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How SmartServ does Invoicing for HVAC Contractors

Heating, ventilation, and air conditioning (HVAC) contractors know that efficient invoicing is an important part of their business. After all, invoices are what generate revenue for the company. Without accurate and up-to-date invoicing software, HVAC contractors can miss out on payments or be forced to waste time and money correcting errors. HVAC software is beneficial for businesses as it increases operational efficiency, particularly during peak seasons when demand for HVAC services is high. Without HVAC invoicing software, invoicing can become a tedious task. That’s why it’s critical for HVAC contractors to choose invoice software that is easy to use and provides the features they need to streamline their billing process.
SmartServ is a field service management software that can help you cut down on your service costs and automate all of the office work. SmartServ is focused on reducing your paperwork, streamlining your workflow, and increasing your productivity.Invoicing is one of the key features SmartServ offers to HVAC contractors. In this blog, we will see the invoicing process and features in SmartServ.


With SmartServ, you can create estimates by adding customer details, line items, service agreements, billable hours, and more for the service call. This ensures that you provide an accurate quote for the services required. Before going to the field, techs can send estimates to their customers. This way, your customer will know how much the project will cost and can budget accordingly. You can also add line items, trip charges, discounts, and more. Techs can send quotes to the customer and seek approval via email or in person. Moreover, to include discounts and changes, you can easily access the past history of customers using customer management features.


Once the work is completed, the techs can convert the estimate into invoices with the approval of the customer. Without any extra effort, the estimate is converted into an invoice. You can send invoices to the customer for payment with payment links via email or SMS. Invoicing software also lets HVAC contractors put in digital signatures of techs and customers.

Automated Invoicing

If you’re just starting out in the HVAC business, you may be tempted to set up a system to send recurring invoices manually. However, this can be ineffective in the long run. Instead, consider investing in invoicing software like SmartServ. This will automate the invoicing process and help you save time and money in the long run. As for a contract with a customer that involves regular payments (e.g. monthly, quarterly, etc.), you can use the recurring invoicing feature to automatically generate and send invoices to the customer according to the schedule you’ve agreed upon. This can save you time and hassle from having to manually create invoices each time.

Other Features:

  1. If you have a new service location, you can auto-select the tax zone for that location. This saves you time and energy in the long run, by ensuring that the right taxes are being applied to each service address.
  2. You can also add a summary of your services rendered and attach pictures or videos with estimates and invoices.
    At any time, custom equipment can be added conveniently along with flat-rate pricing.
  3. You can get a status update for both the invoice and the estimate for each step, such as estimate approval, pending customer signature, and so on.
  4. SmartServ invoicing software for HVAC software syncs with QuickBooks! As the data gets directly transferred, you do not need to do the manual work.

If you’re looking for top-notch HVAC invoicing software, look no further than SmartServ. We offer a free demo so you can see for yourself how we can streamline your HVAC business office. Contact us today to schedule yours.

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