An ERP system for the HVAC industry facilitates building technology management from sales to billing and after-sales services

20.04.2023 Pinja Blog ERP

A helmeted man using a tablet in the foreground of ventilation equipment

Modern ERP systems support the building technology and HVAC industry in various ways, benefiting companies and customers alike. The digitalization of the industry increases the share of mobile functions, and contributes to the flexibility of operations. 

The building technology industry is currently driven by a strong sustainability and life-cycle thinking, covering both construction and maintenance, as well as renovation of buildings. According to the State of Built Assets 2023 (Rakennetun omaisuuden tila 2023) report, the maintenance backlog is not only growing in buildings but also in the transport and infrastructure network, so it is visible both indoors and on the streets. The use of buildings is particularly focused on energy consumption and material needs for repairs, as well as the resulting emissions.
The current business environment is not only creating demand but also pressure for efficient and green practices in the HVAC industry. An ERP facilitates the work of the industry for several reasons.

1. An ERP system for the HVAC industry makes work more efficient in many areas

The daily operations of an HVAC company include a wide range of activities related to running the business, sales and customer management, as well as the practical work itself, such as installing split heat pumps or planning and building a complete pipe renovation. Subcontractors are often involved in the supply chain, which underlines the importance of smooth operations. A comprehensive and flexible HVAC ERP system for building technology and HVAC industry planning facilitates all work steps, from handling sales leads and sales to contract management, execution and final billing – not to mention after-sales services.

2. Efficient installation and scheduling streamlines operations

In the building technology and HVAC industry, scheduling and precise planning are everything. In the HVAC ERP system, once a contract has been signed, a schedule of installations, maintenance or deliveries can be entered into the calendar, including the different phases, so that the whole team knows exactly where and when they are needed. The error rate is reduced when the installation calendar shows an up-to-date schedule for all parties involved. An efficient ERP system also notifies the customer of upcoming jobs. 

3. Inventory management is up-to-date and reliable

In the HVAC industry, inventories are often mobile warehouses, such as vans, and it is important to keep track of their contents and movements. A solution designed to manage inventory items and value, such as an ERP system for the HVAC industry, facilitates inventory procurement, reporting on goods and materials delivered to customers, and helps manage the inventory on a daily level.
At best, the HVAC ERP system can also have integrations with HVAC wholesalers. For example, Total ERP by Pinja has LVISNet integration, which enables the electronic purchase orders and product deliveries of building technology wholesalers and customers to be displayed directly in the HVAC ERP system via the common electronic trading platform LVISNet.

4. Mobile functions make it easier to work on-site

Building technology and HVAC industry work is mainly carried out on-site, so mobile functionality is essential. For the overall management of maintenance and installation work, it is convenient to be able to update and monitor the progress and completion of work in real time on a mobile device. Work-related documentation, such as photos before and after and electronic handover forms, should be archived in digital format as soon as possible. This is possible with a mobile-optimized and centralized system.

5. Customer satisfaction from efficiency

Perhaps the most important benefit of an HVAC ERP system, however, is increased customer satisfaction. In addition to employers and contractors, the ERP system can be used to communicate with customers about the arrival of an installer, or a schedule, for example. When all information on used material and labor is up-to-date and reliable, the bill of the customer and subcontractors are also based on correct information. Even the application for tax deductions is taken into account, as the ERP system generates a separate household tax deduction calculation when the bill is generated.

Total ERP provides a flexible and scalable solution

Pinja’s Total ERP system adapts to the processes of the HVAC company, and integrates with the necessary financial management and procurement systems and BI solutions. Its functionalities streamline work both on- and off-site, for a wide range of business management needs.

For example, the Swedish solar panel supplier Freebo AB has integrated its entire customer path with Pinja’s Total ERP system, from sales and installation planning to billing and filling in regulatory forms.

An efficient ERP system to support building technology and HVAC work enables close cooperation throughout the chain, saving costs and improving the life cycle of buildings. The built environment will thank you.

Read more:

We also provide support for choosing the right ERP system.
See also Pinja’s Total ERP system

Success story: Freebo AB
Financial management as a seamless part of an ERP solution
What added value does an effective ERP system bring to the sale of unique project packages?
Improving the fluency of installation scheduling, time tracking, and billing in the installation business

Eetu Parkkisenniemi

Eetu Parkkisenniemi

I work at Pinja as the sales manager of the Total business unit. In my work, new clients, the solution to their challenges and the support of my colleagues are important. Renewing sales and marketing practices is also close to my heart. Thanks to my background in sales of ERP systems, I can help the customer find the right solution easily. In my spare time, I enjoy the rush years of three children and being between the poles playing floorball.

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