Case Study

How HVAC Companies Cut Admin Time 60% with MyCo

HVAC is the perfect storm of workforce complexity: technicians in trucks, varying job sites, hourly + overtime + on-call pay, tipped service calls, customer ETAs, dispatch updates, parts pickup runs, and equipment tracking. We surveyed 12 HVAC contractors running MyCo for 6+ months. Here's what changed.

Before MyCo: the typical HVAC stack

• QuickBooks for payroll and accounting
• ServiceTitan or Housecall Pro for dispatch (sometimes both)
• Tsheets for time tracking
• WhatsApp groups for team chat
• Excel for technician schedules
• Paper job tickets

Average admin time: 6 hours per pay period to close payroll. Most owners we talked to spent Sundays catching up.

After MyCo: the same business with one tool

• Payroll: built in, closes in 90 minutes
• Dispatch: same app, technicians see jobs on their phone
• Time tracking: face-scan clock-in at each customer site
• Team chat: built-in, channels per crew
• Schedules: drag-and-drop, technicians see their week
• Job tickets: digital, with photo proof

The numbers (across 12 contractors)

• Average admin time saved: 60% (from ~14 hr/week to ~5.5 hr/week)
• Average buddy-punching reduction: 96%
• Average billable hours captured: +4% (overtime and on-call no longer missed)
• Average ROI in month 1: 3.2x

The HVAC-specific features that matter

Multi-site geo-fencing

Each customer location gets a geo-fence. Technician's face-scan clock-in is only valid inside the fence. Auto-stamps the work ticket with arrival time, GPS, and the tech's name.

Parts run tracking

When a tech leaves a customer site for parts, the app logs the run as non-billable travel. When they return, the next service call resumes billable time. No more arguing about "what hours actually counted."

On-call premium pay

Automated. Set on-call shifts in the schedule, MyCo applies the premium rate to any work hours during the on-call window.

Customer ETAs

When a tech leaves one job site for the next, the customer optionally gets a real-time ETA text. This single feature increased one HVAC customer's NPS by 22 points.

Real story: Stone Cold HVAC (Phoenix, AZ — 38 employees)

"Before MyCo, my Sunday looked like 4 hours of payroll reconciliation. I was matching paper time sheets to dispatch records to handle overtime and on-call pay. With MyCo, payroll closes in under an hour. I get Sunday back. That alone was worth the switch."

— Owner, Stone Cold HVAC

Real story: First Choice Heating (Cleveland, OH — 64 employees)

"We caught $34,000 in unbilled service hours in the first 90 days. Techs were doing work but the paper tickets weren't always making it back. With MyCo, the ticket closes the moment they leave the geo-fence. Nothing falls through."

— Operations Manager, First Choice Heating

Where MyCo doesn't replace ServiceTitan

If you're a $20M+ HVAC company doing complex commercial estimating, equipment lifecycle management, and integration with manufacturer warranties, ServiceTitan is still the right call. MyCo is purpose-built for SMB HVAC ($500K–$10M revenue range) where simplicity beats sophistication.

How to start

Most HVAC contractors are fully migrated to MyCo in 7–14 days. We import your employee records, build your geo-fences from customer addresses, configure your overtime and on-call rules, and train the team in a 30-minute session.

Book a 20-minute demo and we'll walk through the HVAC-specific workflow.