KaryaFlow
Ravi Kumar · assigned
Peak season overwhelms your dispatch
Peak-season calls are hard to coordinate across WhatsApp threads. A shared job queue helps the dispatcher review assignments and pending visits.
HVAC Field Service Software for AC Service Centers
Keep AC complaints, technician dispatch, parts and return visits in one service workflow. Review job proof, AMC follow-up and payment status from the office.
Free setup GST-readyFrom ₹81/user/month billed yearly (₹94 quarterly); minimum 2 active users
Need help with customer enquiries? Explore WhatsApp booking, website chat and follow-up options.
Explore KaryaFlow services
Job cardsservice proof and parts in one record
AMCvisits and renewal follow-up
One AC job. Every handoff in view.
The repair needs a part. Not a fresh start.
Follow an illustrative AC complaint through assignment, a parts hold, a return visit and office review. Bring the same scenario to your demo.
Step 1: Book and assign the visit
Log the AC complaint with the customer and site. The dispatcher assigns a technician, who opens the job details in the app.
Step 2: Keep the hold reason
Record the diagnosis and required part in the job notes. Keep the unfinished visit visible so the office can arrange the next action.
Step 3: Return with the context
Once the part is ready, the office arranges the return visit. The technician records the work, part used, photos and customer acknowledgement.
Step 4: Review before closure
Review service proof, AMC or warranty coverage and payment status. Send billable work to accounts; a finished visit is not automatically a paid invoice.
Illustrative workflow, not a live product screen. Office decisions remain manual; confirm the exact records and steps in your demo.
An unfinished AC job needs a clear next step
A busy service desk needs to know who owns the visit, what is holding it up and what accounts still needs. Keep that context with the job, even when it takes a second visit.
The HVAC problem
Parts and refrigerant need a job reference
A stock total does not explain what was issued, used or returned. Keep the technician and AC job with each entry; verify refrigerant units and adjustments during setup.
AMC renewals fall through the cracks
When contracts and visit dates live in separate registers, renewal follow-ups are easy to miss. Keep due visits and renewal status together for office review.
A completed visit still needs billing review
Service proof, parts, contract coverage and payment status can reach accounts separately. Review the job record before deciding what to invoice or collect.
Questions HVAC service centers ask before choosing software
Buyer questions
What does the Jharsuguda AC service center example show?
KaryaFlow's published account describes an anonymous authorized AC service center in Jharsuguda using the platform after jobs arrive from the principal company's CRM. The account covers local assignment, mobile job records, parts, attendance, expenses and salary preparation. It is a publisher-reported customer example, not an independently measured outcome study.
- The principal company's CRM remains in use; KaryaFlow supports the local service execution workflow.
- Ask to demonstrate an AC job waiting for a part, its return visit and final office review. Check whether the technician can see the earlier diagnosis, issued parts, service proof and payment status.
- Verify import steps, attendance setup and any continuous GPS add-on for the plan you will buy. The case does not establish a guaranteed time or revenue improvement.
Built for HVAC service businesses
Bring one AC complaint and one AMC example. Check assignment, parts, return visits, service proof and billing handoff in the demo.
AC job cards and service proofParts and technician stock recordsAMC visit and renewal follow-up
Start your 7-day trialEverything you need
One platform, zero operational blind spots
Jobs & Complaints
Create and assign job cards, record service proof and parts used, and keep completion status together.
AMC & Contracts
Keep AMC contracts with their customers, track visits used and still due, and renew contracts before they lapse.
Inventory
Track warehouse and technician stock, parts used on jobs, returns, and low-stock alerts.
Billing & Cash
Prepare GST invoices and track payment collection against the service job.
Smart Attendance
Attendance with location check-in is included in every plan, alongside leave requests and attendance reports.
Technician Pay
Set job incentives, approve fuel and expense claims, and get a monthly salary slip for each technician. GPS-derived km needs the tracking add-on.
GPS Tracking
Live map and route history for tracked technicians, available as an add-on quoted separately.
Every complaint becomes a tracked job
Log complaints from calls, WhatsApp and walk-ins in one register, turn them into jobs, assign a technician and follow each job to completion with photos, parts used and the customer's signature.
- Complaint register for calls and WhatsApp
- Board and list views of every job
- Before/after photos and parts used
- Customer signature on completion
Keep the AC complaint, technician visit, parts used, service proof, and billing handoff connected in one job record.
Keep AC jobs, AMC visits and parts connected
Daily service workflows
Keep service work visible
Keep customer complaints, technician assignments, job status, and service proof together so the office can see which AC visits need follow-up.
Plan visits and renewals
Connect AMC contracts with scheduled visits, job cards, payment status, and renewal follow-up instead of checking separate registers.
Link stock to the service job
Record refrigerant and spare parts issued to technicians, used on jobs, and returned to the office, with context for GST billing handoff.
Decision comparison
Choose the workflow, not only the tool category.
Every team size includes attendance with location check-in. Continuous live GPS tracking through the day, with route history, is an optional add-on, quoted separately for the technicians who need it.
| Buyer need |  KaryaFlowConnected field execution | CRMCustomer records | GPS-only tracking appLocation and routes |   Tally/Vyapar + separate toolsAccounting stack |   WhatsApp/Excel/manual registersChats and sheets |
|---|---|---|---|---|---|
| Job dispatch and status | Connected workflow | Often needs an FSM layer | Location only | Separate operational tool | Manual updates |
| Technician mobile app | Included | Depends on product or setup | Tracking app only | Separate app | Chat, calls, or paper |
| Geofence attendance | Location check-in and geofences | Depends on setup | Often available | Separate attendance tool | Manual register |
| Inventory and technician stock | Connected to jobs and technicians | Often needs integration | Outside core scope | Inventory stays separate | Spreadsheet or register |
| Payment status | Connected to the job record | Depends on customization | Outside core scope | Recorded separately | Manual confirmation |
| GST-ready billing handoff | Connected field-to-office workflow | Often needs integration | Outside core scope | Accounting occurs separately | Manual handoff |
| AMC follow-up | Contracts, visits, proof, and renewal context | Depends on setup | Outside core scope | Separate tracker | Calendar or spreadsheet |
| Owner dashboard | Jobs, technicians, parts, and payment visibility | Customer-centric reporting | Location-centric reporting | Split across tools | Manual consolidation |
| India-specific pricing visibility | From ₹81/user/month billed yearly (₹94 quarterly); minimum 2 active users | Varies by provider | Varies by provider | Multiple subscriptions | No software fee |
General category comparison for initial evaluation. Features and commercial terms vary by provider and configuration; verify current product documentation before purchasing.
KaryaFlow works for more than one industry
Also serving
Appliance Repair & Service Centers
CRM job imports, technician job cards, warranty, spare parts, payments, and salary inputs
Electrical Contractors
Multi-site crew management, material tracking, and project documentation
Plumbing Service Companies
Emergency dispatch, parts tracking, society AMC, and repair documentation
Fire Safety Service Companies
Extinguisher expiry tracking, statutory inspections, compliance documentation, and equipment inventory
Local and workflow guides for HVAC service centers
Local guides
HVAC Field Service Software in Delhi
Run HVAC service work in Delhi with KaryaFlow: dispatch, technician tracking, mobile job cards, proof, inventory, UPI/payment status, GST invoice handoff, and dashboards.
HVAC Field Service Software in Mumbai
Run HVAC service work in Mumbai with KaryaFlow: dispatch, technician tracking, mobile job cards, proof, inventory, UPI/payment status, GST invoice handoff, and dashboards.
HVAC Field Service Software in Bangalore
Run HVAC service work in Bangalore with KaryaFlow: dispatch, technician tracking, mobile job cards, proof, inventory, UPI/payment status, GST invoice handoff, and dashboards.
HVAC Dispatch and GPS Tracking Software in Delhi
Dispatch HVAC technicians in Delhi with KaryaFlow: live GPS context, geofenced attendance, mobile job cards, proof, payment status, GST-ready invoice handoff, and dashboards.
HVAC AMC Management Software in Bangalore
Manage HVAC AMC work in Bangalore with KaryaFlow: contract schedules, technician visits, proof, spare parts, renewal follow-up, payment status, GST handoff, and dashboards.
KaryaFlow for HVAC & AC Service Centers
Frequently asked questions
How much does KaryaFlow cost for a small AC service center in India?
KaryaFlow costs from ₹81 per active user per month, billed yearly. Per active user per month it is ₹94 quarterly, ₹89 half-yearly or ₹81 yearly, against a list price of ₹99. The minimum is 2 active users: ₹188 a month on quarterly billing or ₹162 a month on yearly billing. There is no upper limit on users, and teams of more than 100 active users can ask for a volume discount. Prices are prepaid for 3, 6 or 12 months, with 18% GST extra; the shortest term is quarterly, and there is no monthly plan. Users means everyone with a login, office staff and technicians together. Every team size includes jobs, attendance with location check-in, customers, expenses, the technician mobile app, and GST-ready billing, so a single-branch AC service center pays for team size rather than for features. Continuous live GPS and route history are an optional add-on, quoted separately. Yearly billing takes 18% off the list price, and the 7-day free trial needs no credit card. Bring your old data: upload your old job sheet from Excel or CSV. Customers and machine serial numbers come in with it, and you check every row before anything is saved.
How does KaryaFlow stop refrigerant gas from going missing from inventory?
KaryaFlow tracks parts and consumables usage per job, so the R-22, R-32, or R-410A logged against each visit is recorded against your stock instead of self-reported on memory. This gives you an audit trail to compare bulk purchases against actual consumption and spot the gap between cylinders bought and gas billed.
Can my AC technicians use KaryaFlow on their phones in the field during peak summer?
Yes. KaryaFlow includes a technician mobile app for Android that field staff use to receive jobs, update status, log parts, and capture photos. Owners and dispatchers can work from the web dashboard, so when summer triples your call volume you can assign and track jobs without relying on WhatsApp groups.
We run our HVAC business on WhatsApp and Excel — how hard is it to switch to KaryaFlow?
Switching is straightforward and starts with a WhatsApp-based demo and booking. KaryaFlow is built specifically for Indian service businesses moving off WhatsApp and paper registers, so you set up customers, jobs, and AMC visits in one place. Every team size includes the same core modules, inventory included, so nothing has to be unlocked later as you grow; live GPS tracking is the one add-on, priced in your quote for the technicians who need it.
Practical playbooks for HVAC service centers
Use these guides to compare workflows, job cards, technician tracking, AMC visits, inventory, and GST billing before choosing a field service system.
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Ready to modernize your service operations?
Try KaryaFlow with your own jobs for 7 days, with setup help on WhatsApp. No credit card needed.
GST-ready invoices · Prepaid plans in INR · Setup help on WhatsApp