HVAC Invoicing Software That Gets You Paid Faster
Stop waiting 30+ days for payment. Create professional invoices on-site, accept cards and ACH, and get paid before you leave the job.
Everything You Need for HVAC Invoicing
30-Second Invoices
Build invoices from your price book in seconds. Parts, labor, permits, and equipment—all pre-loaded and ready to add with a tap.
On-Site Payments
Accept credit cards, debit, and contactless payments right from the job site. No more chasing checks or waiting for payment.
Same-Day Deposits
Get your money fast. Same-day deposits available for card payments. Standard deposits arrive in 1-2 business days.
Recurring Billing
Maintenance contracts bill automatically. Monthly, quarterly, or annual—customers pay on time without manual invoicing.
Payment Reminders
Automated reminders for overdue invoices. Customize timing and messaging. Track who's paid and who needs a nudge.
Financial Reporting
See revenue by job type, technician, and time period. Track outstanding invoices, average ticket size, and payment trends.
Frequently Asked Questions
How do HVAC technicians create invoices in the field?
The Business Genie mobile app lets technicians build complete invoices on-site in under a minute. They select items from your pre-built price book—diagnostic fees, hourly labor, parts, equipment, permits—and the invoice calculates automatically. Techs can add photos of completed work, apply discounts or promotions, and add customer notes. The customer can review and pay right there via card, tap-to-pay, or by scanning a QR code. Everything syncs to your dashboard instantly.
Can Business Genie invoice for HVAC equipment financing?
Yes. For large HVAC installations—new systems, full replacements, commercial projects—you can offer customer financing right from the invoice. Business Genie integrates with financing partners to offer payment plans. Customers apply and get approved in minutes, often while the tech is still on-site. You get paid in full upfront while the customer pays over time. This helps close more big-ticket jobs and reduces sticker shock on $8,000-$15,000+ installs.
How does recurring invoicing work for HVAC maintenance contracts?
When you set up a maintenance agreement—annual tune-up, quarterly commercial service, monthly filter changes—you configure the billing schedule once. Business Genie automatically generates and sends invoices on the billing date. Customers with cards on file are charged automatically. For customers who pay manually, they get email/SMS invoices with one-click payment links. You see a dashboard of all active contracts, upcoming renewals, and any past-due accounts.
What payment methods can HVAC companies accept with Business Genie?
Business Genie supports all major payment methods: Visa, Mastercard, American Express, Discover, debit cards, contactless/tap-to-pay (Apple Pay, Google Pay), and ACH bank transfers. ACH has lower fees (1% capped at $10) for larger invoices. You can also record cash and check payments manually. Payment processing fees are competitive at 2.9% + 30¢ for cards with no monthly fees, contracts, or minimums.
Related Resources
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