Inside Rhinefort Co’s FieldPulse-Powered HVAC Workflow

Customer Spotlight: Rhinefort Co

Key Stats:

• Industry: HVAC

• Company Size: 2

• Location: Burleson, TX

• FieldPulse Features Used: Forms, Assets, Inventory Management, Cost Tracking, Pricebook

• Key Workflow: Appointment Confirmed → On the Way → In Progress → Pending → Completed → Completed (No Invoice Required) → Completed (Quote Visit)

Results: Rhinefort Co achieved increased efficiency, improved cash flow, and streamlined scheduling through FieldPulse’s customizable features and automated payment processing.

Introduction

About Rhinefort Co

Rhinefort Co is a two-person HVAC business based in Burleson, Texas, with over 80 years of experience serving customers throughout Tarrant County, including Fort Worth. Founded in the 1940s by Andy Rhinefort’s grandfather, the business built its reputation on exceptional service and customer satisfaction. Passed down through generations, Rhinefort Co has continued to evolve by embracing innovative technologies and maintaining a commitment to high standards, consistently meeting business needs while making data-driven decisions.

Now under the leadership of Andy Rhinefort, a third-generation owner with over 45 years of experience, the business continues to thrive despite its small size. Andy, who has long understood the importance of customer relationship management and customer communication, began his career at age 13 by learning the trade from his father. His three decades of teaching air conditioning at a local college have influenced his dedication to precision, documentation, and smooth processes—principles that guided his decision to adopt FieldPulse. That mindset translated directly into a business approach that prioritizes excellent service, informed decision-making, and excellent customer communication across every touchpoint.

After evaluating other FSM software platforms that lacked the necessary customization capabilities, Andy chose FieldPulse for its Texas roots, excellent customer support , and robust customization options. FieldPulse stood out as an HVAC field service management software that could centralize operations, support personalized and enhanced communications, and align with his high expectations for customer service and professionalism.

As an all-in-one field service management software solution, FieldPulse gave Rhinefort Co the flexibility and operational efficiency needed to modernize its operations. The software quickly proved to be the best field service management software for their needs, especially as a small business service software tailored to lean, high-performing teams. By using its built-in CRM tools, FieldPulse also helped cultivate stronger relationships that improved customer experience and satisfaction.

The Challenge

Operating as a small, two-person HVAC business, Rhinefort Co faced several challenges that needed to be addressed to maintain profitability and meet modern business needs:

Software with Limited Customization and Flexibility

Rhinefort Co's previous FSM limited the ability to customize professional invoices and workflows, and negatively impacted customer management and satisfaction. Without the flexibility to tailor invoice templates and send invoices in a personalized manner, Andy was forced to rely on rigid solutions that failed to support effective customer relationship management. This inefficiency also affected his ability to manage tasks effectively, leading to increased billing errors and loss of valuable insights.

Changing Industry Standards

With the HVAC industry’s ongoing shift to newer, more efficient equipment and refrigerants, accurate tracking, compliance, and staying informed about latest trends became critical. Navigating the complexities of new refrigerant regulations and equipment standards required precise documentation and timely customer data management—something that Rhinefort Co’s previous system struggled to manage effectively.

Scheduling and Workload Management

As a small business with only two technicians, accurate scheduling, managing inventory, and accurate job management were essential. Without proper scheduling tools or a centralized platform, even minor oversights could lead to significant financial losses and hinder resource allocation. This challenge was compounded by outdated processes that made it difficult to coordinate technician locations and track tasks.

Cash Flow Management

Efficiently tracking invoicing and payments was crucial to keep the business financially healthy, especially during slow seasons. The previous software's inability to monitor outstanding invoices or streamline payments left Rhinefort Co struggling to maintain steady cash flow and efficiently manage incoming and outgoing payments.

Solution

Why Rhinefort Co HVAC Business Chose FieldPulse

Andy chose FieldPulse in early 2023 after evaluating multiple FSM software platforms that lacked the customization, flexibility, and features he needed to support his HVAC business. FieldPulse emerged as a comprehensive management software solution that not only enhances operations but also integrates seamlessly with QuickBooks desktop and Quickbooks online, and other tools. Key components included:

Required Tasks, Custom Forms & Workflows

Used for creating custom checklists and managing tasks, ensuring accuracy and consistency across jobs. FieldPulse’s Custom Forms feature allowed Andy to standardize processes, thus maintaining consistent service delivery. These forms also generate valuable customer data and help automate tasks, leading to several benefits in customer communication and supporting marketing efforts.

Asset Management & Tracking

With robust asset management, FieldPulse enables tracking equipment and assets to ensure compliance with industry standards, all managed with just a few clicks. This capability is crucial for keeping locations updated and reducing downtime due to maintenance issues.

Managing Inventory

FieldPulse’s Inventory Management feature provides a robust platform for tracking parts, tools, and materials. This increased visibility helped him better allocate resources and avoid costly delays due to missing parts or tools. Maintaining proper inventory tracking plays a critical role in overall business operations and directly contributes to enhanced customer satisfaction.

Cost Tracking

Designed to simplify financial reporting, particularly for sales tax calculations, FieldPulse’s reporting capabilities provide a streamlined approach to generating detailed financial reports. This allows Andy to quickly and accurately calculate sales tax due each month, significantly reducing manual tasks and cutting down on manual errors. The improved cost tracking also leads to better-informed decisions, empowering businesses to save time and reduce errors in billing.

Pricebook

The Pricebook feature enables Andy to customize invoice templates and create accurate, well-structured quotes and invoices with just a few clicks. With detailed, pre-built service items, adjustable pricing options, and multi-tier rate settings, Andy can tailor each quote to the job’s specific needs—without starting from scratch every time. This level of consistency not only improves billing accuracy but also supports customer loyalty by building trust and professionalism. FieldPulse’s invoicing software, powered by the Pricebook, allows Andy to send invoices confidently, reduce errors, and ensure every customer interaction reflects the quality of service Rhinefort Co is known for.

Implementation Process

FieldPulse’s onboarding process was smooth and effective, allowing Rhinefort Co to fully integrate the software into its business operations without disruption. With an intuitive setup that doesn’t require a formal IT department or technical expertise, FieldPulse makes it easy for any business to get started quickly and confidently.

Initial Setup

Andy configured the key features—Forms, Inventory Management, Pricebook, and Scheduling. FieldPulse’s support team, with excellent integration capabilities, provided step-by-step guidance via chat and phone calls, ensuring that no tasks were left unmanaged.

Customization

Using FieldPulse’s extensive customization options, Andy tailored his invoices, estimates, and reporting tools to align with his preferred workflow. By setting up tags, grouping titles, and creating customized line items, he improved customer communication and strengthened relationships with customers.

Training & Support

Andy appreciated FieldPulse’s accessible support team, which was “just a chat away.” Whenever Rhinefort Co encountered an issue or needed to adjust its customer communication strategy, the support team responded quickly and effectively, enabling him to reduce manual errors and save time.

By leveraging FieldPulse’s customization capabilities and centralized platform, Andy tailored the software to fit Rhinefort Co’s unique workflows and operations. This flexibility proved invaluable as the business refined its job management processes, improved inventory tracking, and enhanced overall efficiency.

Results

Since implementing FieldPulse, Rhinefort Co has experienced measurable improvements across various aspects of its business:

Increased Efficiency

FieldPulse’s automated reporting tools , particularly for sales tax calculations, have significantly reduced the time-consuming, manual effort previously required. Tasks that once involved extensive manual data entry are now completed quickly and accurately, freeing up valuable hours for other business operations. As a robust job manager software for tradesmen, FieldPulse helps streamline operations from the field to the back office, enabling more data driven decisions and reinforcing overall operational efficiency. This improvement empowers the business to deliver quality service and work more efficiently.

Improved Cash Flow

The integrated credit card processing feature, with its convenient ‘Pay Now’ button, has made it remarkably easy for customers to pay invoices promptly, and Andy noted that more customers are opting for credit card payments than before. This has helped the team stay on top of monthly expenses, improve long-term financial planning, and get paid fast. As powerful invoicing software, FieldPulse ensures that payments are processed quickly and that invoices are generated and sent with ease, building customer loyalty and contributing to an improved customer experience.

Streamlined Scheduling

FieldPulse’s scheduling and dispatching tools have transformed Andy's daily operations. With crystal-clear visibility into every active job and real-time GPS tracking of technician locations, he now schedules appointments with pinpoint accuracy. This robust feature has enabled him to make decisions quickly, ensuring his small team never misses a job and always delivers quality service.

Scalable Workflows

By leveraging FieldPulse’s customizable fields and tags, Andy has developed workflows tailored specifically to Rhinefort Co’s unique operational requirements. This flexible approach has streamlined complex processes , reduced manual tasks, and improved team collaboration, giving his small business the control it needs to stay efficient and profitable

Future Goals

Andy’s primary focus is on maintaining profitability while preparing for eventual retirement. Although he prefers to keep the operation small, FieldPulse offers numerous benefits and opportunities for potential growth that address both current and future business needs.

Scalability

Enhanced tools for scheduling, invoicing, and processing payments allow Rhinefort Co to manage additional work without added stress. Andy acknowledges that, if needed, the software could support expansion through hiring, subcontracting, or increased job volume. FieldPulse not only supports business growth but also makes it easier for small teams to maintain a healthier work life balance. In this way, FieldPulse continues to be one of the best field service management software options for tradesmen with growth in mind.

Exploring New Features

Andy plans to utilize FieldPulse’s custom forms feature further, especially for creating detailed checklists, safety inspections, and customer feedback forms. He also aims to implement automated client communication tools like dispatch notifications and text alerts to enhance customer communication management overall. These personalized communications boost customer satisfaction, foster stronger relationships, and keeps customers happy and engaged.

Transition Planning

As Andy moves toward retirement, FieldPulse’s easy-to-use interface and robust customization capabilities will be essential for ensuring continuity and efficiency under new leadership. With seamless access to accurate customer information and the ability to send invoices efficiently using built-in invoice templates, FieldPulse offers the platform necessary for smooth transition planning in any modern HVAC business.

Additional Features

While not yet in use at Rhinefort Co, FieldPulse’s automatic reminders and service agreement features are available to help reduce no-shows, streamline recurring maintenance visits, and keep customers informed about upcoming appointments, which are valuable tools for any small HVAC business managing a high volume of scheduled services.

Conclusion

Rhinefort Co’s journey with FieldPulse demonstrates the power of a customizable, all-in-one platform designed to address the unique needs of an HVAC service business . From improving invoicing workflows and streamlining payments to optimizing reporting and scheduling… FieldPulse has played a crucial role in helping Rhinefort Co maintain high standards of service and prepare for the future. Its management software helps reduce manual tasks and enables informed decisions that drive efficiency across the company.

As Andy looks toward retirement, FieldPulse remains a valuable tool in ensuring Rhinefort Co’s legacy continues to thrive, providing reliability, overall operational efficiency, and scalability. This one platform not only empowers businesses to serve more customers but also drives significant key benefits across operations.

About FieldPulse

FieldPulse is an all-in-one field service management software solution designed to help businesses streamline operations, enhance productivity, and improve customer service. With robust features and resources including inventory tracking, invoicing software, and advanced customer relationship management, FieldPulse is tailored to meet the needs of small businesses and service businesses alike.

Key Features:

FieldPulse empowers service businesses of all sizes by providing a robust platform that integrates essential tools for billing, job management, inventory management, and customer relationship management. With its intuitive design and powerful automation, the software helps businesses reduce time-consuming processes, increase productivity, and deliver better experiences for customers with every job.

• Scheduling and Dispatching

• Estimate and Invoice Management

• CRM and Customer Communication

• Dashboards and Reporting

• Custom Workflows and Automation

• Inventory and PriceBook Integration

FieldPulse’s comprehensive platform, intuitive design, and responsive customer support make it an essential resource for businesses like Rhinefort Co. By simplifying administrative tasks, improving cash flow through integrated payment processing, and enhancing scheduling efficiency, FieldPulse has enabled Rhinefort Co to increase productivity and maintain consistent customer satisfaction.

Want to learn more about FieldPulse? Book a free demo with our team today.