HVAC & Plumbing Software — Data Model | FieldCamp

How an HVAC and plumbing business runs in FieldCamp end to end — from first call to Request, Estimate, Job, Visit, Invoice, payment, and recurring maintenance.

FieldCamp runs an HVAC or plumbing business on one connected set of records that works on day one and bends to how your shop actually operates.

The same chain — a customer calls, you quote the work, you schedule and dispatch a crew, you bill, you get paid, and you bring them back for maintenance — is modeled directly: Request → Estimate → Job → Visit(s) → Invoice → Payment, with a dedicated layer on top for tracking the properties and equipment you service.

FieldCamp treats HVAC and plumbing as one combined trade, so a plumber and a furnace tech use the same backbone, the same forms, and the same property and equipment history.

The end-to-end workflow

Every job, whether it is a same-day drain clear or a planned furnace replacement, moves through the same connected records.

A Request captures the first contact, an Estimate carries the quote, a Job is the work order, Visits are the field appointments, and an Invoice collects payment. For customers on a plan, a Service Agreement loops back to create the next scheduled Job.

A few patterns are worth calling out up front:

A Request can convert straight to an Estimate, a Job, or an Invoice — you are not forced through every step for a quick repair.
HVAC and plumbing Estimates are usually multi-option: the Good / Better / Best quote a tech presents at the kitchen table is a single Estimate with selectable options.
A Job is the work order. It holds one Visit for a quick call, or several Visits for a multi-day install.
The Property and Equipment records build a service history that feeds the next visit, so the loop gets smarter each time.

Step by step

First contact becomes a Request

A call, web booking, or manual entry creates a Request. It records the customer, the service address and phone, and what they need.

The Request moves along its workflow from new toward a quote, and its header lets you convert directly to an Estimate, Job, or Invoice.

Quote the work with an Estimate

The Request converts to an Estimate. For HVAC and plumbing this is typically multi-option — the Good / Better / Best pattern — so the customer chooses a tier on the spot.

The Estimate carries a deposit amount or percent and payment terms. Its delivery status moves draft → sent, and its approval moves Pending → Approved or Declined.

Schedule the Job (work order)

An approved Estimate, or a Request directly, becomes a Job. The Job holds the line items, the service address, and the job type — one-off, recurring, or multi-day.

Its status advances draft → scheduled → in-progress → completed → invoiced → paid. The job type names the kind of work, such as AC repair, furnace maintenance, water heater install, leak repair, or drain clear.

Dispatch the crew and do the field work

A Job holds one or more Visits. Each Visit carries its own schedule, assigned team members, and field lifecycle: scheduled → in transit → arrived → in progress → completed, with check-in and check-out location, a captured signature, photos, and logged hours.

On arrival the tech opens the Property or Equipment record to see prior diagnoses and specs, and fills the on-site job forms (such as an HVAC Diagnostic, Plumbing Service, or Close-Out form).

Bill with an Invoice

The Job or Estimate converts to an Invoice, which keeps a link back to the record it came from. Delivery status moves draft → sent, and payment status moves unpaid → partial → paid.

Get paid

Payment is recorded against the Invoice, tracking the amount paid, the balance due, and the method. Residential work is often a card-on-file charged on site; commercial work is typically Net-30 with a purchase order and no on-site card.

Retain with a Service Agreement

Recurring maintenance is modeled as a Service Agreement with a visit frequency (quarterly, semi-annual, or annual), the equipment it covers, and a renewal date. It creates the next scheduled Job and drives renewal reminders.

After every visit the Property and Equipment records are updated, so the loop feeds the next round of service.

Service Agreements and the deeper maintenance automations are an advanced template layer rather than a record every new account starts with. The Request, Estimate, Job, Visit, Invoice, and Payment flow above works out of the box.

What the HVAC & Plumbing setup includes

On top of the standard records, the HVAC and plumbing setup adds a property and equipment layer so you can track the buildings and the units you service, not just the jobs.

This is what makes a maintenance-driven trade work: the equipment is the thing the agreement covers and the visit history hangs off.

The property and equipment layer

Property is a serviced address. Unit sits between a Property and its Equipment — for a commercial building, a Property can have several units, each with its own equipment. Equipment is the individual furnace, AC, heat pump, or boiler, and its service history is built from the visits performed against it.

The records this setup adds

Record	What it tracks
Property	The serviced address, marked Residential or Commercial, with a service-plan status of Active, Lapsed, or None, plus owner name, phone, and email.
Unit	The layer between a Property and its Equipment. For a commercial building, each unit groups its own equipment.
Equipment	A furnace, AC, heat pump, or boiler, with model and serial number, install date, warranty expiry, and a service status of Good, Due soon, or Overdue.

Status pills at a glance

Record	Status field	Values
Property	Service plan	Active · Lapsed · None
Equipment	Service status	Good · Due soon · Overdue

Job line types this trade uses

The price book is pre-loaded with the services, products, and packages an HVAC and plumbing shop quotes, and the work-order kinds reflect the trade:

AC repair
Furnace maintenance
Water heater install
Leak repair
Drain clear

Plumbing and HVAC share one combined setup. A plumber gets the same Property and Equipment layer as a furnace tech, plus a price book tuned to plumbing work — there is no separate plumbing-only build to configure.

Where it flexes

The same model adapts to how the business is shaped, without changing records or rebuilding workflows. The switch is the Residential or Commercial marker on each Property.

Residential

A single homeowner owns one Property. Payment is usually a card charged on site. Equipment is a handful of units — a furnace, an AC, a water heater — tracked under one address with a straightforward service plan.

Commercial

A parent Customer owns many Properties, one per building, each with its own units and equipment. Billing is Net-30 with a purchase order, often consolidated into a single monthly bill, and the approval step runs through a building manager.

The crew side flexes the same way. A single-truck operator runs one tech across every Visit; a multi-location franchise assigns Visits across teams and locations using the same Job and Visit records.

The records do not change — only how many people, properties, and locations they span.

Built for any size. A one-person plumbing shop and a multi-location HVAC franchise run on the same backbone. Add the objects, fields, and stages your business needs; the property and equipment layer, the multi-option Estimate, and the maintenance loop are there whether you run one truck or fifty.

Make it your own

Everything above is the starting point, not the ceiling.

Add your own fields to a Property or Equipment record, define the job types and stages your trade uses, set up automations so the next maintenance Job creates itself, and arrange each record page from building blocks.

The standard flow works on day one; the customization layer makes it match how your shop actually runs.

Jobs

The work order at the center of the flow — line items, scheduling, and status from draft to paid.

Visits

The field appointments under a Job, with dispatch lifecycle, signatures, and on-site forms.

Estimates & Invoices

Multi-option quotes and the invoices and payments that follow.

Service Agreements

Recurring maintenance plans that schedule the next Job and keep customers on the books.

Coming from ServiceTitan

A shop that runs both ServiceTitan for HVAC and plumbing can bring its structure into FieldCamp directly. Customers, the locations under them, the equipment at each location, the jobs and appointments, the memberships, and the price book all have a home in the combined model.

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

In ServiceTitan	In FieldCamp	Notes
Customer	Customers	The party responsible for billing. FieldCamp keeps billing, service, and property addresses on one record.
Location	A Property — as a custom object under the customer, or the customer's service address for a single-site home	ServiceTitan's one-customer-to-many-locations split; model it as its own record when a customer has several sites.
Equipment	Equipment	The installed furnace, condenser, water heater, or boiler, tracked as an asset with full service history.
Job	Jobs	The work order — one-off, multi-day, or recurring.
Appointment	Visits	Each scheduled trip on a job, with dispatch, en-route, on-site, and sign-off.
Project (grouping jobs)	A custom Project object that groups related Jobs at one site	Built on the same engine as custom objects.
Estimate / Invoice	Estimates & Invoices	Quoting with Good / Better / Best, deposits, and payments.
Payment	Recorded on the Invoice	Partial and full payments, with overdue tracking.
Membership / Recurring Service	Service Agreements	The plan that brings a customer back each season and schedules the next maintenance Job.
Technician	Team Members	Carry certifications as skills and territory as service areas.
Business Unit	A team or service area	Used to assign and report on work by group — for instance, an HVAC crew and a plumbing crew.
Price Book (Services / Materials / Equipment)	Price Book	One catalog covering both trades — equipment, parts, refrigerant, filters, fixtures, and labor, with vendor pricing and taxable flags.
Forms	Job Forms	Diagnostic and close-out forms — such as an HVAC Diagnostic or a Plumbing Service form — that live on the visit for structured on-site capture.
Tags	Custom fields	Add a select or multi-select field to label and filter records.

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.

A mixed shop runs HVAC and plumbing on one backbone, with one price book and one set of forms shared across both trades.

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.

For the focused single-trade models, see the dedicated HVAC and Plumbing pages.