HVAC service forms from equipment checks to signed reports.
Capture readings, log parts, build the line-item invoice, and export a signed PDF on site, without going back to the office. Built for residential and light-commercial HVAC techs.
From arrival to authorization, one ticket.
Built around how an HVAC tech actually works a call. Not how a billing department wishes they worked.
- 0101Pull up to the property
Arrival
Pre-fill the job address and reported problem before dispatch. Scan an equipment barcode or QR code into a field, then record the model, serial number, and service notes in the ticket.
9:42Service ticket · SV-4218842 Oak LaneCooling fault · open since 08:14Equipment data plateCarrier 24ACC636A003Serial4218CT-902331Install date2019-05-12Customer complaintUpstairs not cooling since yesterday afternoon.Stage 1 of 4 · OnlineDiagnose - 0202At the unit
Diagnosis
Refrigerant pressures, temperatures, amp draws — captured as real number fields with units. Photo evidence of the failure, GPS-stamped at capture. Pass / fail every safety check.
9:42Diagnosis · cooling faultRefrigerant + electricalSuction pressure (psi)42Superheat (°F)28Compressor amp draw (A)6.2Contactor in specPassFailFailure evidenceStage 2 of 4 · Offline - 0303Build the invoice
Work performed
Line items pull from your parts catalog with default prices. Labor lines and tax auto-total. The invoice is built on-site, not back at the office.
9:42Work performed · SV-4218Build invoiceLine itemsContactor — 30A 2-pole1 × $89.00$89.00R-410A refrigerant2 × $32.00$64.00Diagnostic + labor (1.5 hr)1 × $195.00$195.00Add rowSubtotal$348.00Tax 8.25%$28.71Total$376.71Stage 3 of 4 · Offline - 0404Hand them the phone
Customer sign-off
Customer reviews the work and signs on the screen. Download the PDF to give them a copy on the spot. Email PDF on submit sends every report to the office, which sees the closed ticket live.
9:42Sign-off · SV-4218Customer reviewTotal due$382.41Work acceptedPassFailCustomer signatureM. Tanaka · 11:18Submitted · PDF ready
The invoice the homeowner gets.
Every service call ends in one branded PDF. Equipment captured, readings recorded, parts and labor itemized, customer signature embedded — branded from the moment of authorization.
- Equipment ID from scan, not memory
- Real number-field readings, with units
- Line-item parts + labor, auto-totaled
- Customer signature embedded at sign-off
What a real service ticket needs.
Not a generic field form. A ticket built around how a tech actually works a unit.
Equipment barcode capture
Capture the text encoded in an equipment barcode or QR code. Add separate fields for model, serial number, and installation details.
Real number fields for readings
Refrigerant pressure, superheat, subcool, voltage, current. Numeric inputs with unit hints, decimal-friendly, no autocorrect mangling the value.
Parts catalog with default prices
Maintain a catalog of capacitors, contactors, refrigerant, filters, and labor. Line items autocomplete; quantities flex per call.
Live labor timer for shop time
Tap Start when work begins and Stop when it ends. Works offline, supports multiple sessions if you break for parts, and the total embeds in the invoice PDF alongside parts and tax.
Before / after photo pairs
Capture the failure before the fix and the repaired state after. Photos GPS-stamped and time-stamped, attached to the field they belong to.
Offline-first in basements and attics
Mechanical rooms, crawlspaces, and rural service calls all kill signal. Forms cache, photos queue, sync resumes the moment you reconnect.
Branded service-ticket PDF
Customer-facing invoice with your logo, parts breakdown, labor lines, tax, total, and embedded signature. Configure email delivery on submission.
What HVAC shops do today, and why bills go out late.
- 1Carbon-copy invoice book on the dashboardPages rip, ink fades, customer’s copy is illegible by next month. No record at the office until the tech drops it off.
- 2Phone camera roll for before-and-afterNo link between the photo and the job ticket. Tech burns 20 minutes at the desk pairing photos to invoices.
- 3Office spreadsheet for billingRe-keyed from paper at the end of the day. Typos misfile parts. Bills go out 3-5 days after the service call.
- 4Customer waits for an emailed PDFQuote / invoice ambiguity grows the longer the wait. Closed-rate drops when payment authorization happens days later.
- Scan equipment IDs into the ticketScan an equipment identifier and keep model, serial, and service notes together in the form. Pre-fill known details before assigning the job.
- Photos attached to the field, not the cameraEvery before-and-after pair lives inside the ticket. No camera-roll triage. GPS and timestamp on the back of every shot.
- Invoice built and totaled on-siteParts from your catalog, labor lines, tax — auto-totaled. Customer sees the number before they sign. Disputes drop, paid rate climbs.
- Office sees the closed ticket liveBackground sync uploads the moment a bar of signal returns. Office can dispatch the next call without waiting for the truck.
Built for owner-operators and 20-truck shops alike.
Free to pilot one call. Pro for parts catalog and branded invoices. Team for flat-rate dispatch with no per-tech billing.
Start with offline field forms at no cost.
- 3 forms or form groups
- 50 submissions/month
- Photo, GPS, and signature fields
- PDF export
- Fill forms offline with no signal
For individuals and small teams that need unlimited forms.
- Unlimited forms
- Unlimited submissions
- Barcode & QR scanning
- Client share links
- Custom PDF branding
- Conditional fields / skip logic
- Calculation fields
- Inventory catalog for line items
- Repeating sections for multi-instance data
- Google Sheets live sync
Flat rate for your field-ops team. Unlimited field workers, no per-field-tech billing.
- Everything in Pro
- Pre-fill and dispatch forms to specific field techs
- Owner and admins can dispatch; field techs are free
- Unlimited field workers included
- Team admin dashboard
- Dedicated support
Why field techs are included on Team
Pro is billed per user for builders and admins. Team includes unlimited field workers who receive assignments, so you can dispatch work to your crew with a flat subscription price.
“MobileForm has been a game-changer for our field-to-office communication! Its user-friendly design makes creating forms incredibly easy, even for someone who has never used the platform before. By streamlining communication, automating processes, and eliminating unnecessary steps, MobileForm helps us work smarter and more efficiently. Best of all, it creates seamless accountability, ensuring everyone stays informed, aligned, and responsible from the field to the office.”
HVAC shop questions, straight answers.
Does it work in mechanical rooms with no signal?
Open the forms you need while online before a service call. Cached forms, photos, GPS, and signatures work without a connection. Submissions stay on the device and sync when it reconnects.
Can the customer pay or sign on my phone?
Customers can sign on the screen with a finger or stylus, and the signature appears in the exported PDF. MobileForm does not collect customer payments; use your billing system to process payment separately.
Can I pull equipment data from a barcode on the data plate?
Barcode and QR fields capture the text encoded in a label. Add separate fields for model, serial, installation date, or warranty notes. Scanning does not look up manufacturer records or warranty status.
Can I build a parts catalog with my prices?
Yes. The Inventory catalog feature on Pro maintains a reusable list of capacitors, contactors, refrigerant, filters, labor — each with default prices and units. Line items autocomplete from the catalog; quantities flex per call.
Do I have to install anything from the App Store?
No. MobileForm is a Progressive Web App. Open the link in Safari or Chrome and tap "Add to Home Screen". Camera, GPS, and signature pad all work offline. No Apple or Google approval needed — useful if your crew rotates devices or hires seasonally.
How does pricing work for a 5-truck HVAC shop?
Free includes 3 forms or form groups and 50 submissions/month. Pro costs $19 per user per month, or $190 per user billed annually. Team costs $42 per month, or $420 billed annually, and includes the owner, invited admins, and unlimited field workers receiving assignments. Pro and Team include unlimited forms and submissions.
Templates and practical guides
Free HVAC maintenance checklist
A two-page PM checklist with cooling, heating, electrical, and airflow checks, readings, and sign-off.
Free service work order template
Start with job details, equipment, parts, labor, and completion notes.
Free maintenance work order template
Record the asset, fault, downtime, parts, labor, and sign-off.
Convert your HVAC service PDF to a mobile form
Upload your existing ticket, review the extracted fields, and prepare it for offline use.
Trade the carbon-copy book for a same-day signed invoice.
Build a service-ticket form in under ten minutes. Run one call through it. Send a signed PDF before you back out of the driveway.