Bill the no-heat call before you leave the driveway, and let your spring and fall tune-up contracts schedule themselves.
A furnace out in January or AC down in July is urgent and trust-sensitive — the customer just met you and wants it fixed now, paid for later.
R-410A, capacitors, control boards, blower motors — job costs add up fast, and if they're not tracked per job you're guessing at margin.
Spring AC and fall furnace tune-ups are your most reliable revenue, but manually rebooking every contract customer twice a year is easy to forget.
Handwritten tickets get lost, customers dispute line items, and end-of-day reconciliation eats the evening after a long dispatch day.
A multi-day install and a same-day service call don't belong on the same list sorted the same way — urgency has to come first.
If invoicing needs a desktop, it's useless when you're elbow-deep in a condenser at a customer's house.
Open ServiceFlo from any phone, add line items, and send the invoice by SMS or email while the customer is still standing there.
The customer taps a link and pays by card or ACH — on-site, no card reader, no invoice sitting in a drawer.
Snap a photo of the receipt and tag it to the job — refrigerants, capacitors, contactors, and control boards are pre-loaded categories, synced to QuickBooks automatically.
Turn on Repeats for a maintenance contract and ServiceFlo books the next visit the moment you mark the current one complete — no spreadsheet of renewal dates.
Two weeks before any scheduled visit, the customer gets a reminder email with Confirm and Reschedule buttons, so you're not driving to a locked door.
The Schedule tab always sorts by urgency first, so a no-heat emergency never gets buried behind a routine filter change or install follow-up.
"Our spring tune-up contracts used to live in a spreadsheet someone had to remember to check. Now they just show back up on the schedule on their own."
Same platform, different view — whatever role you play in the business.
See every call — emergency, routine, install — quoted, invoiced, and paid across your whole crew, without waiting on end-of-week paperwork.
Quote, invoice, and collect payment on-site from your phone, whether it's a 15-minute filter swap or a 2am no-heat emergency.
Every invoice, payment, and refrigerant/parts receipt lands in QuickBooks automatically, tagged by job — reconciliation takes minutes.
When a furnace dies in January or AC quits in July, how you handle billing in that moment can make or break the job relationship.
Most HVAC contractors lose tune-up customers to competitors not through bad service, but through scheduling gaps. Here's how to close them.
HVAC techs often eat the cost of refrigerant and small parts because tracking them feels like more work than it's worth. Here's how to close that gap.
Build the invoice on-site with your line items and send it by SMS, email, or QR code — the customer can pay by card or ACH before you leave, no trip back to the office.
Yes — snap a photo of the receipt from the job site and tag it to the job. HVAC-specific categories like refrigerants, capacitors, and control boards are pre-loaded, and it syncs to QuickBooks as a Purchase record automatically.
No — turn on Repeats when you add the job and set the interval. ServiceFlo automatically schedules the next visit the moment you mark the current one complete, and sends the customer a reminder email two weeks ahead with Confirm and Reschedule buttons.
Yes — the Schedule tab sorts your day by urgency (Emergency, High, Normal, Low), so a no-heat emergency never gets buried behind a routine filter change.
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