For Residential heating and cooling companies running a handful to a couple dozen trucks
Catch completed HVAC jobs that never got invoiced
A tech closes out a repair on the tablet, the office gets busy, and the invoice never goes out. Or the tech adds a capacitor and a drain line cleaning, but the invoice shows only the diagnostic. Nobody notices until the customer calls about something else, months later.
What it can cost you
Example: 6 jobs a month slip through at $420 average = $2,520 a month, or about $30,000 a year.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists every job marked complete in your field software with no matching invoice after your cutoff.
- Compares parts pulled from truck stock to parts on the invoice, and flags the gaps.
- Flags zero dollar or near zero invoices on jobs that were not marked warranty or callback.
- Checks that invoices created in the field software actually synced to QuickBooks.
- Flags jobs where the options the tech sold add up to more than the final invoice.
Where it reads from
- ServiceTitan
- Housecall Pro
- FieldEdge
- QuickBooks Online
What happens when it fires
You review the list and approve. The system drafts each invoice from the job notes and parts used, so the office only has to check and send.
Autonomy level: Draft for approval. The system prepares the message or task, and you approve it before anything goes out.
What we guarantee
Every completed job is matched to an invoice, or flagged, before the next morning brief. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Will it send invoices to my customers on its own?
Not unless you want it to. By default it drafts the invoice and puts it in front of your office for a quick check. Once you trust the drafts, you can let it send the simple ones.
We use Housecall Pro, not ServiceTitan. Does this still work?
Yes. The check is the same: a job marked done with no invoice, or an invoice that does not match the work. The system reads from whichever field software you run, plus QuickBooks.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for residential HVAC contractors
Seven more things worth watching.
- Replacement estimates going coldFlag system replacement estimates that were presented but not sold, with no follow-up logged. Know which homeowners to call back today.
- Maintenance agreements lapsingSee which service agreements expire soon with no renewal, a failed autopay card, or unscheduled tune-ups, before members drift away.
- Callbacks creeping upTrack repeat visits for the same issue by technician and job type, and see what callbacks cost before they eat your margin and reviews.
- Equipment price increases on open quotesCompare distributor cost changes against your pricebook and open estimates, so you never sell a system at last quarter's cost.
- Capacity gaps before a heat waveCompare the weather forecast against booked tech hours and unscheduled member tune-ups, so you plan coverage before the phones light up.
- Install jobs over budgetCompare install labor hours, materials, and return trips against what was sold, and see which jobs lost money and why.
- Calls that never got bookedMatch missed and unbooked calls against your schedule, so every caller who wanted service gets a call back the same day.
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