For Commercial HVAC Contractors
If you run a commercial HVAC company with 5 to 20 employees and manage both service dispatch and installation projects simultaneously, this page is written for you.
2 hrs
window to respond to a commercial service call before they call the next company
60 days
before contract expiry when TIM starts your renewal outreach automatically
$5,400
monthly cost of a service coordinator before benefits
Every one of these happens in commercial HVAC operations with 5 to 20 people. They are not exceptions. They are Q2 and Q3.
A property manager called at 8:47am about a failed rooftop unit on a 12-unit commercial building. Peak July heat. He called three HVAC companies. Your line went to voicemail. You called back at 1:15pm. He had already scheduled a crew from another company for that afternoon. That was a $4,800 emergency service call and a potential maintenance contract. Gone in four hours.
You have 22 preventive maintenance agreements. Three of them expired in Q2. You found out because two clients mentioned it in passing during service calls. One had already signed with a competitor. The combined annual value of those three contracts was $38,000. No reminder fired. Your office manager knew the renewal dates were in a spreadsheet somewhere.
Your tech completed a commercial refrigeration repair on a Friday. Compressor replacement, 4-hour call, $2,100 ticket. He submitted the paper work order. The office processed it Monday. The invoice went out on a Wednesday, twelve days after the job. The facilities director emailed asking why it took so long. Your net-30 clock started twelve days late.
Commercial HVAC companies running both service dispatch and project installs face a unique challenge. Two completely different operational rhythms competing for the same owner bandwidth.
Typical week breakdown for a commercial HVAC owner managing service dispatch and active installs
2 hrs
Response window for service calls
Commercial property managers call 2 to 3 companies simultaneously. The first crew on-site gets the job. A 4-hour callback means you were third.
$38K
Annual value of lapsed contracts
The average commercial HVAC company loses 2 to 3 maintenance contracts per year due to missed renewal outreach. At $12,000 to $18,000 per contract, that is $38,000 in recurring revenue walking out silently.
$5,400
Monthly coordinator cost
A service coordinator who handles dispatch follow-up, invoice processing, and contract renewals costs $5,400 to $6,800 per month before benefits. TIM handles the same workload across every open call and project simultaneously.
TIM is Digital Labor. A business operating system for US commercial HVAC contractors with 5 to 20 employees running both service dispatch and installation projects. Both workflows run without you in the middle of every step.
Every inbound service call gets an automatic acknowledgment and callback sequence within 2 hours.
Every maintenance contract gets a renewal outreach 60 days before expiration, in your voice.
Every completed service call triggers an invoice the same day the tech marks the job done.
Every install milestone triggers a draw invoice automatically when it is reached.
Every technician gets their schedule and job brief before 7am with no morning phone tag.
Every completed service contract or project generates a review request within 24 hours.
TIM is priced against the $5,400 per month salary of the coordinator it replaces, not against $20 per month software. Here is how all three options compare for a commercial HVAC operation.
| Category | Spreadsheet | Service Coordinator | TIM |
|---|---|---|---|
| Monthly cost | $0 + your time | $5,400-6,800 | Fraction of a hire |
| Service call response | Callback when free | Depends on load | Auto-acknowledgment within 2 hrs |
| Maintenance renewals | When remembered | Spreadsheet reminder | 60-day automatic outreach |
| Service invoice timing | Days or weeks late | Processed in batches | Same day as job completion |
| Technician scheduling | Text or call morning-of | Emailed the night before | Brief sent before 7am daily |
| Review collection | Rarely happens | Inconsistent | Every closed call or project |
Yes. TIM tracks service calls and install projects as separate workflows with different timelines, invoicing triggers, and communication sequences running simultaneously without interference.
TIM tracks every maintenance agreement expiry date and triggers a renewal outreach sequence 60 days before expiration. The property manager gets a personalized message in your voice before they start shopping around.
No. TIM works alongside your existing dispatch and field service tools. It handles the communication and billing layer that falls through the cracks when your dispatcher is managing 12 open tickets.
When a technician marks a service call complete, TIM triggers the invoice automatically the same day, not after the paper work order reaches the office two weeks later.
TIM handles the callbacks, the contract renewals, the technician briefs, and the invoicing so your service operation runs like a system, not a person.
Meet your Tim