--- title: "HVAC Inventory Software — Parts, Vans & Job Costing | FieldCamp" url: "https://fieldcamp.ai/hvac-software/inventory/" date: "2026-07-10T00:00:00.000Z" modified: "2026-07-19T00:00:00.000Z" type: "WebPage" resource: "https://fieldcamp.ai/hvac-software/inventory/" timestamp: "2026-07-27T10:33:20.533Z" author: name: "FieldCamp Team" word_count: 3889 reading_time: "19 min read" summary: "Home https://fieldcamp.ai/ › HVAC Software https://fieldcamp.ai/hvac-software/ ›Inventory HVAC · Inventory HVAC inventory software that knows what's o…" description: "HVAC inventory software that tracks parts across the warehouse, service vans, and job sites, maps serial numbers and warranties to customers, and reorders low stock automatically — tying every part to the job for true margin." language: "en" --- [Home](https://fieldcamp.ai/)›[HVAC Software](https://fieldcamp.ai/hvac-software/)›Inventory 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. Serial-numbered equipment mapped to customers, low-stock alerts that draft the purchase order, 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](https://fieldcamp.ai/hvac-software/) — same data model as estimates, jobs, and invoices. [Book a 15-minute call](https://calendly.com/jeel-fieldcamp/30min)We'll load your parts catalog and pricebook on the call. 3 places warehouse · vans · job sites At threshold low-stock alert → vendor PO One model kit → estimate → job → margin Inventory · All locations 2 at threshold InventoryLow Stock2LocationsVendorsPurchase Orders | Item | Warehouse | Van 12 | Van 7 | Status | | -------------------------------------------------- | --------- | ------ | ----- | -------- | | FLMERV-13 filter 20×25×5FLT-2025 · Filters | 42 | 6 | 8 | In stock | | RCRun capacitor 45/5 µFCAP-4550 · Electrical | 18 | 4 | 2 | In stock | | RFR-410A refrigerant · 25 lbREF-410A · Refrigerant | 6 | 1 | 0 | Low | | MTCondenser fan motor 1/4 HPMTR-0114 · Motors | 3 Low | 0 | 1 | Reorder | Why the PO: fan motor hit its threshold (4) · Ferguson is preferred vendor · PO-0187 drafted. Purchase orderDraft · PO-0187 MT Condenser fan motor 1/4 HP MTR-0114 · reorder qty 6 On hand 3 · threshold 4below threshold FGFergusonpreferred vendor Send to vendortracked sent → received TransferRestock Thu WHV12 Main warehouse → Van 12 Jordan M. · Thursday 7:00 AM 2×R-410A refrigerant · 25 lb 1×Condenser fan motor 1/4 HP Low stock caught · PO draftedbefore the truck found out 4.8Capterra Counts the parts for HVAC shops of every shape. Warehouse + vansResidentialCommercialMulti-location1–200 trucks 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 labor roll up into the job's real cost — and therefore its real margin. No month-end spreadsheet reconciliation. Costed 5 Reorder ### Threshold fires, PO drafts When a part drops to its reorder threshold, a low-stock alert fires and a purchase order can go to the preferred vendor — before the shortage is discovered on the truck. Reordered 6 Sync ### Straight to accounting Costs and purchases flow to QuickBooks, Xero, or Wave automatically — the books match the board with no double entry. Synced 02 What it is ## What is HVAC inventory software? HVAC inventory software tracks parts and materials across the warehouse, service vans, and job sites, maps equipment and warranties to customers, and reorders low stock automatically — tying every part to the job that consumed it for true margin. In practice it gives real-time visibility and control over the parts a business runs on — stock levels across locations, equipment and warranties mapped to customers, reordering before you run out. The right platform depends on your scale: mid-market and enterprise operations use full field-service-management (FSM) platforms with inventory built in, while smaller shops sometimes bolt on a standalone tracker for mobile barcode scanning. FieldCamp is the former — inventory is part of the same system that [quotes](https://fieldcamp.ai/hvac-software/estimating/), [schedules](https://fieldcamp.ai/hvac-software/scheduling/), and [invoices](https://fieldcamp.ai/hvac-software/invoicing/) the job. 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 assets under warranty — condensers, coils, compressors — and if the software can't tie a serial number to the customer and the job, warranty claims and asset history fall apart. Inventory software that understands both is what keeps a growing shop from bleeding margin on second trips and mis-tracked parts. Inventory vs a stock counter. A tracker answers “how many?” Inventory software built into the platform answers “what did the job cost?” — parts draw down from stock and attach to the work order that used them. Equipment is a record, not a note. Serial number, model, install date, lifecycle stage — held on the customer in the [HVAC CRM](https://fieldcamp.ai/hvac-software/crm/), next to their jobs and service history. Connected inventory. On FieldCamp, a kit prices the estimate, the closed work order draws down the van, the cost rolls into the job's margin, and the serial-numbered unit updates the customer's history — one action, four records current. A standalone tracker can count stock. It can't tell you the margin on Mrs. Alvarez's condenser swap — because it doesn't know the job, the labor, or the customer. That's the difference between an inventory _app_ and inventory _inside the platform_. Job · JOB-2041 Closed Heat-pump install 4218 Maple Ave · closed 4:32 PM JM Parts on this job KT Heat-pump install kit 12 items · priced the estimate Kit CN Condenser · SN 4218B-011 asset on 4218 Maple Ave Asset RC Run capacitor 45/5 µF drawn from Van 12 on close Van 12 Parts drawn$612 Labor · 3.5 h$420 Invoiced$1,740 True margin41% cost $1,032margin $708 Margin 41% on JOB-2041 · live at close ### From a spreadsheet to one data model Four ways HVAC shops track parts today — and where each one gives out. | Approach | How it works | Suitable for | The limitation | | -------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------ | | Spreadsheet / manual count | A spreadsheet or a periodic physical count of the shelves and vans. | A one-truck shop with a handful of SKUs. | Always out of date — no multi-location view, no reorder alerts, no link to jobs. | | Standalone tracker (Sortly, inFlow) | A dedicated app for stock counts and mobile barcode scanning. | Shops that only need to count stock and don't mind running a separate tool. | An island — parts aren't tied to your estimates, jobs, or customer equipment, so no job costing and no warranty-to-customer mapping. | | FSM with built-in inventory (ServiceTitan, QuoteIQ, FieldCamp) | Inventory is part of the field-service platform, connected to the pricebook, jobs, and invoicing. | Most growing HVAC shops. | Depth varies by platform, and enterprise tools can be costly. | | One data model (FieldCamp) | Items, kits, the pricebook, equipment records, and jobs are one data model — a part consumed on a job draws down stock, costs the job, and updates the equipment history at once. | Any shop that wants inventory to mean something beyond a stock count. | Part of adopting the platform — inventory shines with estimating and job management 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 Real-time 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. ### Serial-number & equipment tracking Expensive assets — condensers, evaporator coils, compressors — tracked by serial number and mapped to the specific customer and job, with make, model, install date, and a lifecycle stage (active, maintenance, retired). This is what makes warranty claims and asset history work, and it's the same equipment record your [maintenance agreements](https://fieldcamp.ai/hvac-software/maintenance-agreements/) renew against. Equipment is a customizable object, so you shape the fields to your business. ### Automated reordering Every item carries a reorder threshold. When a high-turnover part — filters, capacitors, refrigerant — drops at or below its alert level, a low-stock alert fires and a purchase order can go to the vendor. You don't discover the shortage on the truck. ### 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](https://fieldcamp.ai/hvac-software/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. ### Vendors & purchasing Each item can carry a preferred vendor, so reordering routes to the right supplier automatically — the low-stock alert becomes a purchase order without a phone call to the supply house. ### 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. 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. Kit on the estimateprices the parts as one Work order closesparts consumed on the job Stock draws downthe van's count updates Margin + historyjob cost & equipment record When a part is consumed on a job, its cost draws from stock and attaches to that job; combined with technician labor and any subcontractor fees, it produces the job's true cost — and therefore its true margin. Without inventory tied to jobs, job costing is a guess; with it, you see the exact profit on every repair and installation, and price the next one accordingly. In FieldCamp, items and kits live in the same data model as the pricebook, the [estimate](https://fieldcamp.ai/hvac-software/estimating/), the job, and the customer's equipment record — so a kit prices the parts in the estimate, the same parts draw down from stock when the work order closes, the cost rolls into the job's margin, the [invoice](https://fieldcamp.ai/hvac-software/invoicing/) carries the same line items, and the serial-numbered unit updates the customer's history — all from one action. That connectedness is the thing a standalone tracker structurally can't do, and it's the reason to run inventory inside the platform rather than beside it. It happens as a byproduct of doing the work, not a separate reconciliation. What you gain * Know what's in stock and where — in real time, across the warehouse and every van. * Fewer second trips and stockouts — threshold-based reordering catches the shortage before the truck does. * True job margin — parts tied to jobs reveal the real profit on every repair and install. * Clean warranty claims and asset history — serial numbers mapped to customers. * Less tied-up cash and less admin — reordering and costing happen from the work itself. The straight talk * Accurate counts depend on disciplined draw-down at the job — the workflow has to be followed. * The full value comes with estimating and job management on the same platform — that's the point of one data model. * A tiny shop with a few SKUs may not need multi-location logic yet. 05 Who it's for ## Every scale searches for this — _one answer fits the trade._ The market segments HVAC 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. Mid-market & enterprise Full FSM inventory — multi-location, warehouses, vendors, and job costing across branches. Small shops (1–7 techs) Built-in inventory that comes with the platform — no separate tracker to run or pay for. Commercial HVAC Asset and warranty tracking across multi-site accounts — every serial number mapped to its building and contract. Any shop that wants parts tied to the jobThe open slot The one-system slot the standalone trackers can't fill: inventory connected to the estimate, the job, the equipment record, and the invoice. The through-line at any size: the count stays true because it updates from the work itself — not from a quarterly shelf audit. Locations · Van 12 Live count Main warehouseVan 12Van 7Job site V12 Van 12 · Jordan M. 86 items · a tiny mobile warehouse FL MERV-13 filter 20×25×5 6 · min 4 RC Run capacitor 45/5 µF 4 · min 4 RF R-410A refrigerant · 25 lb 1 · min 2 Restock drafted: 2× R-410A · warehouse → Van 12 · Thu 7:00 AM. Every truck counted · restock drafted 06 Integrations ## Costs flow to the books _on their own._ Inventory shouldn't live in a silo. FieldCamp keeps parts, purchases, and costs in step with your accounting and the rest of the job — no re-keying, no month-end surprise. QuickBooks, Xero & Wave. Consumed-part costs and purchases flow to accounting automatically. The [QuickBooks sync](https://fieldcamp.ai/hvac-software/quickbooks/) keeps invoices, payments, and costs matched end to end. Estimates, jobs & invoices. The pricebook that tracks stock is the pricebook that prices the quote — kits carry from estimate to work order to invoice on one data model, zero re-entry. Vendors & purchase orders. Every item can carry a preferred vendor, so the low-stock alert drafts the PO to the right supplier — not a sticky note on the dashboard. Connected Synced QB QuickBooks Costs & purchases Synced ✓ XW Xero / Wave Accounting sync Synced ✓ FG Ferguson · preferred vendor PO-0187 · condenser fan motor PO sent IM Catalog import 1,240 items · AI descriptions Loaded Purchases posted · zero re-keying 07 Compare ## FieldCamp vs ServiceTitan, QuoteIQ _& Sortly._ The tools most often named for this category, compared on structure. Competitor pricing is as publicly reported — the frame that matters is built into the system that quotes, schedules, and costs the job vs a standalone stock counter. | Capability | FieldCamp | ServiceTitan | QuoteIQ | Sortly / inFlow | | ------------------------------- | --------------------------------------- | ---------------------------- | ----------------------------- | -------------------- | | Multi-location tracking | Warehouse, vans & job sites — live | Yes | Yes | Yes | | Serial / equipment → customer | Yes — customizable equipment object | Yes | Basic | Limited | | Automated reordering | Yes — threshold alerts → vendor PO | Yes | Yes | Yes | | Kits tied to estimating | Yes — kits price the quote | Yes | Yes | No — standalone | | Job costing from consumed parts | Yes — true margin per job | Yes | Yes | No | | Cost | Transparent — walk through it on a demo | \~$400–700+/mo (as reported) | \~$299/mo Elite (as reported) | Tracker-only pricing | Standalone trackers like Sortly and inFlow do stock counts and mobile barcode scanning well — but the count is where they stop. The difference isn't the checklist; it's that FieldCamp's inventory shares one data model with estimating, jobs, and invoicing, so a part consumed on a work order costs the job and updates the customer's equipment history at the same time. 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 map serial numbers to customers and jobs? Essential for warranty claims and asset history — a serial number in a spreadsheet is an orphan. 03 ### Does it reorder automatically? Threshold-based low-stock alerts and vendor POs prevent stockouts — and the second trip they cause. 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 ### Standalone or built-in? A tracker counts stock; a platform connects it to the whole operation. Decide which problem you're actually solving. 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 why the same system runs a two-truck shop and a two-hundred-tech operation. Start on the out-of-box HVAC template, then reshape objects, fields, statuses, and workflows to how your operation actually stocks — residential or commercial, without a developer. 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. Customize the objects, and the inventory behaves like your business. Equipment is a customizable object. Serial number, model, install date, lifecycle stage — and any field your shop needs beyond them, from refrigerant type to rooftop access notes. Commercial RTUs and residential splits don't have to share a template. Grows without switching systems. A two-truck shop tracks a garage shelf and two vans; a multi-branch operation adds warehouses, preferred vendors, and per-item reorder thresholds — the same objects, reshaped on FieldCamp's [customizable data model](https://fieldcamp.ai/customizable-data-model/), so nobody graduates off the platform. Same model as the rest of the platform. The whole [HVAC software platform](https://fieldcamp.ai/hvac-software/) — scheduling, dispatch, CRM, invoicing — reads the same records, so the part on the van and the margin on the job are one truth. Items, kits & pricebookhierarchical categories · bundles with quantities Equipment recordsserial · model · install date · active / maintenance / retired One data modela consumed part costs the job & updates history 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. Serial-number tracking Following an asset by serial number, tied to a customer and job — the basis of warranty claims and asset history. Reorder threshold / low-stock alert The level at which the system flags a part for reordering — and can draft the purchase order. Kit / bundle A pre-grouped set of the parts a common job needs, pulled onto a quote or work order as one. Job costing Rolling consumed parts plus labor into a job's true cost and margin. Preferred vendor The supplier an item's reordering routes to automatically. 11 FAQ ## HVAC inventory software, _answered._ What is HVAC inventory software? HVAC inventory software tracks parts and materials across the warehouse, service vans, and job sites, maps equipment and warranties to customers, and reorders low stock automatically — ideally tying every part to the job that consumed it, so you know each job's true margin. 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? Yes — expensive assets like condensers, evaporator coils, and compressors are tracked by serial number and mapped to the specific customer and job, with make, model, install date, and a lifecycle stage (active, maintenance, retired). That mapping is what makes warranty claims and asset history work. In FieldCamp, equipment is a customizable object, so you shape the fields to your business. Does it reorder automatically? Yes — every item carries a reorder threshold. When a high-turnover part (filters, capacitors, refrigerant) drops at or below its alert level, a low-stock alert fires and a purchase order can go to the item's preferred vendor — so you don't discover the shortage on the truck. Does it do job costing? Yes — parts consumed on a work order draw down from stock and attach to the job; combined with technician labor they roll into the job's true cost and margin. Because FieldCamp's inventory and jobs share one data model, job costing happens as a byproduct of doing the work, not a separate reconciliation. What are kits? Kits (bundles) 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 need a standalone tracker like Sortly or inFlow? Only if counting stock is genuinely all you need. Standalone trackers do stock counts and mobile barcode scanning well, but they're an island — parts aren't tied to your estimates, jobs, or customer equipment, so they can't do job costing or warranty-to-customer mapping. Inventory built into the platform connects the count to the work. Is there HVAC inventory software for small business? Yes — in FieldCamp, inventory is built into the platform, so a small shop doesn't run (or pay for) a separate tracker. Start with the parts on one or two vans and add warehouses, vendors, and kits as you grow — the data model adapts instead of locking you into a tier. Does it sync to accounting? Yes — consumed-part costs and purchases flow to QuickBooks, Xero, or Wave automatically, so the books match the board without double entry. How much does HVAC inventory software cost? Pricing depends on your team size and the features you turn on. Book a demo and we'll walk through what fits your shop — no per-seat guesswork. 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.](https://fieldcamp.ai/hvac-software/)[HVAC Estimating →Kits price the quote from the same book that tracks the stock — good-better-best, e-signed on the truck.](https://fieldcamp.ai/hvac-software/estimating/)[AI Dispatcher →Skill, zone, and capacity-aware assignment — the work orders that draw your inventory down.](https://fieldcamp.ai/hvac-software/dispatch/)[HVAC Invoicing →The consumed parts become invoice line items — paid in the driveway, synced to accounting.](https://fieldcamp.ai/hvac-software/invoicing/)[HVAC CRM →The customer record that holds the serial-numbered equipment, warranties, and history.](https://fieldcamp.ai/hvac-software/crm/)[QuickBooks Sync →Costs, purchases, invoices, and payments matched to the books — no double entry.](https://fieldcamp.ai/hvac-software/quickbooks/) 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, cost the job, and update the equipment record — in one system. [Book a 15-minute call](https://calendly.com/jeel-fieldcamp/30min)