The HVAC cockpit · Plumbing · Heating · AC
Wärmewerk — the HVAC software for office, service teams and field service
One system for the whole HVAC business. Assets and their maintenance intervals sit on the customer record, so a due service turns into an appointment with one click. Sign at the door and the invoice comes straight off that appointment, while the asset rolls itself forward to the next date.
- White-label — your brand
- Assets & maintenance business
- Invoicing & e-invoice included
- iPad & smartphone (PWA)
- No per-user licences — team included
- Pricing model Subscription from €49.90/month (Basis) · whole team included · purchase on request
- Maintenance built in Assets with intervals & due list — plannable, recurring revenue
- Invoicing included Compliant numbering, e-invoice & DATEV export — core feature, no surcharge
- Every device Desktop in the office, iPad & smartphone on site — installable as an app
No more card files, magnet boards and Excel
Appointments get shouted across the workshop, hours end up scribbled on paper, and the maintenance customers sit in a card file someone flips through once a year, wondering “who have we not called yet this year?” Wärmewerk puts asset management, dispatching, customer files, time tracking and invoicing in one system, built for the daily grind of an HVAC business: boiler service, bathroom renovations, heat pumps, emergency call-outs.
“Your service base works for you, and the invoice gets written at the door.”
A working day with Wärmewerk
From the first coffee to closing time: this is what daily work feels like.
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06:45
A look at the board and due list
The office sees on the dashboard which assets are due for maintenance. Two clicks, and due assets become service appointments with customer, asset and title already filled in.
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07:40
The emergency call comes in
“Water in the cellar!” Replanning mode moves the day's appointments in one go, the dispatch board makes room via drag & drop, and the emergency template creates the job with a call-out fee in seconds.
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08:00
The service teams grab their iPad
“My tour today” shows each team its properties, with asset info per stop: which boiler, last service when, access notes. Plus the tool list for the service van. Clock in, drive off.
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11:20
On site
Tick off the service checklist: clean the unit, electrodes & gaskets, flue-gas measurement, expansion vessel. The photo of the measurement report attaches right to the appointment.
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15:40
Invoiced at the door
The customer signs on the iPad, and the invoice is created straight from the appointment with positions from the template. The asset rolls forward to “serviced” automatically; the next due date follows by itself.
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16:30
End of the day
Clock out. Hours and per-site times book themselves, and in the daily wrap-up the office sees what got done, which invoices went out and what is up tomorrow.
Wärmewerk in pictures
Real screenshots from the live demo — click any image and flip through every view with the arrows.
All features at a glance
Eleven areas, one system — this is everything inside.
Assets & Maintenance Business
- Store assets per customer: gas boiler, heat pump, AC unit, hot-water tank
- Manufacturer, serial number, installation date and maintenance interval per asset
- Dashboard shows due and overdue assets
- One click turns a due asset into the service appointment — customer, asset and title prefilled
- “Last service” rolls forward automatically after the appointment — the next due date follows by itself
- Service history per asset in the customer file: every visit traceable
- No more card file — your service base works for you
Emergency & Replanning
- Replanning mode: emergency in between? Move all appointments of a day in one go
- Dispatch board makes room via drag & drop — team assignments stay
- Emergency template with call-out fee — job created in seconds
- Live status board: the office sees which team is where
- Live appointment status: planned → en route → on site → done
Invoices & Numbers
- Invoice straight from the completed appointment — right after the customer signature at the door if you wish
- Positions prefilled from the service template: e.g. service flat rate + consumables
- Compliant, gap-free invoice numbering (GoBD); number range freely configurable — existing businesses continue seamlessly
- Invoice PDF with your own letterhead, small-business VAT rule selectable
- E-invoicing: XRechnung export, officially validated — for property managers, commercial clients and public-sector customers
- DATEV export for your tax adviser: posting batch + document PDFs
- Open-items overview, payment entry, payment reminders & dunning with one click
- Email dispatch straight from the system (your own SMTP or SendGrid)
- Modules can be switched off individually
Planning & Dispatch
- Dispatch board: drag & drop jobs onto day and service team
- Workload indicator per team and day — overbooking visible instantly
- Service templates (boiler service, bathroom renovation, heat pump, blocked drain, AC service) with checklist, tools, target duration and price positions
- Recurring appointments — perfect for maintenance contracts
- Create a follow-up appointment with one click when finishing
- Holidays, sick days and days off right in the calendar
Calendar & Appointments
- Month, week and day views with team colours
- Appointment editor with service checklists: clean the unit, electrodes & gaskets, flue-gas measurement, expansion vessel
- Tick tools onto a job — with availability warnings
- Comment thread between site and office, with photo references
- Global search across customers, assets and appointments
Customers & Properties
- Customer file with master data, contacts and notes
- HVAC property data: heating type, number of radiators, maintenance contract yes/no, gas connection yes/no
- Access and driveway notes for the service teams
- Customer history as a timeline: appointments, photos, hours, invoices
- Per-customer statistics: hours and trips per year
- CSV import from Excel, with duplicate warnings
- Tags, automatic customer numbers and address geocoding
Time Tracking & Staff
- Big time clock: start, break, end of day — one tap is enough
- Works offline and syncs as soon as reception returns
- Per-site time: hours per customer and property
- Live status board: who is working, who is on break — with pulse indicator
- Target/actual comparison and overtime balance per employee
- Public holidays applied automatically by federal state
- Holiday account with remaining balance
- CSV export for payroll
- Printable monthly timesheet for signing
- Office time corrections — fully logged
Out in the Field
- “My tour today”: properties in order with asset info per stop — which boiler, last service when
- Full history and access notes on site — even offline
- Tick off tasks with a fingertip, attach the measurement-report photo to the appointment
- Customer signature at the door — then the invoice is created directly
- Rework list: report “not doable” with a reason — the office sees it immediately
- One-tap navigation to the property (Apple / Google Maps)
- App icon on the home screen, large touch targets
Equipment & Machines
- 10 HVAC tools preloaded: flue-gas analyser, flushing compressor, press tool with jaw set, core drill, soldering set, electric drain-cleaning machine, gas tightness test case, vacuum pump & gauge set, service van and more
- Calibration reminder for the flue-gas analyser included
- Availability check when creating appointments: conflicts visible instantly
- Warning instead of blocking — you decide
- Dashboard widget “tools out today”
- Maintenance and inspection dates with due-date warnings
Cockpit & Office
- Business statistics: hours per team, completed jobs, top customers, kilometres driven
- Open items, monthly revenue and due maintenance right on the dashboard
- Daily wrap-up: the whole day at a glance
- Notifications: “your tour is ready”, “appointment changed”, “rework reported”
- Bulletin board for team announcements
- Calendar feed for iPhone and Google Calendar (iCal)
- One-click backup: database and photos as a ZIP
- Dark mode and guided intro tours on every page
- Demo data included — assets with due maintenance, 10 tools and priced templates from minute one
Permissions & Security
- Employee accounts with roles: admin, office, foreman, worker
- Fully configurable permission matrix — not everyone may do everything
- Everyone only sees what concerns them: own tour, own hours
- Audit log: who changed what, and when
- Photos are automatically stripped of GPS and camera data
- Secure logins, session protection and validated uploads
Missing something? We build it for you.
No two businesses are alike. Wärmewerk might be missing a feature you need: an extra field, a report, an integration, a whole module. We build it for you. Describe briefly what you need and we'll reply with a fixed-price quote. Many wishes even make it into the next update for free.
Your software. Your data. Your brand.
What sets Wärmewerk apart from typical cloud software, whether you buy or rent it.
One subscription, everything included
Hosting on German servers, updates and support are part of every package, with no per-user licences and monthly cancellation. Your installation stays your own instance with its own database. Prefer to buy, or have special requirements? Custom solutions are available on request.
White-label included
Login, app name and interface carry your company name. For your team it is “their” software from the very first login, and your invoices go out on your own letterhead.
Extensible as you grow
Built cleanly and kept modular: switch off modules you don't need, and we build the ones you do. Extra wishes, from quoting to a customer portal, become extensions at a fixed price.
Try first, decide later
The live demo is a complete Wärmewerk installation: a sample company, two service teams, 10 tools, priced templates and customers with stored assets, including a boiler due for service on the dashboard. Tap “Als Chef testen” (test as boss) on the login page and you're in. The demo resets itself every 30 minutes.
Want to compare or look at a second trade? See all live demos ↗
One subscription, whole team included
Three packages, net of VAT. Hosting, updates and support are always included, with no per-user fees.
billed annually · €59.90 billed monthly · cancel anytime
Choose Basis- On-site project capture (photos, GPS, checklist)
- Appointments, dispatch board & calendar
- Customer file with photo documentation & signature
- Time clock, absences & bulletin board
- Weather widget in the dashboard
- Hosting, updates & support included
billed annually · €114.90 billed monthly · cancel anytime
Choose Pro- Everything in Basis
- Invoices & XRechnung (e-invoicing)
- Projects & job sites, route planner
- Equipment management & asset inspection intervals
- Area measurement (satellite) & business statistics
billed annually · €199.90 billed monthly · cancel anytime
Choose Premium- Everything in Pro, unlimited employees
- Customer portal included
- Agentur add-on included (tasks, knowledge base, tickets, recurring invoices)
- Einsatz add-on included (live map, messages)
- Every add-on module at no extra cost
- No per-user licences; the whole team is included
- Your own instance & database, German servers, GDPR-compliant
- XRechnung e-invoicing from the Pro package
- 19 trades with a live demo, no registration required
- Setup & data migration included
- Cancel monthly
Add-on modules — book for Basis or Pro
All add-ons are already included in Premium at no extra cost.
Customer Portal
+€19.90/moCustomers log in themselves to see appointments, invoices & documents.
Agentur Package
+€39.90/moProject tasks & timer, knowledge base, ticket system, recurring invoices, credentials vault incl. portal handover.
Einsatz Package
+€29.90/moDispatch centre (live map), messages, photo requests, quick status.
Review Management
+€9.99/moAutomatically asks customers for a Google review after a job is done, with freely configurable delay, minimum interval and mail text.
Landing Page Builder
+€19.99/moElementor-style builder with 43 widgets, live preview on desktop/tablet/mobile and your own /lp/ URL. Submissions land directly in the CRM.
AI Chatbot
+€9.99/moChat widget with one script tag, your own knowledge base via website crawl, live takeover in the Support Inbox, powered by either Anthropic/Claude or OpenAI.
Files Package
+€9.99/moFile explorer with version history and team folders, secure share links with password/expiry/QR code, login-free file requests and customer-portal uploads.
Maintenance Contracts
+€9.99/moContracts with asset due dates, automatic appointment suggestions and subscription billing on schedule.
Inspection Reports
+€9.99/moFill out DGUV V3, gas-tightness, fire extinguisher checks & more on mobile, sign them and document as PDF.
Inventory & Purchasing
+€9.99/moArticle catalogue with cost/sale price, consumption booking from the phone on site, reorder suggestions from minimum stock, and goods receipt.
HR & Staff
+€9.99/moThree modules: HR files with certificate deadlines, duty roster with conflict warnings, and travel expenses with an approval workflow.
Fleet
+€9.99/moVehicles with TÜV/MOT, safety-inspection and leasing deadlines in view, plus a trip log with mileage, with no GPS tracking at all.
Marketing
+€9.99/moPublic online appointment requests straight into the intake inbox, plus newsletter campaigns to consenting customers, with no tracking at all.
By the way: no price here is set in stone.
Budget and package don't quite match? Talk to us and we'll find a fair deal. We especially like supporting founders and young businesses, for example with a lower project price combined with hosting or ongoing care.
HVAC software that reflects the real workday
No trade lives off its installed base quite like plumbing, heating and AC. Hundreds of assets sit out at customers, each on its own service rhythm, and somewhere in between the emergency phone rings. Wärmewerk was built for exactly this routine: field-service software for HVAC companies and heating engineers that holds up on site as well as at the desk.
Asset management: plannable maintenance business instead of a card file
Every asset, gas boiler, heat pump, AC unit or hot-water tank, is stored per customer with manufacturer, serial number, installation date and maintenance interval. The dashboard shows what is due or overdue. One click turns it into the service appointment, and once the job is done, “last service” rolls forward automatically. No card file, no “who have we not called yet this year?” The service history per asset makes every visit traceable.
Built for field service, emergencies included
A “water in the cellar” call upends the day: replanning mode moves all appointments of a day in one go, the dispatch board makes room via drag & drop, and the emergency template creates the job with a call-out fee in seconds. Out in the field, the engineer already knows the score. Heating type, asset data, access notes and the complete history sit in the tour view, even offline.
Invoiced at the door
Service done, customer signs on the iPad, and the invoice is created straight from the appointment with positions from the service template: service flat rate plus consumables, done. Nothing piles up at the office overnight. Invoicing is a core feature, not an afterthought: compliant gap-free numbering, XRechnung e-invoices for property managers and public-sector clients, DATEV export for the tax adviser, one-click dunning.
Who is Wärmewerk made for?
HVAC companies and heating engineers with one or several service teams: maintenance and field service, bathroom renovation, heat-pump installation, AC and emergency call-outs. Anyone who finally wants their service base under control. Whether 3 or 30 employees, Wärmewerk never charges per user; the whole team is always in the package price. Most companies start on Basis at €49.90 per month and move up to Pro at €94.90, which adds XRechnung, projects and the route planner.
Frequently asked questions
What does Wärmewerk cost?
Wärmewerk comes as a subscription in three packages, hosting, updates and support always included: Basis at €49.90 per month (up to 5 employees), Pro at €94.90 (up to 15 employees, our most popular package) and Premium at €169.90 (unlimited employees, every add-on module included). Prices apply with annual billing, plus VAT; billed monthly it's €59.90, €114.90 or €199.90. Basis and Pro customers can add the customer portal (+€19.90), the Agentur package (+€39.90) and the Einsatz package (+€29.90 per month) individually; Premium already has all three. Asset management and invoicing are included from Pro upward, and nobody pays per user.
Can I manage maintenance contracts and assets?
That is the core of Wärmewerk. Assets are stored per customer with manufacturer, serial number, installation date and maintenance interval. The due list on the dashboard shows what is coming up, one click turns a due asset into the service appointment, and after completion the asset rolls forward automatically. The service history per asset makes every visit traceable.
Is it fit for emergency service?
Built for it, actually. Replanning mode moves all appointments of a day in one go when an emergency comes in, the dispatch board makes room via drag & drop, and the emergency template creates the job with a call-out fee in seconds. The live status board shows the office which team is where at any time.
Can I write invoices with Wärmewerk?
Invoicing is a core feature, not a paid add-on. Invoices are created straight from the completed appointment, right after the customer signature at the door if you wish, with positions prefilled from the service template. Invoice numbers are compliant and gap-free, and the number range is freely configurable, so existing businesses continue seamlessly from their last number. There is also a PDF with your own letterhead, open items, payment reminders and dunning with one click. Prefer to work without the invoicing module? Just hide it.
Does Wärmewerk support XRechnung?
Yes, invoices export as officially validated XRechnung e-invoices. That matters especially with property managers, commercial clients and public-sector customers. Dispatch goes straight from the system by email, via your own SMTP server or SendGrid.
Does my tax adviser get the data?
With one click. The DATEV export produces the posting batch plus all document PDFs for the chosen period, ready to hand to the firm.
What do I need to use Wärmewerk?
Just a browser. Wärmewerk runs as your own instance with its own database on German servers, and hosting, updates and support are part of every package. We handle setup and data migration; you get a login and start working. Prefer to run the software on your own server, or to buy it outright? Custom solutions are available on request.
Can I test Wärmewerk beforehand?
The live demo is open to everyone: a complete installation with a sample company, two service teams, 10 tools, priced templates and customers with stored assets, including a boiler due for service. Tap “Als Chef testen” (test as boss) on the login page and you're in. It resets itself every 30 minutes. Want to compare several trades at once? The demo hub at demos.pixagentur.com shows all live demos.
Does it work on the iPad and without reception?
Yes. Wärmewerk is a web app (PWA) with an app icon on the home screen. The time clock and daily tour, including asset info and history, work even without reception and sync as soon as the network returns.
Does the software run under my company name?
White-label is included. Login, app name and business details carry your company, and your invoices appear on your own letterhead.
What about data protection?
Your customer and employee data lives in its own instance with its own database on German servers, GDPR-compliant and strictly separated from other companies. Roles and permissions control who sees what, an audit log documents changes, and uploaded photos are automatically stripped of GPS data.
Can Wärmewerk be adapted or extended for my company?
Modules can be switched off individually, and from extra fields to entire extensions such as quoting or a customer portal, we build additions on request at a fixed price. Fastest route: describe your wish in our ticket system and we reply with a fixed-price quote.
Are there any hidden costs?
No. You pay the package price: no per-user licences, no setup fee, no extra charges for updates or support. Setup and data migration from your current solution are included too. The only addition is statutory VAT, and you can cancel monthly.
Related trades
Other trade systems built on the same Cockpit.
Built from these modules
This solution is Wärmewerk's trade edition of the Cockpit — powered by these features.
Maintenance Contracts — Predictable Revenue Instead of Random Jobs
Link contracts to your customers' assets, set an interval per asset: the Cockpit automatically suggests the next service date, never silently in the background. One click turns it into an appointment, and subscription billing creates invoice drafts on schedule.
View featureCustomer Assets (Inspection Intervals)
Track heating systems, PV installations or lightning protection at the customer's site with inspection intervals, with automatic reminders instead of missed service dates.
View featureDispatch Centre (Live Map)
See every crew live on the map, for real-time dispatch and fast reaction to last-minute changes.
View featureDemo & Purchase
Ask about Wärmewerk — no strings attached
Tell us briefly what you are interested in, whether that's the demo, a package choice or a custom solution. We reply personally, usually within 24 hours.