Smart Plan
Collaborative HVAC maintenance platform that takes technicians through quoting, scheduling and completion in one workflow.
3 months
Early-adopter rollout
Live
In production with HVAC contractors
Faster
Quoting and PPM scheduling
“They genuinely understood our business before they touched a line of code. What they shipped pays for itself every month.”
Tom Walton
Founder, Smart Plan
Client background
Smart Plan wanted to simplify HVAC maintenance planning for technicians and managers. The vision was a platform that would help technicians generate quotes, plan tasks and keep all stakeholders informed in one place.
The challenge
Traditional HVAC maintenance ran on paper schedules and manual estimation of labour times. Scheduling conflicts and missed tasks were common. Smart Plan’s founders were experts in HVAC but unfamiliar with software development.
Our approach
During the discovery phase we interviewed technicians and managers to understand their frustrations and priorities. We designed an intuitive workflow that guided users through quoting, scheduling and completion. A detailed plan outlined when each module — quoting wizard, scheduling calendar, feedback loop — would be ready, with milestones explained in plain language.
Implementation
We built a web application with drag-and-drop scheduling, smart time lookups and technician notes. A quote wizard generated accurate estimates based on equipment and location. The system also captured feedback from technicians, sharpening future estimates. Regular meetings gave the founders visibility into progress, and we trained them so they felt comfortable demonstrating the product themselves.
Outcome and impact
Smart Plan rolled out its platform to early adopters within three months. Technicians reported the quoting process was faster and more accurate; managers welcomed the clear overview of scheduled work. The collaborative nature of the platform improved communication and accountability — and the founders stayed engaged throughout because we kept the explanations simple and the milestones visible.
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