Billing software for HVAC owners

HVAC billing software

You sell a maintenance plan at the install and win or lose the revenue in year two. Smarfle holds the agreement with its own anniversary and charges the card on file when it comes round, so the second year happens on its own rather than becoming a campaign.

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Smarfle · HVAC Recurring Billing
Next 30 days

$8,420

Active subscriptions

47

Upcoming auto-charges

Acme Office Park

Monthly maintenance

$485

in 3 days

Riverside Apartments

Quarterly service

$1,200

in 12 days

Downtown Plaza

Monthly recurring

$320

in 18 days

West End Hotel

Bi-weekly contract

$680

in 5 days
Auto-charge enabled · Stripe Connect0.5% platform fee

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

  • Maintenance plans are tracked between an accounting package and a spreadsheet
  • An install deposit has no low-cost route, so it moves by check
  • A service call waits on a check the customer has to remember to write
  • A failed plan charge churns a customer silently

Smarfle for HVAC

Built for your actual workflow

  • The agreement is held on the customer and charges on its own cadence
  • Bank transfer is offered beside card, which is what a large deposit should use
  • The technician releases it at the unit and the customer settles from their phone
  • The retry runs, a new card is requested, and you hear about the accounts that matter
Step-by-step

How hvac billing works in Smarfle

From the first touch to the closed loop. No missing pieces.

  1. 1

    The maintenance agreement is the product

    Coverage, visit frequency and the monthly figure are recorded on the customer, so a comfort club is an agreement rather than a sticker on a furnace.

  2. 2

    Enrollment stores the card

    The first charge sets the arrangement running, and every month or season afterwards goes to the same card.

  3. 3

    Visit and charge come from one plan

    A spring and a fall tune-up are produced by the agreement itself, so the work that justifies the money is scheduled by the same thing that bills it.

  4. 4

    Install deposits clear before ordering

    Equipment is not ordered on a promise, because the deposit request carries its own due date and a route that clears quickly.

  5. 5

    Renewals happen before they lapse

    The customer hears from you ahead of the anniversary, so year two is a continuation rather than a re-sale.

Where hvac billing breaks down

The friction every hvac owner recognizes.

✕

Plan revenue arrives only if somebody chases it

A book of maintenance agreements is the most predictable money in the business and the easiest to lose. Each renewal raised by hand is a decision somebody has to make in the middle of a heatwave.

✕

A failed card ends a relationship quietly

A plan charge declines in February. Nobody hears about it, the tune-up is never booked, and the customer finds out in July that they were not covered after all.

✕

Deposits and service calls need different handling

A four-figure deposit and a diagnostic fee are both money. Treating them the same way means one of them moves too slowly and the other costs more to take than it should.

The math for hvac owners

Year two of the maintenance plan

The first year of a maintenance agreement sells itself at the install. The second year is where the revenue is won or lost. Put the plan on its own anniversary against a card on file so year two is a charge rather than a campaign.

380

Plans on the book

1

Renewals a year

380

Renewals at risk

Based on typical hvac operations. Your numbers may vary.

Features powering hvac billing

Each one a deep-dive in its own right.

Agreements as standing arrangements

A comfort club runs as its own recurring arrangement on the customer, so the revenue does not depend on anybody raising it.

Learn more

Equipment details as your own fields

System age, model and refrigerant type are recorded in your own fields against the property, so a tune-up begins from the record instead of from a nameplate.

Learn more

Customers open their own account

A homeowner can see the charges and what the agreement includes without calling, which is most of what a plan program generates.

Learn more

The book reads as one screen

Plan revenue, outstanding and overdue sit together, so you can tell what the recurring side of the business is actually worth.

Learn more

HVAC billing software questions

Held on the customer so that it produces the visit as well as the charge. A plan that bills and never books a tune-up is one the customer will cancel, quite reasonably.
Offer bank transfer alongside card, on a request that carries a date. Equipment ordered before anything clears is your money funding somebody else's system.
Yes, to a card on file or through a link sent from the job. On a diagnostic fee the whole margin can be eaten by chasing it for a month.
The charge retries and the customer is asked to update it. Worth being clear that a card failing repeatedly needs a human decision about the account. The system surfaces it rather than resolving it.

Moving your HVAC billing software off another tool?

Most HVAC businesses arrive at Smarfle from one of the tools below. See a side-by-side comparison.

Smarfle vs JobberSmarfle vs Smith.aiSmarfle vs CallRailSmarfle vs Birdeye
See all alternatives →

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