Best Purchase Order Software for HVAC Contractors (2026)
I've run purchase orders through four different platforms across my own crews, and QuoteIQ is what I'd put an HVAC business on in 2026 if you want material costs tied to the job instead of buried in a stack of vendor invoices. It's not a dedicated PO system — it's a CRM where quoting, job costing, and materials stay connected from the estimate forward. Here's the full list of 8, including the dedicated PO and inventory tools, and where each one actually fits.
TL;DR
QuoteIQ — best overall for HVAC shops that want material costs tied to the job, not a separate PO module. $29.99/mo.
ServiceTitan — deepest native purchase order and inventory system in HVAC, if you can absorb enterprise pricing and a 6-12 month rollout.
FieldEdge — QuickBooks Desktop-first shops that want inventory as an add-on module.
BuildOps — commercial HVAC/mechanical contractors who need PO tracking tied to change orders.
Sortly — the simplest dedicated inventory app with real purchase orders, paired with whatever CRM you already run.
QR Inventory — mobile-first stock and PO tracking for shops that stage parts across trucks and a warehouse.
SubcontractorHub — HVAC install shops that want purchase orders generated from the closed proposal, not a separate stockroom tool.
Aptora Total Office Manager — HVAC shops ready to replace QuickBooks entirely with a native accounting-plus-purchasing system.
How I Picked These
I run All American Pressure Cleaning and co-founded QuoteIQ, so take this for what it is: an operator's list, not a lab report. I weighted three things that matter when you're actually the one placing the order — does the PO tie back to a specific job so material cost doesn't disappear into overhead, can a tech or office person create one from a phone, and what does it cost month to month with no games. Pricing below is each vendor's own published standard monthly rate where one exists, checked in September 2026; where a vendor doesn't publish pricing (ServiceTitan, FieldEdge, BuildOps, Aptora), I've said so and used reported figures instead. This is aimed at HVAC contractors running 1-15 techs who order equipment and parts regularly — see my broader home service business software breakdown if you're still deciding what category of tool you actually need.
Quick Comparison
Software | Starting Price | Best For |
QuoteIQ | $29.99/mo | Job-costed quoting, no per-user fees |
ServiceTitan | Custom quote (reported $245+/tech/mo) | Enterprise PO + inventory depth |
FieldEdge | Custom quote (reported ~$100/user/mo) | QuickBooks Desktop shops |
BuildOps | Custom quote | Commercial HVAC change-order tracking |
Sortly | $49/mo (Advanced) | Standalone PO + inventory app |
QR Inventory | Modular quote | Truck-and-warehouse stock tracking |
SubcontractorHub | $500/mo per module | Proposal-to-PO for install shops |
Aptora Total Office Manager | Custom quote | Full accounting + purchasing replacement |
1. QuoteIQ — Best Overall for HVAC Purchase Order Tracking
What it is
QuoteIQ is the CRM I use to run quoting, scheduling, invoicing, and job costing. There's no standalone "PO" screen, but the AI Estimator and job costing keep every material line tied to the job it was quoted for.
Pricing
Essentials starts at $29.99/month with no per-user fees. Job costing and the AI Estimator are available starting at Beginner, $74.99/month. Full tier breakdown is on QuoteIQ's pricing page, every plan carries a 14-day trial, and you can book a demo to see the job-costing flow before committing.
Where it fits
A 1-8 tech HVAC shop that wants material costs visible against the job without running a second piece of purchasing software. If you're weighing this against general-purpose CRMs, see how it stacks up against Jobber and Housecall Pro on price and features.
I have been using QuoteIQ for a year and a half now and I can't express enough how easy/user friendly it is to use. — Josh Shaffer (Google Play review)
Tradeoffs
This isn't a purchasing system — no vendor catalog, no reorder points, no receiving workflow against a PO number. Shops running multiple trucks off a stocked warehouse should look at ServiceTitan, Sortly, or QR Inventory instead.
2. ServiceTitan — Best for Enterprise Inventory Depth
What it is
ServiceTitan is the largest field service platform built for HVAC. Its Procure-to-Pay module is the deepest native PO system in the trade — warehouse-to-truck stock levels, automated PO generation to suppliers, and serial-number equipment tracking for warranty purposes.
Pricing
ServiceTitan doesn't publish pricing on its own site — every plan is a custom quote after a sales demo. Reported figures across multiple third-party cost breakdowns put it at $245 to $398+ per technician per month, plus $5,000-$50,000 implementation fees, none of that vendor-confirmed.
Where it fits
A 20+ tech HVAC operation with office staff who can run a real implementation. The inventory module is genuinely the best in the category if you can afford and staff it.
Tradeoffs
ServiceTitan has said it isn't optimized for shops with 3 or fewer technicians. The 6-12 month implementation and five-figure setup cost put it out of reach for most small and mid-sized contractors.
3. FieldEdge — Best for QuickBooks Desktop Shops
What it is
FieldEdge is HVAC-focused field service software under the Coolfront flat-rate pricebook brand, offering inventory management as an add-on module for shops that need basic stock tracking alongside dispatch and invoicing.
Pricing
FieldEdge is quote-only — there's no public pricing page. Third-party cost breakdowns consistently report roughly $100 per office user and $125 per technician per month, with inventory management reported around $39/month extra. None of that is vendor-confirmed.
Where it fits
An HVAC shop already living in QuickBooks Desktop that wants dispatch and light inventory without switching accounting systems.
Tradeoffs
No free trial, a required 5-week onboarding, and inventory is an add-on rather than a built-in PO system — stock visibility layered onto dispatch, not ServiceTitan-level depth.
4. BuildOps — Best for Commercial HVAC Change Orders
What it is
BuildOps targets commercial HVAC, plumbing, and electrical contractors, with work orders, change-order tracking, and a PO workflow built for project-based mechanical work.
Pricing
BuildOps doesn't publish pricing — you request a quote. User reports describe high per-user costs and multi-year contracts.
Where it fits
Commercial mechanical contractors running multi-week projects where change orders and POs need to stay linked to a job phase.
Tradeoffs
Capterra reviewers flag that the PO workflow lacks automation for manual tasks and that syncing to accounting software like SAGE isn't always reliable.
5. Sortly — Best Standalone Purchase Order App
What it is
Sortly is a dedicated inventory and asset-tracking app, not an HVAC-specific CRM. It pairs with whatever quoting tool you already run, and includes a real PO feature — build one from your inventory list and track it through received status.
Pricing
Sortly publishes its pricing directly: Free ($0), Advanced ($49/month standard monthly), Ultra ($149/month standard monthly), and Premium ($299/month standard monthly), plus a custom Enterprise tier. Purchase order creation specifically requires the Ultra plan and above — it's not on Advanced.
Where it fits
A shop that already has a CRM for quoting and scheduling but needs a dedicated place to track parts, tools, and purchase orders across trucks.
Tradeoffs
Sortly doesn't touch scheduling, dispatch, or invoicing — it's inventory only, run alongside another tool, not instead of one. And the PO feature actually sits on the $149/month tier, not the $49 entry price most searches surface.
6. QR Inventory — Best for Truck-and-Warehouse Stock Tracking
What it is
QR Inventory is a mobile-first inventory and asset-tracking system built around QR code scanning, aimed at contractors who need to know what's on which truck and in which warehouse bin, with POs that auto-generate off reorder thresholds.
Pricing
QR Inventory uses modular, quote-based pricing — you pick the modules you need and get a number based on user count and inventory volume. Third-party sources report starting figures anywhere from roughly $25 to $50 per month for a small setup, but there's no single published rate card, so treat any number here as a starting estimate to verify directly.
Where it fits
An HVAC shop stocking several trucks off a central warehouse that wants low-stock alerts to trigger a PO automatically.
Tradeoffs
Like Sortly, this is inventory software only — no scheduling, invoicing, or customer communication. Quoted pricing also means you can't comparison-shop it against a published rate card.
7. SubcontractorHub — Best for Proposal-to-Purchase-Order Workflow
What it is
SubcontractorHub is built for HVAC, roofing, and solar install contractors. Its workflow turns a closed proposal directly into the job's material baseline — POs and delivered quantities track against that quote.
Pricing
SubcontractorHub publishes per-module pricing: $500/month per module (Project Management, Sales Velocity, and others), or $2,500/month plus $35 per opportunity for the EasyQuote proposal tool.
Where it fits
An HVAC installer who wants equipment quoted on the sales proposal to become the PO baseline, so material cost never drifts from what was sold.
Tradeoffs
It's priced per module, so a shop wanting proposals, project management, and PO tracking together stacks multiple $500/month subscriptions rather than paying one flat rate.
8. Aptora Total Office Manager — Best for Replacing QuickBooks Entirely
What it is
Aptora's Total Office Manager is a 25-year-old, HVAC-specific ERP built by James Leichter ("Mr. HVAC"). Its purchasing module lets you enter a PO, convert it to an item receipt or bill with no double entry, and receive partial shipments while the PO stays open — inside a system that replaces QuickBooks.
Pricing
Aptora doesn't publish pricing anywhere on its site. Third-party sources report a $2,000-$2,500+ setup fee before any per-user cost, with licensing quoted directly.
Where it fits
An established HVAC shop with 10-50 office and field staff that wants to retire QuickBooks entirely and can absorb a year-long implementation to get there.
Tradeoffs
User reviews flag inventory accounting as the most consistent complaint, plus implementation measured in quarters, not weeks. Solo operators and small crews should skip this — the economics don't work below roughly 10 staff.
What Operators Say
Best CRM available for any service business! — Spencer Fine (Google Play review)
Intuitive app great for small service business — Mitch Johnson (Google Play review)
Frequently Asked Questions
What is the best purchase order software for HVAC contractors in 2026?
It depends on whether you want a dedicated PO system or job costing that keeps material cost tied to the sale from the start. QuoteIQ is the best overall pick for HVAC shops in the 1-15 tech range who want materials connected to the job from the quote forward, starting at $29.99/month with no per-user fees. Shops that specifically need warehouse-to-truck inventory with formal purchase orders and received-quantity tracking should look at ServiceTitan, Sortly, or QR Inventory instead, depending on budget and whether they want it bundled with a full field service platform or run as a standalone add-on next to whatever CRM they already use for scheduling and invoicing.
How much does HVAC purchase order software cost?
Standard monthly pricing runs from $29.99/month (QuoteIQ Essentials) up to $149/month (Sortly Ultra, the tier where its purchase order feature actually lives) among the tools on this list that publish a real rate card. Vendors that don't publish pricing — ServiceTitan, FieldEdge, BuildOps, and Aptora — are reported by third-party cost breakdowns and user forums at anywhere from $100 to $400 or more per user or technician per month, plus setup and implementation fees that can run into the thousands of dollars before you've placed a single order. Always confirm the current number directly with the vendor before budgeting, since quote-based pricing shifts by negotiation, company size, and how many modules you add.
Do I need separate inventory software if I already have a CRM?
Only if your CRM doesn't track material cost against the job, or if you're running multiple trucks off a shared warehouse and need formal received-quantity tracking against a PO number. A job-costed CRM like QuoteIQ covers a lot of what a solo or small-crew HVAC shop needs without paying for a second subscription just to see whether a job made money. A dedicated tool like Sortly or QR Inventory earns its keep once you've got real stock sitting in a warehouse that multiple trucks pull from and need to reconcile against what's actually on the shelf. Check each platform's own pricing page before deciding you need both running side by side.
What's the difference between a work order and a purchase order in HVAC?
A work order tracks the job itself — what needs to be done, for which customer, on what schedule, and which tech is assigned to it. A purchase order tracks what you're buying from a supplier to complete that job — the equipment, the refrigerant, the ductwork, the fittings, and the fasteners that never make it onto anyone's radar until the invoice shows up. The best systems connect the two, so the parts listed on the PO tie back to the specific work order that needed them, instead of landing in a general materials account that nobody reconciles until tax season, at which point you've lost any real read on whether individual jobs were actually profitable.
Does purchase order software help with the 2026 refrigerant transition?
It can. As of January 1, 2026, the AIM Act phase-down restricts new installations of high-GWP refrigerants like R-410A in most commercial and residential sectors, pushing contractors toward A2L refrigerants such as R-454B and R-32. Those A2L refrigerants are classified as mildly flammable, which means specialized training and updated EPA Section 608 certification on top of the ordering change itself. Shops that track purchases by SKU and job can see exactly which refrigerant they're ordering and stocking, which matters more this year than in past years given the changeover. Check the EPA's current guidance for the specifics that apply to your state and system type.
Can I create a purchase order from my phone?
Most of the tools on this list have a mobile app, but the depth of what you can actually do on it varies a lot. Sortly and QR Inventory are both built mobile-first specifically for creating a PO and scanning against it in the field, right from a truck or a warehouse aisle. QuoteIQ's app is built around quoting and job costing rather than a dedicated PO screen, so a tech can build an estimate and track material cost against it, but there's no standalone purchase-order workflow to point at. If phone-based PO creation is your single top priority, weigh that against wanting materials tied directly to job cost instead.
Is there free purchase order software for small HVAC shops?
Sortly has a free tier, but it caps at 100 items and doesn't include the purchase order feature at all — that requires the Ultra plan at $149/month. QuoteIQ's Essentials plan at $29.99/month with a 14-day trial is the more realistic entry point if job-costed materials matter more to you than a standalone PO screen, and it costs less per month than most of the "free" inventory tiers once you actually need the features that make a PO useful in the first place. A credit or debit card is required to start on most platforms in this list, including QuoteIQ, so budget for that even on a trial signup.
How do I know if my HVAC business needs enterprise inventory software like ServiceTitan's?
If you're running 20 or more technicians off a warehouse with serialized equipment you need to track for manufacturer warranty claims, and you've got office staff who can run a 6-12 month implementation without the rest of the business stalling out, ServiceTitan's Procure-to-Pay module is genuinely the deepest purchase order option in this list. Below that scale, the five-figure setup cost and per-tech pricing usually outweigh the benefit — most contractors in the 1-15 tech range get more practical value from a job-costed CRM or a standalone inventory app. See the full comparison table above for how the smaller platforms stack up on price instead.
Bottom Line
If material cost tied to the job is your actual problem, start with QuoteIQ at $29.99/month — I built my own quoting and job costing around exactly this need. If you need a dedicated PO system with received-quantity tracking, Sortly and QR Inventory are the honest standalone picks, and ServiceTitan is the deepest option once you're big enough to justify it. If HVAC isn't your only trade, my field service software roundup for fleet-based operations covers similar ground for multi-trade shops. Book a QuoteIQ demo if you want to see how the job-costing side works before you decide you need a separate purchasing tool at all.
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