AI Operations Workspace for HVAC/R Distributors
HVAC Distributor Software for Orders and Supplier Invoices
UpBrains AI is HVAC distributor software for HVAC/R distributors: contractor orders for equipment, line sets and refrigerant become sales orders.
AI reads. Your business logic decides. Your team approves.
For HVAC/R distributors and the inside sales teams behind their counters.
What You Get
AI Order Desk
Contractor orders and stocking orders from email become sales orders in your ERP.
AI Procurement Desk
OEM invoices and freight bills on equipment matched to the PO and receipt before payment.
An HVAC/R distributor sells to contractors on the job and stocks for the season: equipment, line sets, refrigerant, ductwork, thermostats and controls.
UpBrains AI reads each contractor order from email, matches every line to your item and unit, and brings only the exceptions to inside sales.
Equipment submittals stay with your team, while orders, OEM invoices and freight bills reach your ERP once a person approves them.
Your Records and Standards
A contractor orders equipment by model number for a job on the calendar, and a superseded model or a wrong line set means a second trip to the site.
What You Issue
- Quote
- Equipment Submittal
- Sales Order Acknowledgment
What You Receive
- Contractor Purchase Order
- OEM Invoice
- Freight Bill
- Packing Slip
Standards and Regulations
- ISO 9001 Quality Management Systems
Every contractor purchase order is matched to current models and units, and each OEM invoice is checked against the receipt before it is paid.
Results for Our Customers
5,000,000+
emails, tickets, and messages read by AI
100,000+
hours saved by our clients
2,000,000+
pages of files and attachments read by AI
Frequently Asked Questions
How do contractor orders become sales orders?
A contractor’s email or PDF is read line by line, from the condenser and coil to the line sets and thermostats. Each line is matched to your item and unit of measure, and the order waits for inside sales only if something needs a decision.
What happens when a contractor orders a superseded model?
An inactive product blocks its line and offers the replacement, so last season’s model number stops at review. Your rep accepts the swap, and the order moves on.
Can it handle seasonal stocking orders?
Yes. A long pre-season stocking order for refrigerant, ductwork and controls is read the same way as a short jobsite order. Lines that match are ready together, and the rest wait for the person who owns the account.
How are equipment and freight invoices matched?
OEM invoices are matched to the purchase order and the goods receipt on quantity, unit price and extended amount. Freight bills on equipment shipments are read with their rates, surcharges and accessorials and coded for AP.
Related Industries
Wholesale Distribution
Eight trades, one workspace, from the contractor’s order to the supplier’s invoice.
All Industries
Your Walkthrough
Walk us through one of your transactions, and see it run on your own data.