Side-by-side comparison
| Capability | ProtoPM Free | Spreadsheet | Field-service apps | Enterprise suites |
|---|---|---|---|---|
| Best for | Project work from start to handover | One person | Service calls, dispatch and maintenance plans | Large firms |
| Price to start | $0 · No credit card | $0 | Paid, per user | Sales-led |
| Milestones and inspections | HVAC template | Manual | Varies | Yes |
| Daily logs and punch list | Included | Manual | Job notes | Yes |
| Change orders and budget | Included | Manual | Quotes and invoices | Yes |
| Crew and client access | Unlimited people + collaborators | Shared file | Per-user seats | Seat tiers |
HVAC jobs it fits
ProtoPM runs jobs that last days to months and end in a commissioning and a handover. Office and crew work from the same project, from the load calculation to the final balance.
- Furnace and air conditioner replacements
- Heat pump installs, including the final inspection
- New-build mechanical, as a sub to a general contractor
- Ductwork modifications and retrofits
- Commercial rooftop unit changeouts and tenant fit-outs
From load calculation to final balance
Pick HVAC as your company's trade and new projects start from a template you can edit. Furnace, air conditioner, heat pump and ductwork jobs each start from their own shorter list. The main HVAC template spreads these milestones across the job's dates:
- Load calculation.
- Equipment.
- Ductwork.
- Rough-in inspection.
- Start-up.
- Final balance.
In the field
- Daily logs: crew count, work done, weather and delays for each day.
- Inspections: rough-in and final come pre-filled on the HVAC template. Add the permit number, date and inspector, then mark each passed, failed or re-inspect.
- Punch list at start-up: the template adds balance the system, set the thermostat, register the warranty and check the filters.
- Files: keep the load calculation, equipment submittals, the permit and photos of the install from your phone with the job.
Money and change orders
- Change log: record a different unit size, extra duct runs or a new line set found on site, with the cost and schedule impact, before you do the work.
- Budget and actuals in Financials, hidden from the client.
- Invoices: send progress and final invoices; invite the GC or owner as a read-only Viewer who can see them.
- Risks: long-lead equipment such as rooftop units or chillers, tracked before it holds up the job.
How ProtoPM works
Free covers unlimited projects and people, your first company free (extra companies are an add-on), and 2 GB of storage per company (more is optional, from $5/mo per company). See every feature.
- Sign up and create a project. A title is enough.
- Financials: budget, actuals and invoices.
- Schedule and Field: dates, daily logs and punch items.
- Project Delivery: changes, risks and lessons learned.
Why teams pick ProtoPM
- $0 Free plan with no end date. No credit card.
- Sign up yourself. No demo call.
- Plain tabs for schedule, field, costs and changes.
- Projects and users are unlimited on Free; core modules never cost extra. Optional company add-ons start at $5 CAD/mo when you need extras like more storage or branded documents — nobody pays per user.
When another tool wins
If most of your work is service calls and maintenance agreements (dispatching techs, recurring tune-ups, quoting on site and taking card payment), a field-service tool such as ServiceTitan, Jobber or Housecall Pro fits better. ProtoPM is for project work. It doesn't do load-calculation software, estimating or dispatch, so keep those tools, and large firms that need ERP integrations or single sign-on fit enterprise suites.
How to start
- Sign up free, or start from the HVAC homepage.
- Set your company's trade to HVAC so new projects start from the HVAC template.
- Create the job (for example, a heat pump install) with dates and a budget.
- Invite your crew, and add the GC or owner as a read-only Viewer.
Prefer a spreadsheet?
Start with a free Excel template (no account needed), then move the job into ProtoPM when the crew needs it.
Common questions
- What is the best project management software for HVAC contractors?
- For install and retrofit projects, ProtoPM: a free plan with an HVAC template for load calculation, equipment, ductwork, inspections, start-up and final balance, plus daily logs, punch, budgets and change orders. For service dispatch and maintenance plans, a field-service app fits better.
- Is there free software for HVAC contractors?
- Yes. ProtoPM Free costs $0 with no end date, for unlimited projects and users. No credit card.
- Can I track the rough-in and final inspections?
- Yes. The HVAC template adds rough-in and final inspections in Field, and an inspection milestone on the schedule.
- Does it cover furnace, air conditioner and heat pump jobs?
- Yes. Furnace replacement, air conditioner install, heat pump and ductwork each have a starter project type with a shorter milestone list, and every row is editable.
- Does ProtoPM do load calculations, estimating or dispatch?
- No. ProtoPM runs the job once it's won. Keep your load-calculation and estimating tools, and use a field-service app for dispatching service calls.
Related
Ready to try ProtoPM?
Start free. Upgrade only if you need more.