Billing Software for HVAC

HVAC Billing Software

Maintenance plans + service call billing + new-install deposits — HVAC billing covers all three with saved cards + auto-charge across the customer lifecycle.

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Smarfle CRM - HVAC Dashboard
Open Service Calls

9

Maintenance Agreements

137

Revenue This Month

$18,450

Agreements Expiring Soon

11

Recent Jobs

Hartmann Residence

AC Refrigerant Recharge

In Progress

Westfield Medical Center

Annual HVAC Maintenance Agreement

Scheduled

Torres Family Home

Furnace Repair

Completed

Where hvac billing breaks down

The day-to-day friction every hvac owner recognizes.

✕

Annual maintenance plans not auto-billed

Customer signed up for annual tune-ups but billing is manual = year 2 doesn't happen. Recurring auto-charge fixes it.

✕

Install deposit collection slow

$8K install needs 50% deposit. Without ACH or card link, that's a multi-day delay before crew dispatch.

✕

Service call payment delayed

Tech finishes, customer says 'send me the bill', payment lands 30 days later. Card-on-file + auto-charge eliminates the lag.

How Smarfle handles hvac billing

Recurring billing, auto-charge saved cards, Stripe Connect with 0.5% platform fee, automatic overdue reminders.

Recurring billing on auto-pilot

Set up monthly, quarterly, or annual service plans. Customer signs up once, Smarfle bills the same card every cycle, no manual invoicing required.

Save card on file

Stripe Customer + saved payment method per client. After their first payment, future charges run off-session — no link to click, no card to re-enter.

Auto-charge saved cards

Daily cron auto-charges saved cards for recurring invoices. Owner gets confirmation email when payment lands; client gets a receipt. Failed cards trigger an email asking the client to update.

Stripe Connect (your account, not ours)

Money goes straight to your bank via Stripe Connect Express. We charge 0.5% platform fee on top of Stripe's 2.9% + 30¢. ACH for invoices over $1k drops to 0.8% (cap $5).

Automated overdue reminders

Smarfle auto-marks invoices overdue past due date and sends email reminders to the client. Workflow automation can fire SMS reminders too.

Learn more: Recurring billing on auto-pilot · Save card on file · Auto-charge saved cards
Top feature for hvac

Recurring billing, auto-charge saved cards, Stripe Connect with 0.5% platform fee, automatic overdue reminders.

Maintenance plans + service call billing + new-install deposits — HVAC billing covers all three with saved cards + auto-charge across the customer lifecycle.

Equipment ProfilesService HistoryRefrigerant LogsWarranty Tracking

Other tools hvac owners need

Smarfle is one CRM that ships billing software alongside everything else you run.

HVAC CRM

The full CRM with everything else.

See it all

HVAC Scheduling Software

Built into the same hvac CRM.

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HVAC Dispatch Software

Built into the same hvac CRM.

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HVAC Invoicing Software

Built into the same hvac CRM.

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Plans that grow with your hvac business

All plans include a 7-day free trial. No credit card required.

Starter

Solo operators & small teams

$99/mo
  • Up to 3 users (1 owner + 2 techs)
  • Up to 100 clients
  • 1 GB storage
  • Unlimited work orders & invoices
  • Client portal
  • Scheduling calendar
  • Reports & analytics
  • Review requests
  • Voice AI receptionist (usage-based)
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Most Popular

Professional

Growing service businesses

$199/mo
  • Up to 10 users
  • Up to 500 clients
  • 3 branch locations
  • 5 GB storage
  • Everything in Starter
  • AI email & SMS drafts
  • GMB rank tracking
  • Voice AI receptionist (usage-based)
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Business

Multi-location operations

$349/mo
  • Up to 30 users
  • Up to 1,000 clients
  • 10 branch locations
  • 20 GB storage
  • Everything in Professional
  • Priority support
  • Voice AI receptionist (usage-based)
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SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →

HVAC Billing Software CRM questions

Create a service in Smarfle marked 'recurring' with an interval (weekly/monthly/quarterly/annually). When a client signs up via the portal or you generate the first invoice, Smarfle creates a Stripe Subscription on your connected Stripe account. Stripe bills the saved card automatically every cycle. Each successful charge auto-creates a paid invoice in your CRM.
Money goes straight to your Stripe account, not ours. We use Stripe Connect Express — Stripe holds the funds, transfers to your bank on your payout schedule. Smarfle never touches the money. You see the deposit in your bank within 2 business days (Standard payout) or instant (Stripe Instant Payout, fee applies).
Stripe automatically retries failed cards 3-4 times over a week. If all retries fail, Smarfle marks the subscription Past Due and emails the client a Stripe-hosted update-card link. Owner gets a notification too. The recurring invoice stays unpaid until the client fixes the card.
Recurring annual service template. First invoice saves the card, auto-charge handles renewals every year automatically.
Pay Now link supports both card + ACH. For $5K+ deposits, ACH is cheapest (0.8% capped at $5) and lands next-day.
Yes. If the customer has a saved card (from a previous repair or maintenance), the post-completion invoice auto-charges with one click.

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