Key Takeaway: HVAC companies lose an average of $3,400/month to invoices sent more than 3 days after job close.
Slow field invoicing and payment collection
Detect job-close events from ServiceTitan or Housecall Pro, draft same-day invoices, and run a 3-7-14 day payment reminder cadence.
Root cause
Require technicians to close jobs in ServiceTitan or Housecall Pro before leaving the site. Send invoices same day and set a 3-day follow-up reminder for unpaid balances.
DIY playbook
Require techs to close jobs in ServiceTitan before driving away. Dispatch sends the invoice that evening. Follow up by phone at 3 days on any unpaid balance.
- 1Detect job-close event from ServiceTitan or Housecall Pro
- 2Draft invoice with service summary, parts, labor, and total
- 3Queue for dispatcher review before sending
- 4Send approved invoice same day via text link and email
- 5Auto-queue payment reminder at 3 days if unpaid
- 6Send second reminder at 7 days with payment link
- 7Escalate overdue accounts to owner at 14 days
- ServiceTitan
- Housecall Pro
- Jobber
- FieldEdge
- QuickBooks
- Technician forgets to close job in ServiceTitan before leaving
- Parts cost not entered correctly in the field
- Customer preferred billing method not on file
One click. Runs itself.
Operator watches for job-close events, drafts the invoice, queues it for dispatcher review, and manages the payment reminder cadence.
What gets tracked
Metrics populate once the practice is installed and the first events are logged. Before install, this section shows the baseline telemetry you will be able to track.
Common questions
HVAC job values average $600 to $2,200. Every day between job close and invoice send reduces collection probability by 4 percent. Companies invoicing within 24 hours collect 92 percent of billings. Week-end batchers collect 71 percent.
Send the invoice the same day the job closes. Include a photo of completed work, itemized parts and labor, total due, and a payment link. Text links get opened 3x faster than emailed PDFs.
Best-in-class HVAC companies collect 90 percent of invoices within 30 days. Companies without a follow-up system collect 65 to 75 percent in 30 days and carry 15 to 25 percent of revenue as outstanding AR.
No. Operator drafts and queues invoices for dispatcher approval. Nothing goes to the customer until a human reviews it.
Stop managing slow field invoicing and payment collection manually.
Install the practice. Operator runs it. You see every outcome.