![]() ![]() These records can also allow you to set check-in times for when your techs may need to perform routine maintenance. Organizing your client’s maintenance history information will help you better understand the type of service completed and document important details about the client you may not remember in the future. You should also collect this information from new clients, along with their personal preference for how to best contact them. Addresses, emails, and telephone numbers should all be updated in your records whenever you learn of a change. ![]() In addition to keeping service records maintained and updated, it’s just as important to regularly update customer information. Not keeping customer information updated. HVAC invoicing software can be very beneficial for making sure records for completed maintenance, payments, customer contact information, and sales history is always up to date and easily accessible. Use a labeling system that works for your company and train your employees who help manage records to file new invoices correctly. No matter how you create and send your invoices, you definitely want to prioritize organization when it comes to filing. Alternatively, your techs can use invoicing software to photograph the form of payment and post it directly to the invoice. Also, consider offering other payment apps built for mobile devices. If you’re able to use a portable card reader in the field, make sure your techs are trained to use it correctly. In addition to accepting cash and checks, your team should also be prepared to accept debit and credit cards, and bank payments via ACH or eCheck, directly from an invoice. Not being flexible with your form of payment.įlexibility with your client’s payment options will get you paid faster and create a more positive experience for your customers. ![]() The sooner you are able to put an invoice in the hands of your customer, the sooner you get paid. Not only will this speed up the invoicing process and cut down on the paper/email trail, but it will also improve the details and accuracy of your company’s invoices. The key here is to have printed or digital invoices ready to go that your techs can fill out and adjust after completing work on-site. Sending your HVAC invoice after you’ve left the job site.īest practice for getting invoices in the hands of your clients is to do so while you’re still at the job site. For companies who require proof-of-work or need to attach photos, the InvoiceASAP platform allows you to do just that and more. Other crucial details include the invoice number, invoice date, an itemized breakdown of charges, and space for the tech to write additional notes. Completing HVAC invoices with missing crucial information.Īn HVAC invoicing header with company contact information should be at the top of all paper and digital invoices. Include a place for a tech’s signature, the customer’s signature, and the date. Clearly write out your expectations along with any payment timeline policies. Think of the invoice as an agreement of services between you and your client. Not including contract details in your HVAC invoicing.Īnother mistake is excluding details about your client’s contract on your HVAC invoice. Maintain consistency with acronyms and abbreviations and make sure everyone is following the same template. For technicians who are completing invoices in the field, consider providing completed example invoices for common maintenance projects, as well as a simple checklist for what information and details need to be included. Allowing technicians to be inconsistent with invoices.Īs your company expands and you bring on more employees, it’s important to provide training on how to properly write-up an HVAC invoice. From customer communication to invoicing procedures to record organization, here are common HVAC invoicing mistakes and recommendations for how to avoid them by instilling best practices at your company. As your HVAC business grows, there are some proven practices you should know and follow. ![]()
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