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When you’re out on a job, the last thing you want to see on your phone or tablet is the dreaded “Storage Full” message. Between site photos, job sheets, manuals, and all the random PDFs that land in your inbox, it doesn’t take long for your devices to feel the strain. And let’s be honest – scrolling through 200 images to find the one you need is no fun either.
That’s where cloud storage comes in. Instead of filling up every device in the business with files, cloud tools let you store everything securely online – so your team can access what they need, when they need it, from anywhere.
Whether you’re a one-man band or running a busy HVAC company with engineers, office staff, and subcontractors, these 7 cloud storage options can help free up space, streamline file access, and keep your business running smoothly.
01 SharePoint (for Team Collaboration & Document Control)
If your HVAC business runs on Microsoft 365, SharePoint is already part of your toolkit – and it’s a lot more useful than people realise.
Unlike OneDrive (which we’ll get to in a moment), SharePoint is built for teamwork. It’s perfect for creating shared folders for jobs, clients, or service contracts. You can organise everything – photos, RAMS documents, drawings, certificates – into libraries, and control who has access to what.
Let’s say you’ve got engineers handling maintenance work across multiple sites. SharePoint lets the office upload risk assessments and instructions directly into a job folder. The engineer checks it from their phone or tablet, fills in their digital report, and uploads photos. No printing, no email chains, no file hunting.
It also integrates with Microsoft Teams, so if you’re using that for comms, you can link your SharePoint files directly to each job channel.
02 OneDrive (for Individual Storage and Mobile Access)
Still in the Microsoft world, OneDrive is your personal cloud storage space – great for individual team members.
For example, if your engineers are snapping site photos or filling in job notes using Word on their phone or tablet, OneDrive automatically backs them up. No more losing files if a device gets dropped, broken, or stolen…. Or even left on a roof somewhere.
Files sync across devices too, so something saved on a laptop in the office is instantly available on a phone in the field. And you can share files with a simple link – no more attaching bulky PDFs to emails.
It’s ideal for keeping your device clear of clutter while making sure nothing important goes missing.
03 Google Drive
If your team is more Google Workspace than Microsoft 365, Google Drive is an option.
It’s particularly handy for collaboration – engineers can fill out checklists in Google Sheets, update progress notes in Docs, or share folders of photos without needing to download anything. Everything lives in the cloud, and updates in real time.
Say your admin team sends out a digital job sheet in the morning. Your engineer can open it on their phone, tick off each task, and upload photos directly into the shared folder. The office sees everything instantly – no waiting around for updates or chasing paperwork.
Plus, the free plan gives you a decent chunk of space to get started, and upgrades are pretty affordable too.
04 Dropbox
Dropbox has been around for years, and it’s still one of the easiest tools to use – especially for sharing large files.
Got a bunch of high-res install photos or a hefty boiler manual you need to send to a subcontractor or client? Just drop it into Dropbox and share a link. No more file size limits, no more bounce-backs from overloaded inboxes.
It’s also useful for project-based work. You can store, access, preview, edit and transfer CAD, BIM, PDF and visual content files from anywhere. You can create folders per client or job, store everything from start to finish, and give access to whoever needs it.
The mobile app is great too – simple, fast, and reliable, which is what you want when you’re trying to find a wiring diagram on the side of the road.
05 iCloud Drive
If your business is deep in the Apple ecosystem – iPhones, iPads, maybe even a Mac or two – iCloud Drive is a no-brainer.
It syncs automatically, so if your engineer takes 20 photos of an install using their iPhone, those files are backed up and ready to view on their iPad or MacBook instantly. You can also share folders with the office or other team members.
It’s a good choice for smaller teams or sole traders who just want everything to “just work” without having to mess around with settings. That said, if your team is mixed between Android and Apple, this one can be a bit limiting.
06 pCloud
pCloud isn’t as well known as the big players, but it’s got some clever features – and it’s particularly strong on privacy and security.
For HVAC teams handling sensitive client data (like building access plans or system specs), pCloud offers client-side encryption – meaning even they can’t read your files. That’s great if you’re working on commercial sites or under strict contract terms.
You can also set files to be available offline, so engineers in poor signal areas can still view documents or photos on their device. Once they’re back online, any updates sync automatically.
It’s simple to use, has affordable lifetime plans, and gives you full control over your data.
07 Box
Last but not least, Box is designed with business in mind – especially if you need admin control, user permissions, and compliance features.
If you’re managing a larger HVAC operation, Box gives you advanced options for document workflows, approvals, and file tracking. It works well with Microsoft 365 and Google Workspace, so your team can keep using the tools they know.
A good example? Say your QA manager needs to review and sign off on every service report before it’s sent to a client. With Box, you can create a workflow that automatically flags each report, logs the approval, and stores the final version with no extra admin effort required.
It’s overkill for very small teams, but if you’re growing or want more control over file handling, it’s worth a look.
Bonus Tips: Making the Most of Cloud Storage
- Set up auto-backup on mobile devices. If your team is taking site photos, make sure those go straight to the cloud. It saves space and protects files from being lost if a device is damaged.
- Use job-based folder structures. Create a template folder system for each job with standard subfolders (e.g. Quotes, Photos, Certificates) to keep things tidy.
- Train your team – even 10 minutes showing how to upload files or access shared folders can make a big difference.
Final Thoughts
In the HVAC world, where jobs happen in the van, on site, and back at the office, cloud storage can be a real game-changer. It keeps your devices light, your files safe, and your team connected without the endless back-and-forth of email attachments or lost USB sticks.
There’s no one-size-fits-all solution, but there’s definitely one that fits your setup, whether you’re a solo engineer or running a team of 30.
Need help setting up cloud storage for your HVAC business? We’ve done this for plenty of teams, and we’re always happy to point you in the right direction. Get in touch for a quick chat – no pressure, no jargon, just practical advice.
