Streamlining HVAC Services with IoT: A Case Study on Tropic Air and BlueFolder

• Sensors - Air Pollution Sensors
• Sensors - Environmental Sensors

• Buildings
• Equipment & Machinery

• Procurement
• Quality Assurance

• Inventory Management
• Time Sensitive Networking

• System Integration
• Training

Tropic Air, a growing HVAC services company in the greater Kansas City area, was facing challenges in managing work orders as their customer base expanded. The team initially relied on texts, emails, and notebooks to record and track work orders and update the status. However, as the number of customers increased, this process became unmanageable. It was difficult to monitor what work was done, what still needed attention, and what each technician was working on. Monitoring equipment usage in the field was also a challenge. Furthermore, if a technician wasn’t in the office for several days, staff wouldn’t get the paperwork to initiate an invoice, delaying the billing process by a month or more. The company’s founder and president, Justin Koegler, described the situation as 'complete and total chaos.' Justin decided to implement a field service management (FSM) application to simplify operations and smooth out the cash flow. However, the HVAC software he initially tried was overly complicated and lacked user-friendly design, exacerbating the situation.

Tropic Air Heating and Cooling is a growing HVAC services company based in the greater Kansas City area. The company has six full-time technicians, along with management and office staff. They serve both commercial and residential clients, providing installations and service on a wide range of equipment, including refrigeration and roof-top units to ice machines. Tropic Air has built a strong reputation for its quick response to requests and reliable, quality service. Most of their clients have been with Tropic Air for several years and appreciate the company's ease of working with.

In search of a solution, Justin discovered BlueFolder, an HVAC software solution that was reasonably priced and offered month-to-month payment plans. BlueFolder was simple and fast to deploy, allowing Tropic Air to be up and running in two days. The software was intuitive and easy to use, eliminating the need for formal training. Technicians could navigate the interface and learn how to complete tasks on the fly. With BlueFolder, Tropic Air streamlined work order management. Submitting, tracking, and updating work orders took a fraction of the time and effort required by the old pen-and-paper method. Managers could easily input customer work requests into BlueFolder, add details, schedule it out to technicians, update status, and log technician’s time for billing with just a few clicks. Customizable notifications highlighted work orders that still needed to be completed, and managers could monitor equipment in the field through the system. BlueFolder’s calendar helped keep everyone on track. BlueFolder also provided quick and responsive support whenever Tropic Air needed assistance.

• The implementation of BlueFolder has brought significant operational benefits to Tropic Air. The system's intuitive design and ease of use have eliminated the need for formal training, allowing technicians to learn on the fly. This has resulted in a smoother workflow and more efficient use of technician time. The streamlined work order management has improved the company's ability to track and update work orders, enhancing operational efficiency. The system's customizable notifications and calendar features have improved task management and scheduling, ensuring that no work orders are overlooked and all tasks are completed on time. The ability to monitor equipment in the field has also improved, providing better oversight and control. Furthermore, the responsive support provided by BlueFolder has ensured that any issues are quickly resolved, minimizing downtime and disruption. Overall, BlueFolder has helped Tropic Air manage its growing business without sacrificing quality and responsiveness.

• BlueFolder was deployed and operational within two days.
• Work order management was significantly streamlined, reducing the time and effort required.
• Billing delays were reduced by enabling immediate initiation of invoices.