Stop Losing Hours to Manual Invoicing After Every Job Reclaim Your Time with Custom AI Automation
HVAC teams waste an average of 15 hours per week on invoice processing—time better spent on emergency repairs or client follow-ups. Our custom systems deliver up to 90% reduction in manual effort, boosting your bottom line with immediate ROI.
Join 250+ businesses with streamlined operations and faster payments
The "Billing Bottleneck" Problem
Chasing handwritten paper timesheets from field techs after 12-hour AC repair shifts in 95°F heat
Manual entry of parts costs and labor hours into QuickBooks, prone to weekend overtime mistakes
Delayed invoicing for seasonal AC installations, frustrating homeowners waiting 2-3 weeks for payment details on their new ductless mini-split systems
Inconsistent billing for emergency furnace igniter replacements, leading to undercharges or disputes over $500+ parts and labor
Struggling to match invoices with service contracts during peak heating season rushes
Struggling to match invoices with annual service contracts for boiler maintenance during peak heating season rushes
Our Custom-Built Invoice Automation Tailored to Your HVAC Workflow
With over a decade of experience engineering AI for service pros, we've helped 150+ HVAC firms turn billing chaos into seamless efficiency.
Why Choose Us
Imagine your techs finishing a duct cleaning job, and the invoice auto-generates—pulling exact labor times from GPS-tracked routes, matching parts from your inventory feed, and flagging any warranty details from the client's history. No more end-of-day data dumps. We build this from scratch, integrating with your tools like ServiceTitan or Housecall Pro, ensuring every invoice reflects your unique pricing tiers for residential versus commercial gigs. It's enterprise-grade reliability, custom-fitted like a perfectly sized HVAC unit—no off-the-shelf compromises.
What Makes Us Different:
Unlock Quantifiable Gains in Time and Revenue
Save 12+ Hours Weekly on Admin
Save 12+ Hours Weekly on Admin: Your team regains time lost to manual billing—think 12 hours per week redirected to more service calls or upselling preventive maintenance for air handlers. Industry benchmarks from PHCC show this boosts productivity by 35%, directly padding your margins on those high-margin boiler replacements by an additional $15K annually per tech.
Achieve 25% Faster Payment Cycles
Achieve 25% Faster Payment Cycles: Invoices go out instantly post-job via mobile app integration, reducing days sales outstanding from 45 to 18 days on average. For HVAC contractors, this means quicker cash flow to cover R-410A refrigerant stock or van fleet upgrades for duct cleaning tools, with ROI hitting 300% in the first year through error-free billing that prevents $5K in annual write-offs.
Boost Client Retention with Error-Free Invoices
Boost Client Retention with Error-Free Invoices: Accurate, professional bills build trust—like a reliable thermostat that never fails during a heatwave. Clients pay faster and return for annual tune-ups on their heat pumps, increasing lifetime value by 20%. No more disputes over mischarged evaporator coil hours; just smooth relationships that fuel 30% more referrals in your local residential market.
What Clients Say
"Before AIQ, our billing guy spent Fridays just reconciling handwritten furnace repair notes from snowy job sites—we'd lose track of overtime charges half the time on emergency calls. Now, after implementing their system last quarter, we're saving about 10 hours a week on admin, and payments are coming in two weeks faster for our boiler services. It's like having an extra tech on the team without the payroll hit, adding $8K in unbilled revenue."
Mike Harlan
Operations Manager, CoolBreeze HVAC Services
"We do a ton of commercial rooftop AC installs, and manual invoicing was killing us during summer peaks—errors led to three client complaints last year alone over misbilled condenser units. Their custom setup pulls data straight from our job logs via ServiceTitan integration, and we've cut disputes by 80%. Revenue's up 15% just from faster billing on those $20K+ jobs, freeing cash for new fleet vans."
Sarah Kline
Owner, Precision Climate Control Inc.
"Integrated this with our QuickBooks six months ago, and it's transformed how we handle emergency calls for frozen pipes and furnace failures. No more scrambling to bill for after-hours work; the AI flags it all automatically, including premium rates for 2 a.m. dispatches. Saved us from underbilling on 20 jobs last winter, easily adding $25K to our books through accurate overtime capture on heat exchanger repairs."
Tom Rivera
CFO, HeatWave Plumbing & Heating
Simple 3-Step Process
Discovery and Mapping
We audit your current HVAC workflows— from field tickets to payment tracking— identifying exact pain points like post-repair data silos. This tailored assessment ensures our build aligns perfectly with your daily operations.
Custom Design and Integration
Our engineers craft AI models specific to your needs, weaving in integrations with your CRM and inventory systems. We test rigorously, like pressure-testing a new HVAC line, to guarantee flawless performance from day one.
Deployment and Optimization
Rollout happens in phases, with hands-on training for your team. We monitor the first month's invoices, tweaking for peak-season accuracy, delivering a system that evolves with your business like a smart thermostat adapting to weather shifts.
Why We're Different
What's Included
Common Questions
How does this integrate with my existing HVAC software like ServiceTitan?
We start by mapping your current setup, then build secure, two-way API connections that pull job details directly into the automation flow. For ServiceTitan users, this means real-time syncing of dispatch notes, tech times, and parts used— no more duplicate entry. We've done this for dozens of HVAC firms, ensuring compatibility without disrupting your live operations. The result? Invoices generate automatically as jobs close, cutting processing from hours to minutes. If your stack includes tools like Housecall Pro or FieldEdge, we customize accordingly for a seamless fit.
What kind of time savings can I realistically expect for my team?
Based on our work with similar HVAC contractors, you'll see an immediate drop in manual invoicing from 15-20 hours weekly to under 3. This comes from AI handling data extraction, validation, and generation— freeing your office staff for client calls or quoting new installs. One client, a mid-sized firm in the Midwest, reported reclaiming 12 hours per week after three months, redirecting that to upsell preventive maintenance plans. Long-term, efficiency gains compound, with benchmarks showing 40% more billable hours for techs overall.
Is this solution scalable as my HVAC business grows?
Absolutely— we design with growth in mind, using robust frameworks that scale from 10 jobs a day to hundreds without performance dips. Unlike no-code tools that cap out, our custom builds handle increased volume seamlessly, like upgrading from a single-zone to a multi-zone HVAC system. We've supported firms expanding from local repairs to regional contracts, adding features like multi-location billing on the fly. Your investment appreciates as you grow, with no need for costly overhauls.
How do you ensure accuracy for complex HVAC invoices?
Our AI employs multi-layer validation: it cross-references job logs, inventory pulls, and contract terms to catch discrepancies before invoicing. For instance, it auto-adjusts for overtime on emergency calls or flags rebate-eligible parts. In testing with beta clients, error rates dropped from 12% to under 1%, preventing revenue leaks common in heating season rushes. We include human oversight options for high-value jobs, ensuring precision that builds client trust and speeds payments.
What's the ROI timeline for implementing this?
Most HVAC clients see positive ROI within 2-3 months, driven by time savings and faster cash flow. If you're spending $50K annually on admin labor for billing, our system pays for itself by reducing that overhead by 80%— that's $40K back in your pocket, plus 20% revenue uplift from quicker payments. A recent case with a 25-tech firm showed break-even in 45 days, with ongoing savings funding fleet expansions. We provide a custom projection during consultation based on your volume.
Do you offer training for my non-tech-savvy staff?
Yes, we include comprehensive onboarding tailored to HVAC teams— hands-on sessions covering how the system processes a typical furnace tune-up invoice, plus quick-reference guides for field use. No IT degree required; it's designed for practical users like dispatchers and admins. Post-launch, we offer remote check-ins for the first 60 days to iron out any kinks, ensuring smooth adoption. Clients tell us their teams were up to speed in a week, minimizing downtime during busy seasons.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.