Skip to content
IndustriesIndustry file / 02

HVAC CRM software

Schedule A/C, heating and preventive maintenance, dispatch techs by map, collect on-site, and keep the service agreement live year-round.

Get startedSee pricing

Dispatch, recurring maintenance and collections — in one app.

What changes when a hvac business runs on Olynx.

32%

more jobs per tech/day

Optimal routing + skill-based assignment.

24/7

coverage without a dispatcher

AI receptionist handles 11 p.m. A/C emergencies.

$44K

membership MRR

Auto recurring billing you don't chase.

−68%

callbacks from incomplete PMs

Equipment-model standardized checklists.

The same day, before and after.

Today
  • Dispatching techs by phone and WhatsApp — with no idea where they are.
  • Preventive maintenance that gets forgotten and lost as recurring revenue.
  • Quoting repairs with parts you don't have in stock — no inventory visibility.
  • Emergency calls you miss at 11 p.m. when someone's A/C dies in July.
  • Techs without EPA 608 / NATE cert assigned to jobs that require it.
  • No refrigerant tracking (R-410A / R-32) — EPA audit risk.
With Olynx
  • Map dispatch with optimized routes — the tech sees the next job and the customer gets a real ETA.
  • Automatic recurring jobs: quarterly/biannual/annual PMs that schedule themselves.
  • Live inventory of compressors, filters, refrigerant and parts — the quote flags shortages.
  • AI receptionist that answers emergency calls 24/7 and books by urgency level.
  • Simplified HVAC tonnage calculator (Manual J per IECC zone) inside the estimate.
  • Smart cert-based assignment: only certified techs take refrigerant jobs.
  • Annual service agreement with auto-renewal + recurring billing.
  • Flat-rate pricebook per common repair (compressor swap, capacitor, contactor, freon top-off).
Your kit

The 7 tools you use every day.

01

$3.4K

/mo in night leads captured

Oly Voice — AI receptionist that captures July's $$$

Sunday 9:47 p.m., baby sweating, A/C dead. Your line rings 11 times in 4 hours and nobody answers — you sleep. Monday the family called 3 competitors; one answered. You lost a $1,200 repair + a lifetime customer.

Olynx Calls (LiveKit + bilingual voice AI) answers every call 24/7, triages "not cooling" / "water leak" / "strange noise" / "routine check", charges trip fee on the call, and only wakes you for real emergencies.

  • Automatic triage: not cooling / leak / strange noise / preventive
  • Asks equipment brand/model (rating plate photo)
  • Charges trip fee ($89-$129) by card on the call
  • Only transfers true emergencies to on-call
  • Every call with recording + transcript on customer profile
  • Auto-bilingual ES/EN
Sunday 9:47 p.m. "Our A/C died and my baby is sweating". Olynx Calls: detects emergency, confirms address, charges $89 trip (Apple Pay in 30 sec), transfers to Carlos (on-call). Carlos arrives 35 min later. Monday 7 a.m. you have 6 more overnight leads in the inbox.
See this feature in depth
02

+32%

jobs per tech/day with optimized routing

Dispatch + optimized routes for your fleet

You move 6 techs by WhatsApp. Each one picks the next visit on their own = inflated drive time, 20-min jobs mixed with 6-hr jobs in no logical order, customer calls at 2 p.m. asking "what time are you coming?" and you have no idea.

Olynx orders the route by GPS proximity at day-start, assigns by certification (EPA 608 / NATE / Senior Tech), notifies the customer with real ETA via SMS, and auto-re-routes when an emergency drops in. On-site time + drive time measured = real productivity data.

  • GPS-optimized day-start route per crew
  • Skill-based assignment: only EPA 608 take refrigerant jobs
  • Auto re-routing when emergency drops in
  • Customer SMS: "on the way" / "arrived" / "done"
  • Live map with each tech + job status
  • Drag-to-reschedule + realistic between-job buffer
Tuesday 11:08 a.m. Emergency: A/C down, baby in house. Olynx checks map, José is 6 min away, reassigns his next (non-urgent) job, notifies new customer with 15-min ETA. José already has capacitor + contactor in the truck — Olynx checked stock before accepting.
See this feature in depth
03

0

"where are you?" calls

Live Map + Crew Tracking

"Where's Iván?" "Why is Carlos at 4 hrs on what should be 2?" You spend the day on the phone chasing crews. Commercial customer asks "what time did they arrive?" and you have no GPS proof.

Live GPS map with real-time location of each tech (geolocation API). Click pin → who, what equipment they're fixing, time since clock-in. Live job costing: hours × rate hits job budget in real-time. Predictive payroll with next-period forecast.

  • Live GPS map with pin per tech
  • Click pin → identity, equipment, time since clock-in
  • Live job costing: hours × rate vs budget in real-time
  • Predictive payroll: next-period forecast
  • Alerts if crew is 30 min past ETA
  • Exportable GPS report for commercial customers
2:14 p.m. Open Olynx. Map: Iván 🟢 at Costco repair (1h 50min — normal), José 🟡 on commercial chiller (5h 30min — should be 3h). Click José: foreman replies "compressor seized, swapping it, CO going out now". CO signed by customer from phone in 8 min.
See this feature in depth
04

45 seg

EPA compliance export

Per-equipment PM checklists + EPA compliance

Every tech runs PM differently and it costs you callbacks: Iván cleans the coil but doesn't check superheat; Carlos checks everything but doesn't log the R-410A added; EPA auditor shows up and you have no refrigerant record for the last 3 years.

Olynx has per-equipment-type checklists (split, package, mini-split, geothermal, chiller) the tech completes from mobile with photos, readings (suction, discharge, subcooling, superheat) and customer signature. Every oz of refrigerant logged with EPA #, certified tech and dilution — exportable as PDF in 30 sec for audit.

  • Model-specific checklist (Carrier Infinity, Lennox iComfort, Trane XL)
  • Readings: suction, discharge, subcooling, superheat with photo
  • Per-equipment history: 6-month-old superheat to spot trends
  • R-410A / R-32 oz added with product EPA # + tech cert #
  • Capacitor µF + filter photo before/after
  • PDF report auto-sent to customer on close
  • Refrigerant compliance log exportable for EPA audit
EPA auditor walks in Tuesday 10 a.m. "I need 18 months of R-410A added, with tech cert and dilution rate." Filter in Olynx by product + date, export PDF in 45 sec. 184 entries, each with EPA # + cert # + oz. Auditor leaves by 11:15 a.m.
See this feature in depth
05

+19%

close rate with G/B/B + in-line financing

Estimates with HVAC Expert calculator

Quoting a new A/C install "by eye" = 1 ton over or under. 1 wrong ton = $1,200 wasted + a customer with a poorly-cycling system who calls you angry in 6 months. Your 2022 Excel pricebook is already outdated.

HVAC Expert calculator uses simplified Manual J per IECC climate zone (1-8) + insulation R-value + window %. Calculates recommended tonnage, minimum SEER per zone, estimated ductwork sizing. Quote equipment (Carrier/Trane/Lennox) + ductwork + thermostat + install labor with a flat-rate pricebook you actually keep current.

  • Simplified Manual J per IECC climate zone
  • Recommended tonnage (typically 0.8-1.2 tons/1000 sqft)
  • Minimum SEER per zone + ROI sweet spot
  • Pricebook per brand/line (Carrier Performance, Trane XR, Lennox EL)
  • Adders: ductwork redesign, electrical upgrade, condensate pump
  • Good/Better/Best (basic 14 SEER / mid 16 SEER / premium 20 SEER variable)
  • In-line financing (Synchrony / GreenSky) for $5K+ jobs
Mrs. Wilson, 2,400 sqft Dallas home, IECC zone 3. Olynx: 3.5 tons (Manual J), SEER 16 sweet spot. Quote Carrier Performance 16 SEER 3.5T = $9,840 + electrical upgrade $620 + smart thermostat $385 = $10,845. G/B/B options in one proposal. Mrs. Wilson signs Better with Synchrony financing in 11 min.
See this feature in depth
06

$44K

MRR with zero chasing

Memberships + on-site Stripe collections

Your cashflow lives on annual PM ($240/yr × 200 customers = $48K) — but you chase every customer by phone on day 5 to get them to pay. Yesterday's repair invoice goes out tomorrow, gets seen next week, paid next month.

Olynx automates both: Silver/Gold/Platinum membership with auto monthly billing on day 1 + decline retry day 3 + auto-email to customer. On-site collection with SMS link when the repair closes — Apple Pay / Google Pay / card / ACH ($1 flat). 2-way QuickBooks Online sync — each charge in the right category without you lifting a finger.

  • Tier membership (Silver $19 / Gold $25 / Platinum $35)
  • Day-1 auto billing + day-3 decline retry + email
  • On-site: tech opens invoice, customer pays from phone
  • Apple Pay / Google Pay / card / ACH ($1 flat)
  • Annual membership renewal with auto SMS + email
  • Late fee auto-calculated at 30/45 days
  • 2-way QuickBooks Online sync (OAuth)
July 1st. Olynx charges $25 × 147 Gold customers = $3,675 at 6:30 a.m. 4 cards decline — Olynx auto-texts them with update link. 3 update within 24 hr (saves $75). While you sip coffee, $3,650 already lands in your Stripe account.
See this feature in depth
07

$420

/wk saved on buddy-punching

GPS Time Clock + offline Company Camera

Buddy-punching: a crew member's cousin clocks in from the couch. Payroll inflated $300-$600/wk. Customer claims "they didn't come Tuesday" and you have no timestamped photo. On a no-signal job everything is lost — photos, readings, clock-in.

Giant "Clock In" button → captures lat/lng + photo + timestamp + auto-assigns to active project. Overtime detection (>8hr/day or >40hr/wk). Camera with timestamp + GPS + logo watermark, annotation canvas. PowerSync = local SQLite on phone → everything works without signal and silently syncs when back online.

  • Clock In with photo + GPS — buddy-punching impossible
  • Auto-assigns to active project — no manual selection
  • OT detection >8hr/day or >40hr/wk
  • Company camera: timestamp + GPS + watermark + annotation
  • Auto before/after pairing per job
  • PowerSync offline — local SQLite, silent sync
  • Per-shift notes (weather, equipment, safety)
Commercial job in industrial garage, no signal. Iván clocks in 6:58 a.m. with photo + GPS. Documents 32 photos before/during/after with timestamp. Superheat readings captured offline. Clock out 4:12 p.m. (8h 14min). 5 p.m. in the truck with signal — everything silently syncs. Full report to commercial customer Wednesday.
See this feature in depth

Just another Tuesday.

  1. 06:30

    Day dispatch

    Map with 6 techs + 22 jobs. Auto-optimized route. You approve and the techs get a push.

  2. 09:14

    Emergency drops in

    No A/C, owner in wheelchair. Olynx reassigns to Iván (8 min away), notifies customer with real ETA.

  3. 11:48

    Quarterly PM

    Iván completes 14-point Carrier checklist. Uploads filter photo + superheat reading. Signed PDF auto-sent.

  4. 13:05

    On-site collection

    Capacitor swap for Mr. Park. $189 flat-rate. Customer pays via Apple Pay from his phone. QuickBooks already has the revenue.

  5. 18:00

    Monthly recurring

    It's the 1st: Olynx charges $3,675 from 147 Gold memberships. 3 declines auto-retry tomorrow.

FAQ

What hvac contractors ask most.

  • Yes. You set the cadence (quarterly, biannual, annual), Olynx schedules + notifies the customer, and the tech gets the right visit checklist.

  • Yes. You assign certifications (EPA 608, NATE, etc.) per tech and dispatch filters them automatically.

  • Yes. From mobile they add the part, the system deducts inventory and the line shows on the invoice.

Ready to scale?

Join thousands of service professionals who use Olynx to grow and manage their operations without the growing pains.

Get startedView pricing
Locked rate for life$2,000 website includedCancel anytime