HVAC Billing Software
HVAC billing is annual maintenance plans + recurring service contracts + install deposits. All needing different flows. Smarfle's recurring auto-charge for plans + saved-card balance for installs + ACH for big deposits keep cashflow tight. Year-2 maintenance renewals stop slipping through the cracks.
7 days free · No credit card · Built in Florida
$8,420
47
Acme Office Park
Monthly maintenance
$485
Riverside Apartments
Quarterly service
$1,200
Downtown Plaza
Monthly recurring
$320
West End Hotel
Bi-weekly contract
$680
Real Smarfle UI · Live data from your hvac CRM
Why generic billing software fails hvac owners
Generic billing tools weren’t built for hvac. Smarfle was.
Generic billing software
What everyone else gives you
- QuickBooks + Stripe + spreadsheet to track maintenance plans = fragile
- No way to take install deposit via ACH for low fees
- Service call payment requires customer to mail check
- Failed maintenance plan auto-charges silently churn customers
Smarfle for HVAC
Built for your actual workflow
- Native annual recurring billing baked in
- Pay Now supports ACH at 0.8% capped at $5. Saves hundreds on $5K+ deposits
- Pay Now from mobile WO. Customer pays before tech drives away
- Stripe auto-retries + emails customer update-card link. Owner notified for high-value accounts
How hvac billing works in Smarfle
From the first touch to the closed loop. No missing pieces.
- 1
Customer signs up for annual maintenance plan
Annual recurring service template. First year's invoice via Pay Now link saves card to Stripe Customer.
- 2
Year 2 + onwards auto-charge on anniversary
Anniversary date hits. Smarfle auto-charges saved card off-session. Customer gets renewal notification 14 days before + receipt after charge.
- 3
Install deposit via ACH
$8K install needs 50% deposit. Pay Now link supports ACH (0.8% capped at $5). Deposit lands next business day; crew dispatches next morning.
- 4
Balance on completion auto-charges saved card
Customer's card saved at deposit. On completion, one-click charge for the balance. No collection call.
- 5
Service call payment from the field
Tech finishes job, taps Generate Invoice from mobile WO. Customer pays via Pay Now from phone before tech drives away.
Where hvac billing breaks down
The friction every hvac owner recognizes.
Annual maintenance plans not auto-billed in year 2
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 chased 30+ days
Tech finishes, customer says 'send me the bill', payment 30 days later. Saved card + auto-charge fixes the lag.
Cut AR by 80% on recurring revenue
Auto-charge saved cards for recurring service contracts. Failed payments auto-retry + email customer. The chasing-payments task disappears.
<24h
AR cycle (recurring)
70%+
Failed payments recovered
5-8h/wk
Hours saved chasing
Based on typical hvac operations. Your numbers may vary.
Features powering hvac billing
Each one a deep-dive in its own right.
Annual maintenance plan auto-renewal
First year's payment saves card. Each anniversary auto-charges off-session. Year 2 retention without manual chase.
Learn moreACH for big install deposits
Pay Now supports both card + ACH. ACH best for $1K+ deposits. 0.8% capped at $5, lands next business day.
Learn moreStripe Connect: money to your bank
Customer payments deposit directly to your bank account. 0.5% platform fee + Stripe rates. Standard 2-day payout.
Learn moreHVAC Billing Software CRM questions
Other hvac tools
Smarfle ships billing software alongside the rest of your CRM.
Billing Software for other industries
Same billing engine, tuned for each vertical.
Try HVAC Billing Software free
7 days to test the full platform with your real hvac workflow. No credit card.
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