HVAC Contractor
Documentation App

Document pre-existing conditions, install stages, refrigerant logs, and service records: timestamped proof that holds up with manufacturers, adjusters, and inspectors.

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Trusted by 1,200+ field contractors across the trades.

HVAC technician working on commercial equipment

30 days

Free trial, no card required

< 2 min

To generate a PDF report

Works offline

In attics, crawlspaces, rooftops

Unlimited

Photos and projects

The Problem

Without Documentation, You're Exposed

HVAC contractors face unique risks when field work isn't properly documented. Here's what's at stake.

Warranty Disputes Without Proof

Manufacturers deny claims when you can't prove the install was done right. Without timestamped, organized photos of every stage, you're left footing the bill for callbacks and replacements.

Pre-Existing Condition Liability

You touched it, now you own it. Without documenting the old system's condition before removal (corroded coils, failing wiring, existing damage), any future problem becomes your fault. Pre-construction documentation is the single best liability protection in the trade.

Compliance & Inspection Gaps

Code inspections, refrigerant logs, and permit documentation scattered across phones, trucks, and filing cabinets. When an inspector asks for records, you shouldn't be digging through a camera roll.

How It Works

Three simple steps to organized, professional documentation.

Document Before You Start

Capture pre-existing conditions before touching anything: the old unit, wiring state, existing damage. Then document each install stage and final completion. Every image is automatically timestamped and geotagged.

Organize by Project

Photos are grouped by job, categorized by stage: pre-install, rough-in, startup, completion. Notes and annotations keep context clear.

Report & Share

Generate professional PDF reports in minutes. Share with homeowners, manufacturers, or inspectors via email or text, straight from your phone.

We used to lose hours tracking down photos from techs' phones. Now every job is documented from day one, and our warranty claim success rate has gone way up.

Mike R.

Owner, Sample HVAC Co. (placeholder)

Built for HVAC Contractors

Every feature designed to save you time and protect your business.

Timestamped Job-Site Photos

Every photo captures date, time, GPS, and equipment details automatically: irrefutable proof tied to the specific job, serial number, and location.

HVAC Stage Categories

Organize photos by job phase: pre-existing conditions, demolition, rough-in, equipment set, line set, startup, and final completion. Every stage documented.

Warranty & Compliance Reports

Generate PDF reports formatted for manufacturer warranty submissions and inspector-ready documentation. Professional enough to send directly to warranty departments.

Automatic Cloud Backup

Every photo backed up automatically. Never lose documentation because a phone broke, got lost, or a tech left the company.

Share with Homeowners & Adjusters

Send reports and photos directly to homeowners, warranty departments, insurance adjusters, or inspectors via email or text link, straight from your phone.

Works in Attics, Crawlspaces & Rooftops

Fully offline capable. Capture photos, add notes, and organize by job from anywhere. Syncs automatically when you're back in service. Built for one-handed use with work gloves on.

Real-World Use Cases

See how HVAC contractors use Fieldpost on every job.

HVAC technician inspecting equipment before service

Pre-Job Condition Reports

Before touching a single wire, document the existing system's condition: refrigerant line state, electrical connections, ductwork condition, and any pre-existing damage. When a homeowner claims you caused a problem that was already there, your timestamped photos tell the real story. This single habit has saved HVAC contractors thousands in disputed callbacks.

New HVAC system installation in progress

Install Stage Documentation

Document every phase of a new install: old equipment removal, pad or platform prep, line set routing, electrical connections, condensate drainage, and final startup readings. Stage-by-stage photo documentation gives you proof that the install was done to manufacturer spec, critical for warranty registration and compliance.

HVAC maintenance and service documentation

Service Visit Records

For recurring maintenance contracts and service calls, create a visual record of each visit: filter condition, coil cleanliness, capacitor readings, and any issues found. Timestamped photos prove your team showed up and did the work. When a customer disputes a service call or claims "nothing was done," you have the documentation to back it up.

Stop losing money to disputed callbacks.

30 days free. Document your next job and see how much easier proof-of-work gets.

Start Free Trial

Free for 30 days. No credit card required.

Frequently Asked Questions

Questions HVAC contractors ask before getting started.

Will manufacturers accept Fieldpost photos for warranty claims?

Yes. Every photo is automatically timestamped and geotagged, and reports include all the metadata manufacturers ask for. HVAC contractors use Fieldpost reports for warranty registration, denied claim appeals, and proving installs were completed to manufacturer spec. The reports look professional enough to send directly to warranty departments without any cleanup.

What happens when I'm in an attic or crawlspace with no cell signal?

Fieldpost works fully offline. Capture photos, add notes, and organize them by job from anywhere. The app syncs to the cloud automatically the moment you're back in service. No lost photos, no waiting around for a signal to document a job.

Do my techs need training to use this?

No. The interface is built for one-handed use with work gloves on. Open the app, hit the camera button, photos get tagged to the right job automatically. Most HVAC techs are up and running in their first job. If you can use a phone camera, you can use Fieldpost.

How is this different from just using the camera roll on my phone?

Camera roll photos aren't organized by job, aren't backed up if a phone breaks or a tech leaves, can't be easily turned into a report, and don't prove timestamps or location in a way that holds up with manufacturers or adjusters. Fieldpost handles all of that automatically so you never have to dig through 5,000 photos to find the one you need.

How long does it take to generate a report?

Under 2 minutes for most jobs. Select the project, pick the photos you want included, choose a template (condition report, install documentation, service record), and Fieldpost generates a branded PDF you can email or text on the spot.

Can I add other techs and field staff to my account?

Yes. Plans start at 3 users for $25/month, with additional users at $10/month. Everyone gets the same features and sees the projects you give them access to. Add or remove techs as your crew changes. No annual contracts.

Common HVAC Contractors Workflows

See how HVAC contractors document specific scenarios.

Other Trades We Serve

Fieldpost is built for teams across the trades.

Start Documenting Your HVAC Jobs Today

Join HVAC contractors that protect their business with organized, professional photo documentation.

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