Best Flat-Rate Pricebook Software for HVAC and Plumbing (2026)
TLDR
The best flat-rate pricebook option for small HVAC and plumbing shops is a pricebook built into your dispatch software. CrewRoute ($20-$49/month) and FieldEdge ($100-$125/user/month) both include pricebooks. Standalone pricebook tools like The New Flat Rate cost $1,500+/year on top of your dispatch software. A spreadsheet costs nothing but breaks down with multiple techs.
| Option | Annual Cost (3 techs) | Integrated with Dispatch | Pre-Built Tasks |
|---|---|---|---|
| CrewRoute | $588/yr | Yes | Templates provided |
| FieldEdge | $3,600-$4,500/yr + setup | Yes | No |
| ServiceTitan | $8,820-$14,328/yr + setup | Yes | Templates provided |
| The New Flat Rate | $1,500+/yr (+ dispatch tool) | No | Yes (thousands) |
| Spreadsheet | Free (+ dispatch tool) | No | No |
CrewRoute (built-in pricebook)
HVAC and plumbing-specific pricebook built into the dispatch platform. Enter parts cost and markup, and flat rates calculate automatically.
Pros
- ✓ Pricebook included at all pricing tiers
- ✓ Automatic flat-rate calculation from parts cost + markup
- ✓ Techs see prices on mobile app
- ✓ Prices sync across all techs instantly
Cons
- × Requires CrewRoute subscription
- × Newer platform
Pricing: $20/mo (Solo) / $49/mo (Crew) — pricebook included
Verdict: Best value for shops that want a pricebook and dispatch in one tool. The automatic price calculation from parts cost and markup saves the manual math.
FieldEdge (built-in pricebook)
Trade-specific pricebook with parts markup and labor rate configuration. Established in the HVAC market.
Pros
- ✓ Established pricebook feature
- ✓ Parts markup configuration
- ✓ Integrated with dispatch and invoicing
- ✓ QuickBooks two-way sync
Cons
- × $100-$125/user/month
- × $500-$2,000 setup fees
- × Dated interface
Pricing: $100-$125/user/mo + setup fees
Verdict: Proven pricebook feature, but the per-user pricing and setup fees make it 3-5x more expensive than alternatives.
ServiceTitan (built-in pricebook)
The most advanced pricebook on the market. Material markup rules, labor rate tables, and automatic price updates.
Pros
- ✓ Most sophisticated pricebook feature
- ✓ Material markup rules with supplier integration
- ✓ Automatic price recalculation when costs change
- ✓ Good/better/best pricing presentation
Cons
- × $245-$398/tech/month
- × $5,000-$50,000 setup
- × Pricebook setup takes weeks
- × Annual contract
Pricing: $245-$398/tech/mo + setup
Verdict: The best pricebook feature available. Also the most expensive. The sophistication is wasted on shops under 10 trucks that do not need automated supplier price feeds.
The New Flat Rate
Standalone flat-rate pricing tool. Pre-built pricebook with thousands of tasks across HVAC, plumbing, and electrical.
Pros
- ✓ Pre-built pricebook saves setup time
- ✓ Thousands of tasks already priced
- ✓ Good/better/best presentation format
- ✓ Works alongside any dispatch tool
Cons
- × $1,500+/year subscription
- × Separate system from your dispatch software
- × Prices may not match your market
- × Generic pricing needs local adjustment
Pricing: $1,500+/year
Verdict: Saves pricebook setup time, but the pre-built prices are generic and need adjustment for your market, labor rate, and markup targets. Plus you pay for it on top of your dispatch software.
DIY Spreadsheet
A Google Sheet or Excel spreadsheet with task names, parts costs, markup, and flat rates.
Pros
- ✓ Free
- ✓ Fully customizable
- ✓ Easy to start
- ✓ No software dependency
Cons
- × Does not sync across techs automatically
- × No integration with invoicing or dispatch
- × Version control problems with multiple techs
- × Manual price updates
Pricing: Free
Verdict: The right starting point for shops building their first pricebook. Works for 1-2 techs. Breaks down at 3+ techs when version sync becomes a daily problem.
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Why Pricebook Software Matters
Every HVAC and plumbing shop that uses flat-rate pricing needs a pricebook. The question is where that pricebook lives.
If it lives in a spreadsheet, every tech needs the latest version on their phone. When prices change, someone has to email the update. One tech is quoting last month’s price while another quotes today’s price. The customer who gets the higher quote calls back and complains.
If it lives in your dispatch software, every tech sees the same prices. Updates push instantly. The price on the tech’s phone matches the price on the invoice. No version conflicts, no customer complaints about inconsistent pricing.
The Cost of Separate Systems
Standalone pricebook tools like The New Flat Rate charge $1,500+/year. That is on top of your dispatch software, which is another $500-$7,000/year depending on the tool. Two subscriptions, two logins, two support teams.
Dispatch software with a built-in pricebook eliminates the second subscription. CrewRoute at $588/year includes both dispatch and pricebook. FieldEdge at $3,600+/year includes both but at a higher cost.
The math is straightforward: if your dispatch tool includes a pricebook, use it. If it does not, evaluate whether the pricebook gap justifies switching to a tool that includes one.
Q&A
What is the best flat-rate pricebook software for small HVAC shops?
A pricebook built into your dispatch software. CrewRoute includes a pricebook at $20-$49/month. FieldEdge includes one at $100-$125/user/month. Both sync prices to techs' phones automatically. Standalone pricebook tools like The New Flat Rate add $1,500+/year on top of whatever you pay for dispatch software.
Q&A
Should I use The New Flat Rate or build my own pricebook?
Build your own. The New Flat Rate saves setup time with pre-built tasks, but the pre-built prices are generic national averages. You still need to adjust every price for your local labor rate, parts cost, and markup targets. The adjustment process takes almost as long as building from scratch, and you pay $1,500/year for the privilege.
Q&A
Can I start with a spreadsheet pricebook and switch to software later?
Yes. A spreadsheet is the right starting point for building your first pricebook. Enter your top 20-30 tasks with parts cost, markup, and flat rate. Use it until you have a second tech. Then import the spreadsheet data into your dispatch software's pricebook feature. Most tools accept CSV imports.
Find a better way to dispatch your crew
How many tasks should a starter pricebook include?
What markup should I use for pricebook pricing?
Does the pricebook software matter more than the pricebook itself?
Keep reading
How to Set Up Flat-Rate Pricing in Your Field Service Software
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