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HVAC · Inventory
HVAC inventory software that knows what’s on every truck — and what every job really cost.
Parts across the warehouse, the vans, and the job sites — one live count. Low-stock alerts before the shortage is discovered on the truck, and every part tied to the job that consumed it — so a tech doesn’t drive back for a capacitor and you aren’t guessing your margin. It’s the inventory layer of FieldCamp’s HVAC software — same data model as estimates, jobs, and invoices.
We’ll load your parts catalog and pricebook on the call.
3 places
warehouse · vans · job sites
At threshold
low-stock alert, then a reviewed PO
One model
kit → estimate → job → margin
| Item | Warehouse | Van 12 | Van 7 | Status |
|---|---|---|---|---|
FLT-2025 · Filters | 42 | 6 | 8 | In stock |
CAP-4550 · Electrical | 18 | 4 | 2 | In stock |
REF-410A · Refrigerant | 6 | 1 | 0 | Low |
MTR-0114 · Motors | 3 Low | 0 | 1 | Reorder |
MTR-0114 · reorder qty 6
Jordan M. · Thursday 7:00 AM
Contractor-owned stock. Installed customer equipment lives in asset management.
Multi-location Kits Vendors & POs Job costing
01 How it works
From the supply-house run to the job’s true margin.
Inventory isn’t a list you count once a quarter. FieldCamp runs the loop — catalog, locate, consume, cost, reorder, sync — so the count stays true while the work happens.
1
Catalog
Parts become a pricebook
Parts and materials become items in a hierarchical pricebook — categorized, tracked, grouped into kits. Bulk-import the catalog and let AI draft the item descriptions, so setup isn’t a manual slog.
Cataloged
2
Locate
Counted across every location
Quantities stay visible across the warehouse, each service van, and open job sites — so “do we have it, and where?” has a live answer instead of a radio call.
Located
3
Consume
Drawn down on the job
Parts used on a work order draw down from the right location’s stock and attach to the job that used them — the link a standalone tracker never makes.
Drawn
4
Cost
The job learns its true cost
Consumed parts plus technician labour roll up into the job’s real cost — and therefore its real margin. No month-end spreadsheet reconciliation.
Costed
5
Reorder
Threshold fires, PO is reviewed
When a part drops to its reorder threshold a low-stock alert fires. Raising the purchase order to the preferred vendor is a reviewed action — FieldCamp surfaces the shortfall rather than ordering on its own.
Flagged
6
Sync
Into the books
Accounting is a separate configured workflow through the QuickBooks Online connection. Automatic purchase and consumed-part accounting is not claimed by this page.
Synced
02 What it is
What is HVAC inventory software?
HVAC inventory software tracks contractor-owned parts and materials across operational locations. FieldCamp records job stock movement and calculates availability, reservation, and shortfall for review.
In practice it gives visibility and control over the parts a business runs on — stock levels across locations, reorder thresholds, vendors and purchase orders. FieldCamp’s inventory is part of the same system that quotes, schedules, and invoices the job, rather than a separate tracker to reconcile against.
Why it matters for HVAC specifically : two problems compound in this trade. First, parts live in three places at once — a warehouse, a fleet of vans, and open job sites — so “do we have it?” is genuinely hard to answer. Second, HVAC runs on expensive, serial-numbered components, and if the system can’t connect what was fitted to the customer and the job, warranty claims and asset history fall apart.
→
The boundary that keeps this page honest. Inventory tracks stock you own, before it is installed or consumed. Once a component is fitted at a customer site, it becomes an equipment record with its own warranty and service history — that belongs to asset management, not to a stock count. Mixing the two is how shops end up with a warehouse quantity of “condensers” that includes units already bolted to somebody’s roof.
Four ways HVAC shops track parts
Spreadsheet / manual count
A spreadsheet or a periodic physical count of the shelves and vans. Suits a one-truck shop with a handful of SKUs — but it is always out of date, with no multi-location view, no reorder alerts, and no link to jobs.
Standalone stock tracker
A dedicated app for stock counts and mobile barcode scanning. Suits shops that only need to count stock — but it is an island: parts aren’t tied to your estimates, jobs, or equipment records, so there is no job costing and no link from a fitted part to the customer.
Inventory inside a field-service platform
Inventory is part of the FSM product, connected to the pricebook, jobs, and invoicing. Suits most growing HVAC shops — the current mainstream. Depth varies: ask whether a consumed part actually costs the job, or just decrements a number.
★ One data model (FieldCamp)
Items, kits, the pricebook, and jobs are one data model — a part consumed on a job draws down stock and costs the job in the same movement. Inventory shines when estimating and job management run on it too.
03 Core features
Key features to look for — each one handled natively.
A stock count is the starting point. These are the capabilities that decide whether inventory quietly becomes profit or quietly leaks it — the checklist to evaluate any tool against.
Multi-location tracking
Visibility into parts across your warehouse, each service van, and job sites — so “do we have it, and where?” has an answer before the customer is promised a time.
Availability, reservations and shortfall
FieldCamp calculates what’s available, what’s already reserved against open work, and where you fall short — surfaced for review so a dispatcher isn’t promising parts that are spoken for.
Reorder thresholds and low-stock alerts
Every item carries a reorder threshold. When a high-turnover part — filters, capacitors, refrigerant — drops to its alert level, the alert fires. You don’t discover the shortage on the truck.
Vendors and purchase orders
Items carry a preferred vendor, and purchase orders are raised against them. Creating the PO is a reviewed action rather than an automatic order, so a threshold never spends money on its own.
Kits & bundles
Group the parts a common job needs into a kit, so a quote or a work order pulls the whole set at once instead of adding each component by hand — and the kit ties straight into HVAC estimating.
Hierarchical pricebook
Items live in a category tree — refrigerants under consumables, motors under parts — so a large catalog stays navigable and pricing stays consistent across the whole team.
Job consumption and reversal
Parts consumed on a work order draw down from the right location, and a reversal puts them back when a job changes — so the count reflects what actually happened rather than what was planned.
Import & AI descriptions
Bulk-import your catalog and generate item descriptions with AI, so getting a thousand-SKU pricebook into the system isn’t a week of typing.
Custom fields on items
Add your own properties to an item — a supplier SKU, a warranty class, a shelf location — because the item is a customizable object, not a fixed form.
Where installed equipment goes instead
Once a part is fitted at a customer site it becomes an equipment record with make, model, serial, install date, warranty and service history — held in asset management and renewed against by your maintenance agreements.
04 Job costing
Where inventory becomes profit.
Job costing is the reason inventory tracking is worth doing. You can only know your true margin on a repair if you know what the parts actually cost — and that only happens when every part is tied to the job that consumed it.
Because the pricebook that prices the estimate is the catalog that tracks the stock, a quoted part is already a tracked part — and a consumed part is already a costed one. Nothing downstream is re-entered, and the same figures feed FieldCamp’s reporting, so margin by job and by technician comes from the work rather than a month-end guess.
01
Kit on the estimate
prices the parts as one
02
Work order closes
parts consumed on the job
03
Stock draws down
the van’s count updates
04
Margin
job cost, parts + labour
05 Who it’s for
One answer that fits the whole trade.
The market segments inventory software by business scale. FieldCamp answers each segment because the data model adapts instead of locking you into a tier — the parts on two vans or across two hundred.
Stock moves between those three places all day, and a count that only knows about the warehouse is wrong by lunchtime. Because scheduling, dispatch, estimating, and inventory are the same data model, a part reserved on an estimate, loaded onto a van, and consumed on a job is the same record throughout — never three numbers to reconcile.
Who it fits
- Multi-location stock operations — warehouses, vans, and job sites with vendors and purchase orders, rather than a separate tracker to run.
- Commercial HVAC — contract work across multi-site accounts, where the parts you stock and the equipment you maintain are separate, connected things. See commercial HVAC software.
- High-turnover residential — filters, capacitors, and refrigerant moving fast enough that a threshold alert is the difference between a first-time fix and a second trip.
- Any shop that wants parts tied to the job — the one-system slot a standalone tracker can’t fill: inventory connected to the estimate, the job, the invoice, and the equipment record.
The straight talk
- No automatic reorder is claimed. A threshold raises a low-stock alert; creating the purchase order, transfer, or supplier action stays a reviewed step.
- Installed customer equipment belongs in asset management, not the stock count — serials, warranties and service history live on the equipment record.
- Accounting is a separate configured QuickBooks Online connection; automatic purchase or consumed-part accounting is not claimed here.
06 Integrations
Costs reach the books without a second entry.
Inventory shouldn’t live in a silo. Consumed parts and their costs sit on the job, and the configured QuickBooks Online connection carries supported customer, estimate, and invoice records.
QuickBooks Online. FieldCamp supports configured workflows for customers, estimates, and invoices. QuickBooks Desktop is not claimed here.
Consumed parts stay on the job. Job cost is assembled in FieldCamp from the parts drawn down and the labour booked, so the figure that reaches the books is already complete.
Purchase-order accounting is not claimed. Automatic purchase-order accounting was not verified and is not claimed here. Confirm the exact mapping during onboarding before relying on it in a production accounting workflow.
07 Compare
How to compare inventory products.
Use the same criteria on every product you evaluate — including ours. Verify each competing claim, and every price, against that vendor’s own current documentation rather than a comparison page.
| Criterion | FieldCamp | What to ask the other vendor |
|---|---|---|
| Multi-location tracking | Warehouse, vans and job sites, with availability and reservations | Is a van a real location, or a note on a record? |
| Shortfall visibility | Availability, reserved quantity and shortfall calculated for review | Does it show what’s already promised to open work? |
| Reordering | Threshold alerts; the purchase order is a reviewed action | Does anything order automatically — and can you stop it? |
| Kits tied to estimating | Kits price the quote from the same catalog that tracks the stock | Is the pricebook the same object as the inventory item? |
| Job costing from consumed parts | Consumption and reversal on the work order, rolled into job margin | Does a consumed part cost the job, or just decrement a count? |
| Installed equipment | Held as equipment records in asset management, separate from stock | Are fitted units mixed into the warehouse quantity? |
| Extensibility | Custom fields on items; item is a configurable object | Can you add a supplier SKU or shelf location without a developer? |
| Cost | Walk through it on a demo, scoped to your catalog and locations | What is per-seat, what is metered, and what does implementation involve? |
The frame that matters: inventory is only worth tracking if a consumed part reaches the job it was consumed on. Ask every vendor to demonstrate that single movement — stock down, job costed — on a live record rather than a slide.
08 How to choose
How to choose HVAC inventory software — six questions.
Whichever tool you evaluate — including ours — put these to it. If the demo can’t show an answer, the count will drift and the margin will stay a guess.
01
Does it track across warehouse, vans, and sites?
Single-location tracking misses where HVAC parts actually live — three places at once.
02
Does it show what’s already reserved?
An available quantity that ignores open work orders is a number that will let you promise the same capacitor twice.
03
How does reordering work?
Threshold alerts prevent stockouts and the second trips they cause. Confirm what is automatic and what needs a human before money is committed.
04
Do parts tie to jobs for costing?
Without it, job costing is a guess — and so is your pricing.
05
Do kits connect to estimating?
A quote should pull a job’s parts as one set, priced from the same book that tracks the stock.
06
Where does installed equipment live?
Fitted units with warranties belong in an equipment record, not in the warehouse count. Ask which object holds them.
09 The foundation
Runs on your data model, not a template.
FieldCamp’s inventory runs on the same customizable data model as estimating, dispatch, CRM, and invoicing — which is what supports multi-location and multi-branch stock operations.
Start on the HVAC template, then reshape objects, fields, statuses, and workflows to how your operation actually stocks — residential or commercial, without a developer. A commercial operation can add its own properties to the item record — a supplier SKU, a warranty class, a shelf location — and put its own review stages in front of a purchase order, named and coloured its way. That’s the data model stretching, not a bigger-tier product.
A live count, not a quarterly one. Items, kits, locations, and consumption arrive structured — availability, reservations and shortfall calculated for review, not counted by hand.
The same model runs the whole platform. It's the foundation under all of FieldCamp's HVAC software — so a part quoted on an estimate is the part drawn from the van and the part costed to the job.
10 Glossary
The inventory terms that matter.
Multi-location tracking
Stock visibility across the warehouse, service vans, and job sites — the three places HVAC parts actually live.
Availability vs reserved
What is physically in stock, versus what is already committed to open work orders.
Shortfall
The gap between what open work needs and what stock can cover, surfaced for review.
Reorder threshold / low-stock alert
The level at which the system flags a part for reordering.
Kit / bundle
A pre-grouped set of the parts a common job needs, pulled onto a quote or work order as one.
Consumption & reversal
Drawing parts down against a job, and putting them back when the job changes.
Preferred vendor
A supplier associated with an item for purchasing review; it does not imply automatic reordering.
Equipment record
An installed unit at a customer site with serial, warranty, and service history — asset management, not inventory.
11 FAQ
HVAC inventory software, answered.
What is HVAC inventory software?
HVAC inventory software tracks contractor-owned parts and materials across operational locations. FieldCamp records job stock consumption and reversal and calculates availability, reserved quantity, and shortfall. Installed customer equipment and warranties belong in asset management.
Does it track parts on the trucks?
Yes — multi-location tracking covers the service vans and job sites, not just the warehouse. Quantities stay visible per location, so the office can see that a van has two run capacitors left before promising a same-day repair.
Can it track serial numbers and warranties?
Installed customer equipment, serial numbers, warranties, and service history are asset-management records rather than inventory. Inventory tracks contractor-owned stock before installation or consumption — keeping the two separate is what stops fitted units inflating your warehouse count.
Does it reorder automatically?
No automatic reorder is claimed. FieldCamp calculates availability, reserved quantity, and shortfall and raises a low-stock alert at the threshold; creating the purchase order, transfer, or supplier action is a reviewed step.
Does it do job costing?
Yes — parts consumed on a work order draw down from stock and attach to the job; combined with technician labour they roll into the job’s true cost and margin. Because inventory and jobs share one data model, job costing happens as a byproduct of the work rather than a separate reconciliation.
What are kits?
Kits are pre-grouped sets of the parts a common job needs — a heat-pump install, a coil swap. A quote or work order pulls the whole set at once instead of adding each component by hand, and the kit ties straight into estimating.
Do I still need a standalone stock tracker?
Only if counting stock is genuinely all you need. Standalone trackers handle counts and barcode scanning well, but they’re an island — parts aren’t tied to your estimates, jobs, or equipment records, so they can’t cost a job or connect a fitted part to the customer.
What happens when a job changes after parts were issued?
A reversal returns the consumed quantity to the location it came from, so the count reflects what actually happened rather than what was planned.
Can HVAC inventory support multi-location operations?
Yes. Evaluate operational stock locations, job consumption and reversal, availability, reservations, shortfalls, permissions, and reporting. FieldCamp is positioned by inventory complexity rather than crew size.
Does it sync to accounting?
FieldCamp has a separate configured QuickBooks Online connection for supported customer, estimate, and invoice workflows. Automatic purchase or consumed-part accounting was not verified and is not claimed here.
How much does HVAC inventory software cost?
Pricing depends on operating requirements and implementation scope. A demo should verify stock locations, movements, job consumption and reversal, availability, reservations, shortfalls, permissions, and reporting.
12 Related
The rest of the HVAC platform.
HVAC Software — the hub →The whole platform this inventory belongs to — data model, dispatch, CRM, invoicing, payments.HVAC Estimating →Kits price the quote from the same book that tracks the stock.HVAC Dispatch →Skill, travel, and capacity-aware assignment — the work orders that draw your inventory down.HVAC Invoicing →The consumed parts become invoice line items, paid through the Pay Now link.HVAC CRM →The customer record that holds the equipment, warranties, and history.QuickBooks Integration →How costs and invoices reach the books without double entry.Commercial Asset Management →Customer-owned equipment belongs to a site and its service history; contractor-owned parts belong here.Maintenance Agreements →The agreements that renew against the equipment your parts were fitted to.Preventive Maintenance →Planned visits that consume filters and consumables on a predictable cadence.
Get started
See a part become true margin.
Fifteen minutes. Watch a kit price an estimate, draw down from the van when the work order closes, and cost the job — in one system.