Best Commercial HVAC Preventive Maintenance Software (2026)
The best preventive maintenance software for commercial HVAC depends on how deep your equipment records need to go. I co-founded QuoteIQ, so I rank it first for small commercial shops that want recurring visits, photo checklists and billing in one app, from $29.99 a month, with checklists starting on the $99.99 Beginner plan. If you run hundreds of units across many buildings, Simpro and ServiceTrade go deeper than QuoteIQ does, and I say where below. This list is about the visit itself; for agreement billing and renewals, see my maintenance contract software roundup.
TL;DR
QuoteIQ — $29.99 to $699.99 a month. Recurring jobs on every plan, photo checklists from Beginner at $99.99. Best for small commercial shops.
ServiceTrade — Request pricing. Equipment history and deficiency tracking. Best for commercial-only contractors.
Simpro — Request pricing. A Maintenance Planner add-on for asset-level schedules across sites. Best for large PM books.
ServiceTitan and FieldEdge — Request pricing. Agreement-driven scheduling inside bigger platforms. Best for shops that already sell memberships.
Jobber and Service Fusion — From $49 and $245 a month. Simple recurring visits with thin PM depth. Best when PM is a sideline.
Limble — No price shown. A maintenance management system for in-house facility teams, with no customer billing in what I read.
How I Picked These
I weighed five things a preventive maintenance visit needs: a recurring schedule that keeps generating visits, a checklist the tech fills in on site, a record of what was done, support for several buildings or contacts per customer, and billing that follows the visit. Prices are standard monthly rates, not annual discounts, pulled from each vendor's published pricing and feature pages and checked in October 2026. Where a vendor publishes no price, I say so instead of quoting an estimate from someone else. I run a pressure washing company on QuoteIQ and have never run a commercial HVAC maintenance route, and I have not used the other seven tools, so every claim about them rests on their own pages. The ranking is my position as a QuoteIQ co-founder, not a scored lab result. It is aimed at shops with roughly two to ten users who sell maintenance visits to commercial customers.
Quick Comparison
Software | Standard monthly price | Best for |
$29.99 to $699.99, extra users $25 | Small commercial shops | |
Request pricing | Commercial-only contractors | |
Request pricing | Large multi-site PM books | |
Request pricing | Agreement-heavy shops | |
Request pricing | HVAC-native agreements | |
$49 to $499 | Light PM on a small team | |
$245 to $627, unlimited users | Many techs, flat price | |
No price shown | In-house facility teams |
1. QuoteIQ — Best Preventive Maintenance Software for Small Commercial HVAC Shops
What it is
QuoteIQ is the field service CRM I co-founded, and I run my own pressure washing company on it. For preventive maintenance, the scheduling page shows recurring jobs on every plan, and you can drag one visit to change "this event only," "this and future events," or all of them. QuoteIQ Cam inspection forms let a tech fill in checklist items, notes, photos and condition scores, then produce a PDF report that attaches to the invoice and saves to the customer profile.
Pricing
Essentials is $29.99 a month for one user, with recurring jobs but no Cam checklists. Beginner is $99.99 for two users and adds Cam inspection forms and reports. Pro is $199.99 for four users and adds the client portal, job costing and QuickBooks. Elite is $299.99 for ten users and adds route optimization and GPS tracking. Max is $699.99 for twenty. Extra users are $25 a month on every plan, and every plan has a 14-day trial. These figures come from the pricing page, checked October 2026.
Where it fits
It fits a commercial shop with two to ten users that sells quarterly or semiannual PM visits and wants the visit, the checklist, the photos and the invoice in one place. The scheduling page also keeps a job address separate from the billing address and lets you add contacts such as a property manager and a tenant to a job, which matters on commercial accounts. At four users, Beginner with two extra users is $149.99 a month, against $199.99 for Pro. Book the QuoteIQ demo and ask to see a quarterly interval set up.
Tradeoffs
I found no equipment register on the pricing or scheduling pages, so unit-level history lives in notes and forms, not in an asset record. The inspection forms page does not say forms link to a recurring visit or to a specific unit. The scheduling page lists daily, weekly, every two weeks and custom repeats and does not mention an annual preset, so confirm during the trial that a quarterly or annual interval sets up the way you need. It also does not describe several service sites under one customer. Checklists start at $99.99, not $29.99, and the pricing page does not list service plans as a feature, so I treat the estimate-to-subscription flow on the scheduling page as recurring billing, not an agreement module.
"QuoteIQ’s CRM features help me follow up like a pro; Clients trust my consistency, and repeat business has grown thanks to simple reminders." — Terese_Davisq (App Store review)
2. ServiceTrade — Best for Asset History and Deficiencies
What it is
ServiceTrade is service software aimed at commercial service contractors. Its commercial HVAC page says teams can schedule planned maintenance and recurring visits for customers with maintenance agreements, keep a service history for each asset, turn inspection findings into deficiencies, and give customers a portal.
Pricing
Select, Premium and Enterprise all show "Request pricing" on the pricing page, and the page says price depends mainly on the number of technicians. Office users are unlimited, and the page does not state billing frequency or contract length. Equipment history, deficiency capture, dispatch and QuickBooks are in Select. The customer service portal starts at Premium. Recurring contract pricing and proposals are in Enterprise on the mechanical track.
Where it fits
It fits a commercial-only contractor whose money is in inspections that turn into repair quotes, with a record for every unit in every building. If deficiency follow-up is how you grow revenue, this is the closest match on my list.
Tradeoffs
With no published price, you cannot budget before a demo. Its pricing page never names preventive maintenance, and digital inspection workflows are listed only under the Fire Protection track at Premium and Enterprise. On the HVAC page, the inspection tools belong to its fire-inspection product, so confirm that a mechanical PM checklist is covered. The ServiceTrade site has the demo request. Pricing is by technician with unlimited office users, which favors a small field team with a big office.
3. Simpro — Best for Asset-Level PM Planning at Scale
What it is
Simpro sells field service software with a Maintenance Planner add-on built for asset-driven work across sites with several service-level agreements. Per its feature page, you schedule assets and recurring jobs, assign technicians, keep asset details, and record maintenance details and test results automatically. Reports cover asset status, test dates and contract information.
Pricing
The pricing page shows no figures, only Request Pricing buttons. It lists Maintenance Planner as an add-on, and it does not state billing terms or user limits.
Where it fits
Simpro's guide to recurring commercial HVAC maintenance at scale is the clearest description of a real PM program I read: one asset register by site, building, system and asset, a frequency set per asset and agreement, and the next work order generated from the plan. It says the Planner also sends alerts when a unit is due, combines same-date services into one job, and lets technicians scan barcodes or QR codes to view history and log results on site. If you manage hundreds of units, that is the model to compare everything else against.
Tradeoffs
Expect real setup work. Simpro offers Professional Services to help import assets, the pricing is opaque, and the Maintenance Planner page does not describe checklists. The guide is Simpro's own marketing, so treat its claims as the vendor's.
4. ServiceTitan — Best for Agreement-Driven Shops at Volume
What it is
ServiceTitan is the large HVAC platform, with Starter, Essentials and The Works tiers. Its service agreement page says the system automatically schedules recurring service visits when an agreement is created, automates renewals, and alerts you to expiring agreements. Agreements can be tied to a business location and can cover equipment-based contracts.
Pricing
The pricing page publishes no dollar amounts. It says pricing is per technician and that customizable memberships are included in all three tiers.
Where it fits
It fits a mixed residential and commercial shop that already sells memberships at volume and has office staff to run the platform. I compared it with QuoteIQ in my ServiceTitan vs QuoteIQ post.
Tradeoffs
There is no published price, the cost is per technician, and the pricing page never mentions preventive maintenance or checklists. The agreement page describes scheduling and renewals but gives no detail on per-visit checklists or unit-level records. Expect a demo-led buying process through the ServiceTitan site.
5. FieldEdge — Best for HVAC-Native Service Agreements
What it is
FieldEdge is HVAC-focused field service software with Select, Premier and Elite plans. Its service agreement page lists agreements as a core feature, along with reminders and QuickBooks integration. The page headlines "60% Less Time Spent," a vendor claim it does not explain, so I could not check it.
Pricing
The pricing page shows no price figures. Basic service agreements come with Select, and advanced agreements with Premier and Elite. Mobile app licenses are 2, 4 and 6 across the three plans. There is no free trial, and downgrades take effect at the end of your current contract period.
Where it fits
It fits an HVAC-first shop that wants service agreements built into its main software and is comfortable buying through a demo.
Tradeoffs
The pages I read do not describe recurring visit scheduling, equipment tracking or per-visit checklists, so I cannot tell you how a quarterly rooftop-unit visit gets generated. There is no price, no trial, and a contract period to plan around. See the FieldEdge site for a demo request.
6. Jobber — Best for Simple Recurring Visits on a Small Team
What it is
Jobber is general home service software, not an HVAC product. Its recurring jobs help article shows visits repeating weekly, biweekly, monthly or on a custom weekly, monthly or annual schedule. Job checklists and instructions apply to every visit and can be changed on a single visit, and you can invoice per visit or a fixed amount per period.
Pricing
The pricing page shows monthly prices: Core $49 for one user, Connect $139 for one user or $199 for five, Grow $199 for one or $299 for five, and Plus $499 for five. Extra users are $29 a month, and the trial is 14 days. It lists job documentation checklists under Connect.
Where it fits
It fits an owner-operator or a small crew doing light commercial maintenance, such as two tune-ups a year for a handful of buildings. I compared the two in my Jobber vs QuoteIQ breakdown.
Tradeoffs
Neither Jobber page I read mentions an equipment register or a multi-building structure, so a large PM book would outgrow it. Per-user cost climbs as you add techs: Connect with five users is $199, close to QuoteIQ Pro with four users at $199.99. Visit the Jobber site to compare plans.
7. Service Fusion — Best for Flat Pricing With Unlimited Users
What it is
Service Fusion is general field service software that charges a flat monthly fee with unlimited users. Its service agreements article says each agreement stores the term, start and end dates, billing frequency, pricing and a service description, with an example of an annual plan that includes two tune-ups. The article describes the feature as one that is being built, so some capabilities may still be in development.
Pricing
The pricing page shows Starter at $245 a month, Plus at $382 and Pro at $627 when billed monthly, with unlimited users and no contract. Annual billing takes about 15% off. Recurring invoicing and the customer web portal are add-ons on Starter and Plus and included in Pro.
Where it fits
It fits a commercial shop with many technicians where a flat fee beats paying per user, and where PM is billing-driven rather than checklist-driven.
Tradeoffs
The pricing page does not mention recurring jobs, maintenance agreements, checklists or equipment tracking, and the agreements article mentions neither equipment tracking nor checklists. Of the eight, this is the one where I could verify the least about PM, so ask for a walkthrough of a recurring quarterly visit before you buy. The Service Fusion site has the demo request.
8. Limble — Best for In-House Facility Maintenance Teams
What it is
Limble is a computerized maintenance management system, or CMMS, built for teams that maintain their own equipment, not for contractors who sell visits. Its preventive maintenance page describes calendar, meter and sensor-based schedules, work orders generated automatically, and an AI tool that drafts PM tasks from an asset's service manual. Completions and maintenance history are timestamped, and a dashboard tracks PM completion.
Pricing
The pricing page lists Standard, Premium+ and Enterprise with no prices, only a "Calculate my price" tool. Assets and work orders are unlimited on all three. Standard includes unlimited recurring PMs, procedure templates and on-demand inspection procedures. Premium+ adds meter and threshold-based scheduling, automated corrective actions, and PM import and export. Enterprise adds custom escalation notifications.
Where it fits
It fits a facilities or building-engineering team running PM on its own HVAC, with run-hour meters or sensors driving the schedule. Limble's own HVAC software guide credits field service tools such as ServiceTitan and Jobber for invoicing.
Tradeoffs
The pages I read do not mention quoting, invoicing or customer billing, so a contractor selling PM visits would still need a second tool to bill them. No price is shown. Meter and sensor triggers are its strength; billing a customer for the visit is not part of what I read.
What Operators Say
None of these reviewers is tagged as an HVAC contractor in the QuoteIQ review database, so read them as service business owners talking about repeat work, not as proof of commercial HVAC results.
"Love it so far, great way to get quotes to customers, retain customer info, and schedule repeat work" — Brown_85 (App Store review)
"Excellent for organizing, tracking, invoicing, and scheduling." — Seabrook Condon Contracting (App Store review)
Frequently Asked Questions
What is the best preventive maintenance software for commercial HVAC in 2026?
It depends on how deep your equipment records need to go. For recurring visits, photo checklists and billing in one app at a published price, I rank QuoteIQ first, from $29.99 a month, with checklists starting on the $99.99 Beginner plan. For asset-level planning across many buildings, Simpro's Maintenance Planner and ServiceTrade's equipment history go deeper, but both send you to a demo for pricing. Jobber covers light PM on a small team from $49 a month, with checklists from $139. I co-founded QuoteIQ, so treat my ranking as a position, and read my commercial HVAC software roundup for the wider operations picture.
How much does commercial HVAC preventive maintenance software cost?
Published prices run from $29.99 to $699.99 a month, and several vendors publish nothing. QuoteIQ lists $29.99, $99.99, $199.99, $299.99 and $699.99 on its pricing page, with $25 per extra user. Jobber runs $49 to $499 with $29 per extra user, and Service Fusion runs $245 to $627 with unlimited users. ServiceTrade, Simpro, ServiceTitan, FieldEdge and Limble ask you to request pricing or use a calculator. For a four-user shop, QuoteIQ Beginner with two extra users is $149.99. These are standard monthly rates I checked in October 2026, so confirm them before you sign anything. Also ask whether recurring invoicing, portals and extra users cost extra.
What features should HVAC preventive maintenance software have?
At minimum: a recurring schedule that keeps generating visits, a checklist the tech completes on site, photos and notes saved to the customer, and billing that follows each visit. For commercial work, add a unit-level asset record organized by site, building and system, alerts when a unit is due, and a way to flag deficiencies found during the visit so they become quotes. Simpro's guide to recurring commercial maintenance lays out the asset-register model in eight steps. Few small-shop tools cover all of it, so decide which pieces you cannot live without before you compare prices. Also ask whether checklists, photos and history stay attached to the customer record.
How often should commercial HVAC equipment get preventive maintenance?
It depends on the equipment and the agreement. Simpro's guide, citing ANSI/ASHRAE/ACCA Standard 180-2018, lists quarterly filter changes and drain-pan checks for air handlers, with belt, drive and control checks twice a year. Treat those as a starting point and set the real interval in each customer's agreement. The U.S. Energy Information Administration's 2018 survey puts space heating at about 32% and ventilation at about 10% of commercial building energy use. The Better Buildings page says operations and maintenance programs are estimated to save 5% to 20% on energy bills, a range for O&M programs in general.
How do I schedule recurring HVAC maintenance visits for commercial customers?
Set the interval per customer or per agreement, attach the checklist, and let the software generate the visits. Then decide whether you invoice after each visit or a fixed amount per period. Jobber supports weekly, biweekly, monthly and custom weekly, monthly or annual repeats. QuoteIQ lists daily, weekly, every two weeks and custom repeats, so confirm a quarterly interval in the trial. Stagger renewal dates so you are not doing every annual visit in one month, because the BLS projects about 40,600 HVAC mechanic and installer openings a year and technician hours stay scarce. Check that the checklist carries over to every visit automatically.
What is the difference between a CMMS and field service software for HVAC preventive maintenance?
A CMMS manages maintenance on equipment you own or operate, while field service software runs a contracting business that sells visits. Limble is a CMMS with calendar, meter and sensor-based schedules, and its Standard plan lists unlimited recurring PMs and procedure templates. I found no quoting or invoicing in the Limble pages I read. QuoteIQ, Jobber, ServiceTitan and the others here are field service tools, which add quoting, dispatch and customer billing. If you maintain your own buildings, look at a CMMS. If you bill customers for the visit, you want field service software. Some shops run a CMMS for buildings they manage and a field tool for everything else.
Can field service software track HVAC equipment history for preventive maintenance?
Some can. ServiceTrade's Select plan lists equipment history and deficiency capture, Simpro's Maintenance Planner keeps asset details and test results, and ServiceTitan agreements can cover equipment-based contracts. QuoteIQ saves forms and photos to the customer profile, but I found no equipment register on its pages, so unit history lives in notes and forms. Ask each vendor whether history is stored per unit or per customer, because that decides what a tech sees before arriving, and test with a real rooftop unit before you commit. For more on visit and unit records, read my HVAC service history software roundup.
How do I start a QuoteIQ trial?
Pick a plan and start the 14-day trial, which is available on every plan; a credit or debit card is required to start. If you want checklists, choose Beginner at $99.99 a month or higher, since QuoteIQ Cam inspection forms are not on Essentials. Extra users are $25 a month on every plan. During the trial, set up a quarterly interval on one recurring job and run one test visit with a checklist and photos before you import your customer list. Pricing runs from $29.99 for Essentials to $699.99 for Max, so pick the plan by users and features, not by price alone. You can also book a QuoteIQ demo and ask to see exactly that.
Bottom Line
I co-founded QuoteIQ, so my pick is no secret: for a small commercial HVAC shop that wants recurring visits, photo checklists and billing in one app, it is what I would run, starting at $29.99 a month and $99.99 once you want Cam checklists. If your book is hundreds of units across many buildings, price Simpro and ServiceTrade first, because their asset records go deeper than QuoteIQ's. Whichever you shortlist, ask each vendor to walk you through one quarterly rooftop-unit visit from schedule to invoice. Book a QuoteIQ demo and ask for exactly that.
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