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THE USUAL FIX
Automated reminder emails
THE CATCH
One channel, one generic message. Easy to ignore.
HVAC HVAC INVOICE COLLECTION SOFTWARE HVAC INVOICE COLLECTION
The AC works. Now let AI chase the invoice.
SERVICE CALL
PAIDAC tune-up
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AI is following up on service calls
WHY HVAC AR SLIPS
Peak season fills the board. Follow-up falls off it.
In July, every hour goes to dispatch. Last week's service invoices sit unpaid.
Behind each one is a follow-up somebody has to remember: the email, the text, the call, the maintenance renewal. When the board is full, follow-up slips. When follow-up slips, cash flow slips.
Our guide to collecting unpaid invoices without burning the relationship and these payment reminder email templates show what good HVAC follow-up sounds like.
“Did they pay for the compressor?”
“Who is calling the property manager?”
“Is that maintenance renewal still open?”
AR Workflow puts AI on the follow-up, so it never slips.
HVAC INVOICING SOFTWARE
Built around how HVAC companies bill.
Three kinds of work. Three kinds of follow-up.
- Service and repairSame-day calls billed on the spot. If the homeowner did not pay at the door, AI texts a payment link before the end of the day.
- Maintenance agreementsRenewals and plan payments that are easy to forget. AI reminds members on schedule so the plan does not lapse.
- Installs and replacementsBigger tickets with deposits and final payments. Offer a payment plan and let AI follow each installment.
INSIDE AR WORKFLOW
HVAC invoicing software, built for the way your office works.
Every open invoice, one list
Filter by status, see what is past due and assign a workflow in a click.
Text reminders on autopilot
Pick the template and the timing. AI sends it from a dedicated number.
HVAC ACCOUNTS RECEIVABLE, ONE SCREEN
See what AI is chasing. See which calls need you.
ON SCHEDULE
Follow-up running
Reminders going out
Email, two-way text and ringless voicemail- Payments post back to QuickBooks
- Every touch logged
NEEDS YOU
Priority Queue
- Who to contact today
- Open balance with no follow-up
- Replies waiting for review
Example view. Your screen shows your own QuickBooks Online data.
WHY AR WORKFLOW
Not another reminder email. Not a collection agency. Not another hire.
THE USUAL FIX
A collection agency
THE CATCH
Takes a cut of money you earned, and can cost you the next job.
THE USUAL FIX
Another AR hire
THE CATCH
Salary and training, and follow-up still depends on one person remembering.
THE FIXAR WORKFLOW
AI follow-up, your rules
THE DIFFERENCE
Personalized follow-up by email, text, and voicemail, every day, with your team in control.
SIDE BY SIDE How the usual fixes compare |
 Reminder emails |
 Collection agency |
 Another AR hire |
RECOMMENDED |
|---|---|---|---|---|
| Email, text, and voicemail | Email only | Their channels | If they remember |  Yes |
| Personalized, not generic |
 No
|
No
|
 Yes
|
Yes |
| You keep every dollar you earned |
Yes
|
They take a cut | Plus a salary | Yes |
| Protects the next job |
Yes
|
No
|
Yes
|
Yes |
| Doesn’t depend on one person remembering |
Yes
|
Yes
|
No
|
Yes |
| Your team stays in control |
Yes
|
No
|
Yes
|
Yes |
Get a demo
| ||||
BUILT FOR HVAC COMPANIES
Every HVAC customer pays differently. Follow up accordingly.
HVAC payment reminders that fit the customer.
Homeowners
Friendly texts with a payment link after every service call.
Maintenance members
Renewal reminders that keep plans from lapsing.
Property managers
Unit and work order details on every message.
Commercial accounts
Clear, steady follow-up with AP teams.
Builders and GCs
Install draws tracked through long payment cycles.
Home warranty jobs
Collect the service fee at the door. Follow up on claims by email.
YOU ARE IN CONTROL
AI does the follow-up. You make the rules.
Your HVAC company, your tone, your rules.
Start with one invoice and add more when you're ready
Choose the contacts, channels, tone, and frequency
Review AI-drafted replies before they're sent
Pause or stop any workflow at any time
Pause
ON THE JOB
Residential and commercial HVAC accounts receivable, in one place.
Residential installs and service calls
Homeowners get a friendly reminder with a card or ACH payment link the day the job closes.
Commercial rooftop and PM work
Facility and property managers get polite, steady follow-up on longer terms, and every touch is logged.
YOUR HVAC INVOICE, NOT A FEATURE TOUR
Bring us one overdue HVAC invoice. We will show you how AI would chase it.
No generic feature tour. You'll see:
- 1What AI would send, and when
- 2What happens when your customer replies
- 3How they'd pay
YOUR OPEN INVOICE
Past due[YOUR BALANCE]
Status requestEmail
Second touchText
Still openVoicemail
Payer can pay by card or ACH
Paid
Posted to QuickBooks
FAQ
HVAC invoice collection questions
What is HVAC invoicing software?
Software that helps HVAC companies bill and collect. AR Workflow focuses on collecting: it follows up on the invoices you already create in QuickBooks Online. Our QuickBooks for contractors guide covers the billing side.
Does AI actually send the HVAC payment reminders?
Yes. AI sends scheduled emails, texts and voicemails on the rules you set. Your team only steps in when a customer needs a real conversation.
Can customers pay by card or ACH?
Yes. Every message can include a payment link, with partial payments and payment plans for larger installs.
Do we have to replace QuickBooks?
No. AR Workflow works with QuickBooks Online. Payments post back automatically.
How do you handle home warranty jobs?
Collect the homeowner's service fee at the job, then follow up on the warranty claim by email with your documentation.
Will AI say something wrong to my customers?
AI drafts replies, and your team approves them before they are sent. You choose the tone for every message.
Can we run different follow-up for maintenance members?
Yes. Set a separate sequence for plan renewals, service calls and installs, each with its own timing and channels.
Do texts come from our office number?
Texts and voicemails come from a dedicated number, and customer replies come back to your team.
How long does setup take?
Connect QuickBooks Online, choose your rules and start with one invoice. Most HVAC offices are running after one session.
How much does it cost?
Plans are $295, $395 and $495 a month. There is no free trial. Get a demo to see it on your own invoices.
The AC works. Now let AI chase the invoice.
AI writes the emails, sends the texts and leaves the voicemails for every open HVAC invoice. Your team handles the calls that need a person.
Keep QuickBooks- Start with one invoice
- Stay in control