Make sure to have the contract terms printed on the back or the invoice itself should they accept the offer.Ĭreating a seamless link between present repair work and the sale of a service contract is a strategic endeavor. If using a paper invoice, include a section where the customer can choose their plan and sign up on the spot. Have your service contract offer built into your invoicing process. With every invoice is another opportunity to create a lasting relationship with a new customer.
Tech tip: If you typically use an electronic work order and invoice, make sure you keep some old school service tickets on hand-while it’s becoming a necessity to embrace the paperless future, you can’t do so at the expense of your less tech-savvy clientele.Ĭapitalize on Service Contract Opportunities. Just keep in mind that the HVAC industry serves all demographics-so you have to be able to accommodate varied preferences. The technology is there and frankly, your customers expect to be able to pay how they want. Have your office set up to run paperless and make sure you’re able to accept credit cards and deposit checks right from a phone or tablet. You have to maintain a balance between new and traditional methods. You’re far from reducing friction if your tech can’t break a twenty to get paid. Make sure techs carry change to accommodate. Believe it or not, people do still pay with cash. You need to accept all forms of payment, including the old ones. Hvac invoicing free#
Sage’s free invoice templates for HVAC contractors makes it easy to organize information, codes, and keep track of each customer’s equipment, parts, and related systems.Īnd that doesn’t just mean “accept credit cards.”
Tech tip: The key to data collection’s practical usefulness is in making the stored info available to mechanics in the field. But adding data collection into your invoicing practices can make each call flow even smoother. No doubt, these tools make calls quicker and technicians more efficient. With virtually unfettered internet access, techs today have an array of tools at their disposal while troubleshooting a problem. Use your service invoices to keep record of equipment information, filter and humidifier pad sizes, oil fuel nozzle types, and any component specifics that are unique to the customer’s system. 
Work previously done to the system and any past service records should all enter your office’s file through the service invoice.
Tech tip: In tenant/landlord situations, make sure you have the contact and payment information that you can actually use.Ī service invoice’s data collection duty doesn’t stop at the customer. With a card on file, invoices can be completed quickly and easily with just a signature. If you’re doing things right, most customers will be repeat customers. Having a current credit card on file makes completing transactions easier for everyone. Take it a step further and securely store payment information for each customer. Real-time communication is often necessary to keep scheduling coordinated. Appointments are typically scheduled within a window of time, and you know that calls have a way of taking longer than expected. Use each service invoice as a vehicle to collect and store information to streamline future interactions.Įnsure you have up-to-date customer contact information, including phone number and email. We’re taking a deep dive into 5 best practices that really make the difference, specifically for HVAC contractors. 
So stick around, because this isn’t your typical best practices run-down rehash.
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