Invoicing Solutions by Industry
HVAC invoicing software
HVAC work bills in three shapes: a diagnostic visit, a repair priced on the spot, and a system replacement that needs equipment ordered before anyone is paid. Invoice My Clients covers all three from one account: an estimate the homeowner approves, a deposit before you order the unit, a change order when the line set turns out to be undersized, and an invoice they can pay by card at the unit.
Price the diagnostic and the repair separately
Put the diagnostic or trip fee on its own line and say before the visit whether it is credited toward an approved repair. On the repair, list parts and labor as separate lines, with tax set per line, so the homeowner sees exactly what the refrigerant, the capacitor and the hour cost.
When the repair is approved on site, the estimate converts to an invoice without retyping a line. The client can sign with a finger on your Android phone or open the estimate from a link.
Take a deposit before you order equipment
A replacement commits you to a condenser, a coil or a furnace before the job starts. Ask for a deposit on the estimate: when the client accepts, a deposit invoice is created for them to pay, and what they pay is credited on the final invoice.
Give good, better and best equipment as options on one estimate, so the homeowner compares the systems side by side and picks one.
Change orders for what you find behind the wall
Swaps rarely go exactly to plan: a pad, a disconnect, a longer line set, a duct transition. Write each one as a change order on the accepted estimate, with the added price, and get it approved before the work. The final invoice carries the original scope and every approved change, so there is nothing to argue about at the end.
On the day, the client can pay by card or bank online, or by Tap to Pay on your Android phone with no card reader. On Professional and above, unpaid invoices get email reminders on a fixed schedule, from a friendly note to a final notice.
How HVAC jobs are usually billed
| Job | How to price it | In Invoice My Clients |
|---|---|---|
| Diagnostic visit | Flat trip or diagnostic fee | Its own line; credit it on the repair if that is your policy |
| Repair | Parts plus labor, or flat rate | Estimate approved on site, converted to the invoice |
| System replacement | Options with a deposit | Deposit invoice on acceptance, change orders for extras |
| Maintenance agreement | Same amount each visit or month | Recurring invoices on the schedule you set |
Where this lives in the product
Free tools
HVAC invoicing questions
How do I handle change orders on a system swap?+
Add a change order to the accepted estimate for each extra, with its price, and have the client approve it before you do the work. Change orders work on the web and in the Android app, on Professional and above, and the final invoice includes every approved change.
Can I take a deposit before ordering equipment?+
Yes. Set a deposit on the estimate. When the client accepts, a deposit invoice is created for them to pay from the estimate page, and the amount is credited on the final invoice, so you are not funding the unit yourself.
Can I take a card payment at the job?+
Yes, on Android. Tap to Pay takes a contactless card or phone wallet on your Android phone with no card reader, on Starter and above. On any phone the client can also pay the invoice online from the link you send.