MaintainX
Pricing: Free · $20/user/mo Essential · $65/user/mo Premium
Strong CMMS for work order management. Inventory and parts require the $65/user/mo Premium plan. No AI nameplate extraction, no EPA §608 calculator, no HVAC-specific reports. Per-user pricing adds up quickly for small teams.
UpKeep
Pricing: $24/user/mo Essential (annual) · $55/user/mo Premium
No free plan — teams pay from day one. Inventory management requires the $55/user/mo Premium tier. Implementation packages range from $500 to $5,000+. No HVAC-specific features or EPA compliance tools.
Limble CMMS
Pricing: Free (very limited) · $28–$80+/user/mo
Free plan lacks inventory management and advanced reporting — features most HVAC contractors need. Paid plans start around $28/user/mo and scale from there. No AI tools, no nameplate scanning, no HVAC-specific compliance features.
Fiix CMMS
Pricing: Free · $45/user/mo Basic · $75/user/mo Professional
Free plan capped at 25 preventive maintenance tasks — insufficient for multi-building portfolios. Implementation costs $3,000–$60,000. No AI scanning, no EPA compliance tools, no HVAC-specific reporting. Best suited for manufacturing, not HVAC.
Sortly
Pricing: Free (100 items) · ~$29+/mo
Inventory tracking only — no maintenance history, no service logs, no EPA compliance. Free plan limits to 100 items. No HVAC-specific fields, no nameplate scanning, no refrigerant data.
EZOfficeInventory (EZO)
Pricing: ~$48–$65+/mo (scales with asset count)
No free plan. Designed for IT asset checkout workflows, not HVAC. No nameplate scanning, no refrigerant tracking, no EPA compliance tools.
ServiceTitan
Pricing: ~$245–$500+/tech/mo + $5,000–$50,000 setup
Enterprise-grade field service software. Requires a 3–6 month onboarding and annual contracts. Best for 20+ tech HVAC companies with $2M+ revenue. Not designed for equipment documentation or EPA compliance tracking.
Housecall Pro
Pricing: $59/mo Basic · $149/mo Essentials · $329+/mo MAX
Focused on dispatching, scheduling, customer invoicing, and payments — not equipment documentation. No barcode/QR scanning for equipment, no nameplate extraction, no refrigerant or EPA tracking. QuickBooks sync is a core selling point, not equipment data management.
Asset Panda
Pricing: ~$3,000+/year (custom quote)
Enterprise asset tracking platform starting at $3,000/year. Requires a sales call for pricing. No HVAC-specific features, no nameplate scanning, no EPA compliance. Designed for corporate IT hardware checkout, not HVAC service documentation.
Tool Tracker Pro
Pricing: Free (basic) · $0.99 (iOS)
Designed for individual technician tool load-outs and vehicle checklists. Lacks real-time multiuser cloud synchronization, web dashboard, maintenance history logging, and refrigerant stock tracking. A low-cost tool for personal inventory, but not built for facility operations, teams, or HVAC compliance.
Excel / Google Sheets
Pricing: Free – $6+/user/mo
Manual data entry for every field. No photo attachments, no barcode scanning, no structured maintenance history. Formulas break when columns are rearranged. No mobile camera integration.