HVAC invoicing software
You price a diagnostic call, an install and a tune-up completely differently, and all three have to be invoiced by the same office. Smarfle builds each one from the completed work order with the labor, parts and refrigerant already on it, so you send from the driveway instead of typing tickets at nine at night.
7 days free · No credit card · Built in Florida
Invoice
INV-00142
Issued recently
Bill to
Sarah Johnson
123 Oak Street, Orlando FL 32801
Labor. 2.5 hours @ $95/hr
Parts. Replacement components
Service call · diagnostic
Real Smarfle UI · Live data from your hvac CRM
Why generic invoicing software fails hvac owners
Generic invoicing tools weren’t built for hvac. Smarfle was.
Generic invoicing software
What everyone else gives you
- Paper work orders are typed into an accounting package days later
- A large install balance has to move by check or an expensive card payment
- Install deposits wait on a check arriving before the crew can be scheduled
- Chasing an unpaid invoice means building the list by hand on a Friday
- Generic templates make you look smaller than the competitor down the road
Smarfle for HVAC
Built for your actual workflow
- One action lifts labor, parts, refrigerant and the call fee straight off the closed work order
- The document offers bank transfer, which is what a five-figure balance should move on
- A link that takes bank transfer lets the deposit clear without anyone posting anything
- An invoice past its terms fires its own reminders on a schedule you configure
- Your marks, your address, your terms and your own numbering print on what the customer keeps
How hvac invoicing works in Smarfle
From the first touch to the closed loop. No missing pieces.
- 1
Job closed from the field
Hours, parts used and refrigerant added are recorded against the job before the technician leaves, along with photographs and the customer's signature.
- 2
Invoice pre-fills from the work order in one click
Tech or office taps Generate Invoice. Smarfle pulls labor hours at the configured rate, parts with markup applied, refrigerant per lb, service call fee, expenses. Reviewer hits Send.
- 3
Customer gets email and SMS with a pay link
Branded PDF attached to the email, pay link in the text. The customer settles from their phone by card or bank transfer before the van leaves.
- 4
Paid status looks after itself
When the customer pays, the document flips to paid on its own, the receipt goes out and a confirmation reaches your inbox without anybody reconciling anything.
- 5
Install deposits move by bank transfer
A large install balance goes out with an ACH option, so a five-figure payment does not carry a card fee for either of you.
- 6
Reminders fire on unpaid invoices
An invoice past its terms triggers its own reminder, so nobody is assembling a chase list by hand on a Friday afternoon.
Where hvac invoicing breaks down
The friction every hvac owner recognizes.
Refrigerant leaves the van and not the ledger
Pounds added on a call get written on a sticker, into a phone note or nowhere at all. It is the one consumable with a real cost per unit and the one most often given away.
The maintenance agreement is sold once and never again
A plan signed at an installation has a date attached and nothing watching it. Year two passes, the tune-up is never booked, and a customer who was yours becomes somebody else's replacement sale.
Nobody finds out which trucks are profitable
Two technicians, the same rate, the same territory. One keeps returning to jobs and one does not. Without hours and parts landing against the work, that difference shows up in the bank rather than in a report.
One office, fifty to one
Two hundred and forty jobs a month running from a hundred and forty-five dollars to eight thousand is a spread of more than fifty to one moving through one billing process. A tune-up cannot carry the same paperwork as a system replacement and still leave the same day. Built from the job itself, each carries only what it needs.
240
Jobs a month
$145-$8k
Ticket spread
1
Offices billing all three
Based on typical hvac operations. Your numbers may vary.
Features powering hvac invoicing
Each one a deep-dive in its own right.
Maintenance agreements remind themselves
A spring tune-up due in April produces its own message, so the agreement you sold in October turns into a booked visit rather than a refund conversation.
Learn moreEquipment quoted before it is ordered
A replacement system is presented as a priced choice the homeowner approves online, so the crew arrives on work that has been authorized rather than discussed.
Learn moreStock reduces as parts go in
Capacitors, filters and contactors are deducted from stock by the job that consumed them, so reordering happens on a number rather than when somebody opens an empty box in July.
Learn morePhotos taken at the unit
Before and after pictures stay on the job, so a homeowner questioning a repair sees the coil rather than being told about it.
Learn moreHVAC invoicing software questions
Moving your HVAC invoicing software off another tool?
Most HVAC businesses arrive at Smarfle from one of the tools below. See a side-by-side comparison.
Other hvac tools
Smarfle ships invoicing software alongside the rest of your CRM.
Full HVAC CRM
The complete platform with everything else.
HVAC scheduling software
Same hvac CRM, focused on scheduling.
HVAC dispatch software
Same hvac CRM, focused on dispatch.
HVAC billing software
Same hvac CRM, focused on billing.
HVAC estimating software
Same hvac CRM, focused on estimating.
HVAC accounting software
Same hvac CRM, focused on accounting.
HVAC work order software
Same hvac CRM, focused on work orders.
Invoicing software for other industries
Same invoicing engine, tuned for each vertical.
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