Dispatch software for small HVAC companies.
Your whole day on one screen. Where every stop is, what's next on each route, and whether the customer actually paid before the tech pulled away. The office runs it in a browser. Your techs run it on the phones they already carry.
From $49/mo · Every feature on every plan · Cancel renewal anytime
Run a day of no cooling calls without the whiteboard.
A small HVAC company lives and dies by the dispatch board. When it's 102 out and the phone won't stop ringing, the office needs three answers fast: who's free, who's closest, and what's already been promised. Most small shops answer that with a whiteboard, a group text, and somebody's memory. That works right up until the first real heat wave, and then it starts costing you calls.
Helix Field was built for exactly this size of company. It's not a call center suite with forty modules you'll never open. It's a schedule, a dispatch board, a live map, and a record of every customer and every system you've ever touched. The office runs it from a browser. Your techs run it from the phone already in their pocket.
Same day calls, dispatched in seconds.
A call for an AC that quit at 1pm can't wait for tomorrow's schedule. The dispatch board shows the whole day, and the live job map, built on Mapbox, shows every stop and who is on it. Pick the closest tech, drop the call into their route, and put the stops in whatever order makes sense. Nobody has to blow up the group chat asking who's where.
- Live job map: see every stop at a glance
- Routes you reorder when priorities change
- Assign and reassign without a single group text
Turn your tune up sheet into clock steps.
Checkpoints are clock steps you set up yourself. Build your spring AC tune up once: arrive, pull static pressure, test the capacitor, wash the condenser, swap the filter, walk the customer through it. Techs tap through the steps as they work, and the office feed shows exactly where every job stands without anybody having to pick up the phone.
- Define your own service steps for the work you do
- Techs clock through steps from the phone
- The office watches progress in the activity feed
Photos of the install, payment at the door.
Before and after photos of a changeout attach straight to the job, so the nameplate, the lineset, and the finished pad are on record before the truck leaves the driveway. The customer signs on the tech's phone, the invoice goes out from the same job, and the customer pays from the link on their own phone. Cash or check? Log it against the job, so nobody's fishing a crumpled check out of a glovebox on Friday.
- Photos and customer signatures saved to the job
- Online card payments: 1% platform fee, Stripe or Square processing separate
- Cash and check recording, estimates, and invoices in one flow
Agreements that fill the shoulder season.
Spring and fall tune ups are the steadiest money in HVAC, as long as the visits actually get on the schedule. Set up a recurring maintenance plan once and Helix builds the visits for you. Customer and property records hold the equipment details, filter sizes, and every past visit, so the tech pulls up already knowing the system instead of asking the homeowner what size filter it takes.
- Recurring plans build the tune up schedule for you
- Property records keep equipment and filter notes
- Full service history for every customer and address
Built for an attic in July, not an office chair.
Techs get the day's route, job details, checkpoints, photos, signatures, and payment on the phone. Big buttons and clear status, because nobody's squinting at tiny menus from the top of a ladder. Each tech only sees the jobs assigned to them.
The back office comes with it.
Every plan includes every feature. None of this is a paid add on or a thing you unlock later. It's just in there.
A straight answer on fit.
Helix Field is young software from a small company, BAW International, and it's priced like it. It is built in Oklahoma, for landscaping and pond maintenance crews, which is why the field side feels like it was designed in a truck: it was. The HVAC side isn't a pile of canned templates. You set up your own checkpoints, your own recurring plans, and your own line items, and the software stays out of your way.
Helix Field fits you if
- You run one to about ten trucks
- You want dispatch, proof, and payment in one login
- You're done paying per feature, per module, per month
Look elsewhere for now if
- You need a flat rate pricebook or parts catalog integration
- You want a free trial: there isn't one, you pick a plan and pay at signup
If you're weighing Helix Field against the bigger names, we keep an honest side by side here: Compare field service software. And if HVAC is only half your business, we also build for plumbing companies and pool service routes.
Questions small HVAC shops actually ask.
How much does HVAC dispatch software from Helix Field cost?
Pricing is flat, by crew size, and every plan includes every feature. Solo is $49 a month for 3 seats, Crew is $99 a month for 6 seats, and Team is $179 a month for 10 seats. Larger or multi branch operations can ask for an Enterprise quote on the pricing page. Extra technician seats are $22 a month. Annual prices are $499, $999, or $1,799 and include a discount approximately equal to two monthly payments.
Is there a free trial?
No. You sign up, pick a monthly or annual plan, and pay, and the account is live. You can cancel renewal from your account with no cancellation fee; access continues through the paid term, and unused time is not prorated, refunded, or credited.
Can my technicians collect payment at the customer's door?
Yes. Techs can take card payments in the field (BAW charges a 1% platform fee, and Stripe's or Square's processing fee is separate), or log cash and check payments against the job. Estimates and invoices come off the same job record, so nothing rides back to the office on paper.
Does Helix Field handle seasonal maintenance agreements?
Yes. Recurring maintenance plans generate the visits automatically, and customer and property records keep the equipment details and full service history. Spring and fall tune up rounds schedule themselves instead of living in a spreadsheet.
Do the technician apps run on iPhone and Android?
The technician app runs on iPhone and Android. The office side runs in any modern browser, so dispatchers and owners don't have to install anything.
Flat pricing by crew size.
Every plan includes everything you just read about. Pick the seat count that matches your trucks, and add seats for $22/mo as you hire.
- 3 seats
- Every feature, included
- +$22/mo per extra technician
- 6 seats
- Every feature, included
- +$22/mo per extra technician
- 10 seats
- Every feature, included
- +$22/mo per extra technician
All plans renew automatically each month or year at the then current price until you cancel renewal. There is no cancellation fee, and access continues through the paid term; unused annual time is not prorated, refunded, or credited. Your first charge is at signup. Prices in USD. By subscribing you agree to the Terms and Refund & Cancellation Policy.
Put the whiteboard down before the next heat wave.
Pick the plan that fits your trucks and run dispatch, checkpoints, photos, and payment from one place. Got a question first? Email us and we will get back to you.