Billing & Collections
for busy HVAC companies.
Cooling season pays in October. Your techs need to be paid in July. We close the gap between the day a tech leaves the roof and the day money hits your account — for service tickets, PM contracts, and capital installs alike.
Your work spikes in June.
Your cash arrives in October.
Every regional HVAC shop runs the same 12-month rollercoaster. Labor and parts go out the door at peak in summer; the receivables that fund them limp in months later. By August you're floating payroll on a line of credit you didn't plan to draw.
We work the AR against the calendar — heaviest follow-up cadence in May, June, July — so the cash shows up while the trucks are still rolling.
From rooftop to deposit, where the days disappear.
A typical commercial service ticket on a property-managed building, before we touch it:
Photos taken, signature collected on tablet. Truck rolls to next call.
Office batches paperwork on Monday. Some tickets sit a full week.
PO mismatch. Building address vs billing address mismatch. Round one of email tag.
From the day the corrected invoice was logged in their AP system. Not yours.
Check or ACH lands. By now your tech has done four more jobs at that property.
Six days lost to ticket-to-invoice batching alone. Another nine to dispute round-trips.
Same-day invoicing straight from your scheduling software. Pre-validated POs. We don't wait for the building manager to remember your invoice exists.
Service AR and capital-install AR are different animals. We handle both.
Service & PM contracts
High volume, small tickets, recurring customers. Death by a thousand $850 invoices nobody at the property remembers approving.
- Same-day invoicing from ServiceTitan, Housecall Pro, BuildOps, FieldEdge
- PO + photo + signature attached to every send
- PM contract renewals tracked 60 days out, re-rated on time
- Weekly statement cycles to property managers, not monthly
Capital installs & retrofits
Big tickets, GC-funded, lien-sensitive. One stuck pay app can wipe out a quarter of margin.
- Pay apps filed on the GC's billing calendar — never late, never short
- Preliminary notices and lien rights preserved in all 50 states
- Retention release tracked from substantial completion
- Change orders billed before they get 'forgotten' on the next pay app
HVAC field service software we bill inside of
No software to buy, no migration project. We get read/write access on Monday and the first invoices go out Tuesday.
22-truck mechanical contractor, Mid-Atlantic
~$11M revenue. 60/40 service-to-install mix. Owner was personally calling property managers every Friday.
We took the call in April — the owner had just been told by his bank that the seasonal LOC was being capped 20% lower than last year. He'd already mapped out a summer of personally chasing pay apps and property managers between estimates.
We plugged into his ServiceTitan and his GC pay-app workflow in the same week. Service tickets started going out the same day they closed. Every PM contract got audited and re-rated at renewal — eight of the twelve due that year had been auto-renewing at the previous rate.
By August — the month he'd budgeted to draw the LOC — DSO was at 29 and he didn't touch the line. The owner stopped making Friday collection calls in June and never restarted them.
Want the same story for your shop? Tell us a bit about your book and we'll walk you through how it would work.
Learn moreNo collection calls. No LOC draw. No owner doing AR at midnight.
Same-day invoicing
Every closed ticket becomes a sent invoice before the next morning's dispatch.
Your office back to dispatch
Whoever was doing collections between dispatch calls gets their job back.
Pay apps that land
Filed to the GC's exact format and deadline. Lien rights preserved in the background.
Billing & collections questions HVAC owners ask us
What is HVAC billing and collections outsourcing?
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It's a managed AR service where a third-party team handles invoicing, statement cycles, and follow-up on overdue accounts on behalf of your HVAC company — using your branding, your field service software, and your customer relationships. You keep the client, we handle the chase.
How is this different from a debt collection agency?
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Collection agencies pick up accounts after they've already gone bad — typically 90+ days late, on contingency, and at the cost of the relationship. We start at day one of the invoice. Same-day billing, professional follow-up cadence, and the work is done in your name so property managers and GCs never know there's a third party involved. For the small percentage of accounts that truly need agency-style recovery, we have that lane too.
Do you integrate with ServiceTitan, Housecall Pro, BuildOps, or FieldEdge?
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Yes — those are our four most common integrations, along with Jobber and direct QuickBooks. We get read/write access, pull closed tickets, and start invoicing the same week. No data migration, no new software for your office to learn.
How quickly will we see results?
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Most commercial HVAC clients see meaningful improvements in their AR aging within the first 90 days — driven mostly by closing the ticket-to-invoice gap and moving statement cycles from monthly to weekly.
Do you handle mechanical lien rights and pay applications?
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Yes. For capital install and retrofit work, we file preliminary notices in all 50 states, track substantial completion for retention release, and submit pay apps on the GC's billing calendar in their required format (AIA G702/G703 or proprietary portal). Lien rights are preserved in the background so you don't have to think about deadlines.
What does HVAC AR outsourcing cost?
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Pricing scales with account volume, not a percentage of what we collect — so the incentive stays aligned with you keeping good customers. Most regional HVAC contractors are between $1,500 and $4,500/month. See pricing for plan details, or reach out and we'll walk you through it.
Get your cooling-season cash where it belongs — in your account, in July.
A quick conversation, a clear plan, and your office back to dispatching — before next cooling season.