From Equipment Order to Inspection Sign-Off — Every HVAC Stage Tracked
Manage permit timelines, equipment lead times, rough-in schedules, and municipal inspections — all connected to the proposal that created the job. Stop managing HVAC installs across spreadsheets, texts, and separate tools.
See It in Action
Built for the Full HVAC Installation Lifecycle
Equipment delivery tracking
Know which jobs are waiting on equipment before you schedule a single crew. Log distributor ETA, confirm delivery, and only dispatch when the unit is on-site. No more crews arriving to an empty driveway because the Carrier or Lennox unit hasn't shown up yet.
Permit milestone tracking by jurisdiction
Track permit application, rough-in inspection, and final inspection as separate milestones — per municipality. See which jobs are blocked at the county level before they delay your install schedule. No more permit surprises the week of installation.
Rough-in and finish scheduling
Schedule your rough-in crew and your finish crew independently, with the right gap for municipal inspection in between. Assign different technician teams to each phase. Coordinate electrical subcontractors from the same project record.
Stage-based job board
See every active HVAC installation at its actual stage: permit pending, equipment en route, rough-in scheduled, awaiting inspection, final scheduled, commissioned. Stuck jobs stand out before they become a delay — without opening a single record.
Equipment Lead Times Shouldn't Hold Up Your Entire Schedule
Most HVAC installation companies track equipment orders in email threads or supplier portals. When a unit is 3–6 weeks out from a distributor, there's no system-wide visibility into which jobs are blocked — so ops schedules crews based on calendar availability, not equipment reality. Crews show up, the unit hasn't arrived, and you've just wasted a crew day and frustrated a customer who took the day off work.
SubcontractorHub connects equipment delivery status directly to crew scheduling. Jobs that are "equipment pending" are clearly separated from jobs that are "ready to schedule" — visible on the board without anyone having to call the distributor. You schedule crews after delivery is confirmed, not before.
Book a Demo
Permit Requirements Change by Jurisdiction. Your Tracking Should Too.
HVAC permits aren't uniform. Some municipalities require separate rough-in and final inspections. Others require pre-approval for heat pump or mini-split installations. Licensing requirements vary county by county. Managing that variance in a spreadsheet means someone always gets surprised the week an inspector shows up — or doesn't, because no one scheduled the re-inspection.
SubcontractorHub tracks permits as milestones, not checkboxes. Application submitted, approved, rough-in inspection scheduled, rough-in passed, final inspection scheduled, final passed — each is its own stage on the job record. Managers see permit status across every active project without opening individual files. When a municipal inspector pushes back a re-inspection date, you update the milestone and the whole team sees it immediately.
See the HandoffBuilt for your operation if:
SubcontractorHub project management is designed for HVAC installation businesses running multiple jobs simultaneously and needing real operational visibility.
Talk to the TeamEquipment lead times from your distributor are controlling your install schedule
Rough-in and final installation require different crews or a subcontractor for electrical
Permit requirements vary across the municipalities you serve and something always gets missed
Ops has to call around to know which jobs are ready to schedule vs waiting on something
Crews have shown up to jobs where equipment hasn't arrived yet
You want to see permit status, equipment ETA, and crew assignment for every job in one view
Common Questions
What is HVAC project management software?
HVAC project management software tracks every stage of an installation from sold job to commissioned system — equipment procurement, permit filing, rough-in scheduling, inspection milestones, and final sign-off. SubcontractorHub auto-creates the project the moment a deal closes, with equipment model, customer address, and proposal details pre-loaded.
How does SubcontractorHub track HVAC equipment delivery?
Each project has an equipment tracking section where you log the distributor, order date, expected delivery date, and on-site confirmation. The job board shows which projects are 'equipment pending' vs 'ready to schedule' — ops never dispatches a crew to a job where the unit hasn't arrived yet.
What stages should HVAC project management software track?
The full lifecycle: permit application submitted → permit approved → equipment ordered → distributor ETA confirmed → equipment received → rough-in scheduled → rough-in complete → municipal inspection scheduled → inspection passed → final installation scheduled → system commissioned → warranty registered → job closed. SubcontractorHub is pre-configured for this flow.
How does SubcontractorHub handle HVAC permits across different municipalities?
Permit requirements vary by jurisdiction — some require separate rough-in and final inspections, others require pre-approvals for heat pump installs. SubcontractorHub tracks permit status as milestones per project: application submitted, approved, rough-in inspection scheduled, rough-in passed, final passed. Managers see permit status across all active jobs at a glance.
Does SubcontractorHub handle roofing or solar projects too?
Yes. SubcontractorHub is multi-trade. HVAC, roofing, and solar projects all live in one dashboard. Managers see active jobs across all trades without switching platforms.
See How HVAC Installs Run End-to-End on SubcontractorHub
Book a demo and we'll walk through a live HVAC job — from closed proposal to equipment delivery to rough-in to final inspection — and show how your ops team sees every stage without chasing anyone for a status update.
Book a Free Demo