Repairs, installs and refrigerant billed
HVAC invoicing software
HVAC invoicing software for no-cool calls and replacements alike. The diagnostic, the repair and the refrigerant charged by the pound come straight from the job, and the homeowner pays on site from a text.
A short tour of the screens this page describes. It is filmed with our demo pest control company, and every trade runs on the same screens.
- From $19/month
- 14-day free trial
- Same-day US support
“We run every customer conversation through Smarfle. Texts, emails and reminders are in one place, our customers love paying with Apple Pay, and when we are busy or closed the text bot answers new leads for us.”
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HVAC invoice example
A summer no-cool call billed from the job, with refrigerant charged by the pound.
Invoice
HV-4418
Due on receipt
Bill to
Aisha Duarte
107 Stratton Blvd, Maitland FL 32751
Diagnostic, cooling
1
Capacitor replacement
1
R-410A refrigerant
3 lb
Example with sample data
Refrigerant by the pound
Set refrigerant as a service sold by the pound, so the amount the technician charged multiplies on the invoice. The refrigerant type and pounds also stay in the job's material log.
Services and pricingFrom diagnostic to repair
The diagnostic fee is on the job from the start. When the homeowner approves the fix, the technician adds the repair from your service list, and both charges end up on one invoice.
InvoicingReplacements with a deposit
A system replacement starts as an estimate the homeowner signs with a deposit. The install invoice is made from those lines with the deposit already taken off.
Estimates and e-signaturesUnits under warranty
Every condenser and furnace sits on the homeowner with its warranty end, so a part failure inside the warranty is caught before the technician writes it up as billable.
Customer recordsWhat the HVAC invoice software covers
What it does
- Refrigerant priced per poundQuantity carries to the invoice
- Repair added after the diagnosticOn site, at list price
- Install deposit on the estimateTaken off the final bill
- Unit warranty on the jobPer condenser or furnace
What it doesn't do
- Flat-rate price bookYour service list sets prices
- Homeowner financingArrange it with a lender
- Manufacturer warranty claimsFiled with the maker
- QuickBooks connectionCSV download instead
Smarfle vs FieldPulse for HVAC
| Smarfle | FieldPulse | |
|---|---|---|
| Entry plan | Solo $19, 1 user | Team tier, flat |
| Mid plan | Starter $99, 5 users | Team tier, flat |
| Equipment or unit records per customer | Yes | Limited |
| Prices published on the website | Yes | Yes |
| Answers your phone without a paid add-on | Yes | No |
HVAC invoicing pricing
Invoicing, estimates and unit records come with every plan. Stripe keeps its card fee, and an invoice sent by text costs 3 cents.
Starter
Small teams adding tools and growth
$99/mo
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
Most Popular
Professional
Growing service businesses
$199/mo
- Up to 10 users
- Up to 5,000 clients
SMS, email, AI, and voice are billed pay-as-you-go. See every plan and usage rate →
Questions HVAC shops ask about invoicing
Is there an HVAC invoice app for technicians?
Can I charge refrigerant by the pound?
Can I waive the diagnostic when the repair is approved?
How does a replacement get invoiced?
Do technicians see prices?
Are maintenance agreements billed here?
Is there financing for new systems?
Does it suit a small HVAC company?
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