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HVAC Invoicing: How to Get Paid Faster on the Job Site

Unlike other service business industries, HVAC technicians often require clients at the job site in order to complete work. Here’s how to use their presence to your advantage to invoice and get paid on site.

Did you know field service companies typically wait 25 days to get paid? According to Fundbox, most small businesses only have 27 days worth of a cash reserve, so that wait period isn’t ideal.

Whether you work alone, or have a team of employees, getting paid in a timely fashion is incredibly important. Unfortunately, it can be difficult because you’re often waiting on your clients.

In the HVAC industry, clients are typically on-site while you are completing work, so why not use software to create an invoice for them immediately (emailing them a copy for their records, of course) and get paid the day you finish the job.

Accepting cash or a check works, but clients don’t always have those options handy, so if you’re not already set up to accept credit cards in the field, you should put it on the top of your to-do List.

How ePayments work

Gone are the days of renting and toting around a debit and credit machine. In order to accept credit cards, all you need is your smartphone and ePayment software. There are a variety of ePayment options that allow you to process credit card payments through your mobile device and they keep getting easier to use.

For example, Jobber Payments’ card scan feature allows you to simply hold up a client’s credit card to your phone’s camera, and the credit card info is instantly captured in the payment form—no hardware required.

To add to that, most ePayment options allow you to securely vault client credit cards which adds extra efficiency when it comes to getting paid by repeat customers.

Clients expect you to send credit cards on site

You have a business to run. That means you have things to do, employees to pay, supplies to buy—the list never seems to end, does it? The last thing you want to be doing is chasing down payments from successfully completed jobs. Being able to accept payments while on a job site is good for both you and your clients. They’ll appreciate avoiding extra paperwork just as much as you, and no one has to worry about loose ends.

On the Contractor Talk Forum, many members voiced concerns that customers were unhappy to hear they couldn’t pay by credit card. Why run the risk of losing work when all you need is your phone? Problem solved. One member from Ontario shared the experience that led him to accepting card payments on site:

I’m all small jobs right now, usually in the $500 to $5000 range. I’ve had a few customers who voiced disappointment that I didn’t take credit cards, and chasing people for money, or going back to pick up a check eats up a lot of time. So, taking credit cards on-site is really more of a convenience for me. My thought is that it leaves fewer excuses when you have a card reader in your hand at the end of the job.


I've had a few customers who voiced disappointment that I didn't take credit cards, and chasing people for money, or going back to pick up a check eats up a lot of time. So, taking credit cards on-site is really more of a convenience for me. My thought is that it leaves fewer excuses when you have a card reader in your hand at the end of the job.

Contractor Talk Forum Quote

The business benefits of accepting ePayments

Accepting ePayments improves your cash flow but there are other business benefits, as well.

No paperwork

By creating invoices and accepting payments on-site using software there’s no need to print invoices and put them in the mail. Not only does this cut down on paper waste but it saves money spent on paper, envelopes, ink, and stamps;

Less room for error

The further away from the job site you get, the more rom there is for confusion, mistakes, and misunderstanding between you and the client. Eliminate all of that by creating a detailed invoice for their review on-site, and accepting payment the moment you’ve completed the job.

More billable hours

ePayments cut down on the amount of administrative work required for each job. Not having to be at a computer sending follow-up emails, or driving around picking up checks frees you up to spend more time working on other billable jobs or, better yet, generating new opportunity for your business.

Monkey'ing around with payments

Jason Hughes of Air Monkey AC in Texas says he’s accepted credit cards since the business opened two years ago and that on-site credit card payments already account for about one third of the Air Monkey’s revenue. Some clients have even told him they wouldn’t have hired Air Monkey if the company didn’t have the technology to accept credit cards.

Given the ease of accepting credit cards through his smartphone, and the fact that the client is on-site for HVAC jobs, Jason says it’s standard practice to collect then and there. “We always take payment at the completion of a job. Whether it’s credit card or check, we’re collecting something.”

Accepting payment on site will help you ensure a steady cash flow for your business, wrap-up jobs more efficiently, and provide your customers with a modern, transparent service they understand and value.

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