a visit frequency, the equipment it covers, a renewal date, and the plan price, and it schedules the next maintenance Job so the season's work creates itself rather than waiting on a phone call.

This is the recurring-revenue layer that turns one-time repair customers into a book of business. A residential plan scopes coverage to the home and its handful of units; the deeper multi-building version lives in Commercial HVAC.

Warranties on the gear

A new system carries coverage the customer paid for and you are on the hook to honor.

A Warranty record tracks the manufacturer parts warranty, the registration deadline that activates the longer term, and any labor warranty you extend as the installer — each tied to the Equipment it covers, with an expiry countdown so a claim window never closes unnoticed.

Permitted installs

A full system change-out usually needs a city permit.

The install is an ordinary multi-day Job; the Permit hangs off it with its own number, status, and inspection date, so the office can see at a glance which installs are cleared to start and which are waiting on the inspector — without inventing a new kind of work order.

The service & maintenance flow

Two paths run on the same records. A repair call comes in, gets quoted, scheduled, billed, and paid — the standard spine.

A maintenance plan loops on its own, generating the next seasonal Job, and any unit that fails a tune-up feeds a repair or replacement quote right back into the spine.

A Request can convert straight to an Estimate, a Job, or an Invoice — a same-day capacitor swap does not need the full chain.

The maintenance Service Agreement schedules its own seasonal Jobs, and a tune-up that turns up a cracked heat exchanger or a dead compressor becomes a fresh Estimate, closing the loop back into paid work.

Every completed Visit updates the unit's Equipment record and its warranty status, so the history gets richer each season.

Residential vs commercial

This page is the residential and general HVAC model: one homeowner, one home, a handful of units, a seasonal service plan, and a card charged on site. It is deliberately lean — the records you need to run service, installs, and maintenance, and nothing heavier.

A commercial HVAC business is a different shape: one account that owns many buildings, hundreds of serialized rooftop units and chillers, multi-year agreements scoped to a named asset list, a deficiency backlog that pulls repair work through, and Net-30 billing with a purchase order.

That world has its own deep model.

Built on the customization engine

None of the HVAC records are a separate product bolted on.

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

That means the setup is yours to extend.

Add a field to a unit for filter size or duct configuration, rename a stage on the maintenance workflow, or arrange the equipment page the way your techs read it — all without touching the transaction spine underneath.

Coming from ServiceTitan

Most HVAC shops on ServiceTitan can bring their structure into FieldCamp directly — customers, the locations under them, the units at each location, the jobs and appointments, the memberships, 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 ServiceTitan 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 and fields and your own stages and workflows.

One honest difference. ServiceTitan ships a built-in membership billing engine that runs recurring invoice cycles on its own schedule.

FieldCamp models the membership itself as a Service Agreement that schedules the seasonal Job and carries the renewal date and plan price; the recurring billing runs through the standard invoice flow rather than a separate billing engine.

If automatic dunning cycles are central to how you bill, plan that part of the move deliberately.

See also

More in the FieldCamp data model.