Everything to know before your first proposal.

Job4Site is business management software built specifically for small HVAC companies. It connects customer and equipment records, multi-package proposals, scheduling, field work, invoices, payment records, staff access, and an optional QuickBooks Online handoff in one focused workflow.

Job4Site was shaped around the way HVAC owners actually sell and run work, with the customer proposal experience at the center. Instead of asking a small contractor to configure a broad system made for many industries, it keeps the path from equipment options to accepted package, install, and invoice direct.

It is designed for HVAC owners and the people who keep their work moving: admins, office managers, customer service staff, salespeople, technicians, and install crews. Roles and permissions let each person work with the information their job requires.

The setup is intentionally focused. Start with your company details, team access, products, pricing, and the proposal information you use most. A short walkthrough and a small amount of configuration can get a team working quickly; the exact time depends mainly on the size of the product catalog you choose to add.

No. Begin with the products, pricing, team members, and templates needed for the work you sell most often. You can refine the catalog and company settings as your team uses the workflow.

Yes. Build multiple HVAC system packages so the customer can compare clear choices instead of decoding separate quotes. Each package can include equipment, pricing, notes, discounts, and the details needed to understand what they are buying.

Yes. Optional items can be presented with the package, and the customer can choose the upgrades that fit the job. Job4Site preserves the accepted package with only the optional items the customer selected, so the sold scope can carry forward accurately.

Once your commonly sold products, pricing, and package structure are configured, a straightforward multi-package proposal is designed to be assembled in about a minute. Highly custom projects may take longer, but the repeatable work no longer has to be rebuilt line by line.

The customer receives a polished online proposal organized around easy-to-compare packages, product details, totals, optional upgrades, notes, and configured financing choices. It is designed to make the decision clear on the customer's own phone, tablet, or computer.

No. The customer-facing proposal uses a shareable proposal link, so the customer can review and accept the proposal without becoming a Job4Site user.

Yes. Your shared HVAC catalog provides a consistent starting point, while proposal packages support editable pricing, optional items, and discounts. Totals update as the proposal is configured so the customer sees a coherent final choice.

Yes. Job4Site records the accepted package and selected optional items, and the proposal status stays visible to the team. That accepted scope can then support the job and invoice without relying on handwritten notes.

The selected package, optional items, customer, and equipment context can stay with the work as your team schedules the job, prepares the crew, and builds the invoice. The goal is to avoid re-entering the same sale at every handoff.

Yes. Teams can schedule jobs, assign technicians, and keep the customer, job status, and—when attached—the accepted proposal package available with the job. The job panel also shows the customer's equipment records.

Assigned team members can review relevant job context, update work details, add notes, and capture job photos. That gives the office a clearer view of what happened without a separate message thread.

Yes. The invoice workflow can use the accepted proposal context and include products, parts, services, adjustments, and notes. Invoice status, balance, and payment records remain attached to the customer and job history.

Job4Site records payments against an invoice and tracks the remaining balance. That is different from promising built-in card processing; use the payment method your company already accepts, then record the payment so the invoice status stays current.

On a + QuickBooks plan, an authorized team member can initiate the supported invoice handoff from Job4Site to QuickBooks Online. It is not presented as an automatic sync of every record, and it requires QuickBooks access and an internet connection.

No. Job4Site runs the HVAC workflow from proposal through invoice. QuickBooks remains the accounting system, while eligible Job4Site plans reduce the need to rebuild supported invoice data during the handoff.

Yes. Job4Site runs on iOS, Android, and the web, with layouts designed for phone, tablet, and desktop use. The office can work from a larger screen while sales and field teams carry the same workflow with them.

Yes. Proposal and invoice permissions can limit in-app access to none, view your own, edit your own, or full access. Separate permissions govern editing or management actions for customers, products, staff, templates, and settings.

Job4Site includes owner, admin, technician, office manager, customer service, and sales roles. Owners and admins can tune permissions to fit how their company divides sales, field, office, and management work.

Yes. Owners and admins can update a team member's role, supported feature permissions, and active status from staff management.

Previously loaded core records and supported edits are designed to keep working through temporary connection loss, then sync when service returns. QuickBooks, email, uploads, and other connected actions need internet. On native devices, force-quitting and reopening while still offline may start without the previously loaded cache, so offline use is best treated as protection through field dead zones, not a permanent disconnected mode.

On native devices, a job photo can be staged on the device and shown with the job while offline. The upload is retried when the app returns to the foreground or connectivity comes back.

Every plan includes customer and equipment management, job scheduling and dispatch, proposals, invoicing and payment records, staff management and permissions, plus customizable email templates.

Small Team plans support up to five users. Large Team plans include unlimited users. Both sizes include the same core workflow, so the decision is based on team size rather than unlocking basic operational features.

QuickBooks Online integration is available on Small Team + QuickBooks and Large Team + QuickBooks. The standard Small Team and Large Team plans include the full core workflow without the QuickBooks handoff.

Subscription management is reserved for the company owner. Other responsibilities can be delegated through staff roles and permissions without giving the whole team access to billing controls.

Core operational records are organized under a company ID. Job4Site uses the signed-in user's profile to select the company workspace and apply the app's role and permission experience.

Users sign in through Firebase Authentication. The app reads company and role context from the user's profile, applies supported feature permissions, and validates signed-in identity and company context again for QuickBooks services.

Start with two questions: will you need more than five users, and do you want the supported QuickBooks Online invoice handoff? Those answers point directly to one of the four plans.