Redline
HVAC invoicing

Bill the service call before you back out.

The capacitor's in, the system's cooling, and the homeowner is standing right there. Tell Redline what you did and what you used, check the draft, and hand over a card pay link before you pack up the gauges.

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A service invoice in four steps

  1. Say what you did

    One message with the diagnostic, the parts you pulled off the truck, the pounds of refrigerant and the labor. Dictate it if your hands are dirty.

  2. Check the draft

    Redline adds it up with your rates and writes one line that names what you did. Your diagnostic fee and after-hours charge come from memory once you've mentioned them, so you don't type them every time.

  3. Approve, and the pay link is live

    Copy the link for the customer, or paste it into an email Redline drafts for your own Gmail. They pay by card on their phone, on your own Stripe account.

  4. Paid, or flagged

    The iPhone app tells you when the money lands. If it doesn't, Redline flags the invoice at day 3, 7 and 14 after sending and tells you who to call.

A no-cool call, invoiced

Invoice the Pruitts. Diagnostic, 45/5 dual run capacitor, new contactor, 2 lbs R-410A, an hour labor. It was a Saturday call.
Redline

Draft for Ellen Pruitt: $859, "Saturday no-cool: diagnostic, 45/5 dual run capacitor, contactor, 2 lb R-410A, 1 hr labor, weekend surcharge." That's $129 + $165 + $145 + $190 + $135 + $95, with your sales tax on top. Due in 14 days. Approve and the pay link goes live.

Approve. Email it to her too, and mention the fall tune-up.
Redline

Pay link's live. The email to Ellen is drafted with a line about the fall tune-up. Copy the pay link from the invoice in Money, paste it in, and tap Approve & send when you're happy with it.

Invoicing is on Solo ($29 a month) and up. Example prices only.

What lands on an HVAC service invoice

Service calls are small tickets with a lot of different parts. These are the ones that get forgotten when the invoice waits until tonight.

  • Diagnostic or service call fee, flat, every call
  • Parts off the truck: capacitors, contactors, igniters, flame sensors, each named
  • Refrigerant by the pound, with the type noted
  • Labor, by the hour or flat
  • After-hours or weekend surcharge on the calls that earn it
  • Maintenance plan enrollment, if you sold one at the door

The invoice nobody writes

On a hot day you run six calls back to back. The parts used on call two are a memory by call five, and the invoice written that night is missing the contactor. Writing it in the driveway, while the old part is still in your hand, is how the contactor gets paid for.

Redline also puts the money where you can see it. Ask "who owes me?" and you get the unpaid list and the total. Money's Overview shows what's collected, outstanding and overdue for the week.

Straight answers on HVAC billing

Redline does

  • Invoices from one chat message, with every part named
  • Card pay links on your own Stripe account, no Redline fee
  • Draft the pay link email, sent from your Gmail
  • Flag unpaid invoices at day 3, 7 and 14 and tell you who to call
  • Void unpaid invoices and refund paid ones, in full or in part

Redline doesn't

  • Keep a flat-rate price book or parts inventory
  • Offer customer financing
  • Take bank transfers, it's card only
  • Tax parts and labor differently (one sales tax rate covers the whole invoice)
  • Text the pay link or remind the customer on its own

Questions contractors ask

My state taxes parts but not labor. Can Redline handle that?

Not on one invoice today. One workspace sales tax rate applies to the whole invoice, labor included. If your state treats service labor differently, know that gap before you switch.

Can my techs write the invoice in the field?

No. Techs never see money in Redline: no prices, quotes or invoices. The tech marks the job done and the office, or you, invoices it. Finished jobs wait in Money under Ready to bill.

Does it sync with my accounting software?

It exports a QuickBooks-format CSV and a plain CSV from Reports. It doesn't sync with QuickBooks or Xero.

What does a customer need to pay?

Just the link. It opens in any phone browser and takes a card. The page they paid on becomes their receipt.

More for HVAC

Invoice your next call from the driveway.

Start free, then turn on Solo when you're ready to bill. It comes with a 7-day trial on the web.

Try invoicing free for 7 days App Store

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