Overview

Admin covers the setup and configuration work that keeps the other two roles moving: services, agreements, staff, and the money side — billing, integrations, and reports. If a screen changes how the shop is configured rather than what happens on today's schedule, it lives here.

Getting started

New to Thermal? This is your onboarding path — six guides, in order, that take a shop from empty account to fully configured. Work through them top to bottom on your first pass; come back to any one of them later as a reference once the shop's running.

1. Set up your shop — start here. Set your shop's identity: name, address, hours, logo, and brand color, so every invoice and proposal Thermal sends looks like it came from you.
2. Set up branches — next, if you run more than one location or division. Structure them now, before you add staff or set pricing, so both can be scoped correctly from the start.
3. Manage staff and roles — get your team into the system with the right role and, if you set up branches, the right home branch.
4. Add a technician — the specific steps for bringing a field tech on: role, branch, and the invite that gets them signed in.
5. Set your pricing and business rules — build the Price Book catalog and set org-wide billing rules: tax, payment terms, not-to-exceed, document numbering.
6. Set up a service agreement — the last step: build a recurring agreement so preventive maintenance visits schedule themselves, using the pricing and staff you just set up.

Customers, equipment, and billing

• Manage customer records — the customer account every site, unit, agreement, and invoice attaches to.
• Manage equipment records — the org-wide equipment list, a unit's service history, and its coverage.
• Install and label customer equipment — add a unit to a customer's site and print its QR asset label.
• Understand agreement billing and renewal — what an active agreement actually bills (and doesn't), auto-renew, and the renewal-risk queue.
• Bill a completed work order — how a job's line items become an invoice, and the not-to-exceed cap.
• Send and collect an invoice — sending a bill, prebill approval, and recording a payment.
• Manage inventory and parts — stock by location, serialized items, and reorder points.
• Manage purchase orders — ordering and receiving from a vendor, and job-costing links.
• Manage inspections — the org-wide list of every inspection run, its deficiencies, and turning those into a proposal.
• Create and send a proposal — price a repair, replacement, or rental and send it for the customer to approve.
• Generate a capital plan — a multi-year equipment replacement forecast you can hand a customer.

Projects & subcontractors

• Run a project — multi-visit jobs that bill in phases and milestones instead of one lump invoice.
• Manage subcontractors — the subs you dispatch work to, their COI compliance status, and the vendor portal.

Rentals & Leasing

If your shop rents out or leases equipment, these guides cover the module:

• Rent out equipment — the rental list, statuses, and the bulk actions for billing, extending, and closing out rentals.
• Manage equipment leases — longer-term leases with ASC 842 accounting fields, out of the same fleet.
• Manage the company fleet — the company- and vendor-owned equipment behind rentals and leases, and tracking overdue units.
• Build rental rate tables — set up the rate cards and asset-class pricing the resolver quotes from.
• Manage reservations — book future equipment holds and check availability before you commit to a date.

Pay and reporting

• Set up commissions — define technician pay-out rules and track the commission ledger.
• See how the business is doing — revenue, response times, and callbacks, by period and by technician.
• Read the SLA and refrigerant-compliance reports — what a breached response window and an over-threshold refrigerant leak rate actually mean.
• Read technician scorecards — the composite performance score behind each tech, and the KPIs that drive it.

Automations & approvals

• Set up automations — the trust center for what Thermal does on its own: Off/Suggest/Auto per module, bounds, and activity history.
• Manage approvals — the queue of discount and refund line items waiting on office sign-off before they bill.

Integrations

• Connect integrations — link QuickBooks Online, card payments, texting, and email, plus build your own connection with API keys and webhooks.