HVAC Contractor — BuildOps + Sage 100 Contractor Integration
- Company: A Mid-Size HVAC & Mechanical Contractor
- Industry: HVAC / Mechanical Contracting
- Size: ~75 field technicians, multi-location
- Project: BuildOps + Sage 100 Contractor integration via PixisSync
- Integration: BuildOps → Sage 100 Contractor (customers, work orders, invoices, AR payments)
The Challenge
This HVAC and mechanical contractor runs a high-volume operation with technicians dispatched across multiple locations. Their dispatching and work order management lives in BuildOps — but their accounting team works in Sage 100 Contractor. Every week, someone in accounting had to open both systems and manually re-enter customers, invoices, and job cost entries. With 60–80 completed work orders a week, that meant hours of repetitive data entry, late AR aging reports, and job cost numbers that were always a few days behind.
They’d tried to manage it with exports and imports, but spreadsheet-based transfers still required someone to map columns, fix errors, and verify totals before each import. The process was fragile and time-consuming — and it only got worse as volume grew.
What PixisSync Automates
PixisSync connects BuildOps to Sage 100 Contractor and runs the following data transfers automatically on a scheduled basis:
- Customers — New customers created in BuildOps are pushed to Sage 100, including billing address and contact info, so accounting never creates duplicates manually
- Work order invoices — Completed and approved work orders in BuildOps generate AR invoices in Sage 100 with the correct job number, cost code, and revenue allocation
- AR payments — Payments recorded in Sage 100 sync back to BuildOps so the field team and service coordinators always see current AR status without calling accounting
- Job cost entries — Labor hours from BuildOps dispatch push into Sage 100 job cost so project managers have real-time cost visibility throughout the month
- Purchase orders — POs created in BuildOps for materials flow to Sage 100 AP for matching against vendor invoices
The Result
Since going live with the PixisSync integration, the accounting team no longer touches BuildOps for data entry. Invoices appear in Sage 100 the same evening work orders are approved — not days later. Month-end close moved from a multi-day reconciliation exercise to a same-day process. The team estimates 8–12 hours per week saved in combined accounting and operations time, and job cost reporting is now accurate throughout the month rather than only after close.
For a 75-person HVAC contractor billing $10M+ a year, having live job cost and AR data in Sage without manual entry has also reduced billing errors and improved collection timing on larger commercial accounts.
Ready to Eliminate Your BuildOps + Sage Double-Entry?
If you’re running BuildOps and Sage 100 Contractor and your accounting team is still re-entering data, schedule a 30-minute consult and we’ll show you exactly what PixisSync would automate in your setup.