Built for HVAC technicians
Invoice before you start the truck. HVAC billing built for techs in the field.
Whether you're fixing a boiler in Chicago or replacing a condenser in Miami, WaffleInvoice lets you create a professional invoice on your phone the moment the job is done - before you're even back in the truck.
No credit card required. Free forever for unlimited invoices.
Sound familiar?
The invoicing problems HVAC technicians actually face.
🧾
Paper invoices get lost or paid late
You finish a job, hand the customer a paper invoice or say "I'll email it later." Days pass. They forget. You chase. Meanwhile, the next job is already underway.
⚙️
Parts and labor live on separate notes
You track parts costs on one piece of paper, labor time on another, and markup calculations in your head. Pulling it all together into a clean invoice takes longer than it should.
📱
No way to invoice from the job site
You're on-site with a customer ready to pay, but your invoicing tool is back on your desktop at home. You tell them you'll send it later - and the payment window closes.
🗓️
Maintenance contracts are billed manually every month
You have 20 customers on seasonal maintenance contracts. Every billing cycle, you're rebuilding the same invoices from scratch and hoping you didn't miss anyone.
💳
Customers want to pay by card but you don't have a system
Cash and check are getting rarer. Customers ask if you take card. Your answer is awkward. You lose the easy payment window before you even leave the driveway.
📊
No record of what's been paid across multiple jobs
You're running 5–10 jobs a week. Which invoices have been paid? Which are overdue? You can't answer that without digging through a folder of papers or a patchwork spreadsheet.
The fix
One tool for on-site invoicing, parts and labor billing, maintenance contracts, and payments.
📱
Invoice from your phone in under 2 minutes
Create a professional invoice on-site the moment the job is done. Add parts and labor line items, set the total, and send it before you start the truck. The payment window stays open.
⚙️
Parts + labor line items built into every invoice
Add separate line items for parts, labor hours, service call fees, and disposal charges. Each job's billing is itemized, professional, and defensible if a customer has questions.
🔁
Recurring invoices for maintenance contracts
Set up your seasonal and monthly maintenance customers once on the Pro plan. WaffleInvoice bills them automatically on the same date each cycle - no rebuilding, no missed customers.
💳
Customers pay by card or ACH on the spot
Share an invoice link via text or email while still on-site. The customer taps the link, pays by credit card or ACH, and you're paid before you leave the driveway.
📋
Estimates that convert to invoices in one click
Send a repair estimate before the job starts. When the work is done, convert the approved estimate into a final invoice with one click. No retyping parts lists.
📊
Dashboard shows every open and paid invoice
See exactly which jobs are paid, which are outstanding, and which are overdue - across every customer at once. No paper folders, no spreadsheet maintenance.
Your workflow
From arriving on-site to getting paid before you leave the driveway.
Arrive on-site
Pull up WaffleInvoice on your phone. The customer record is already there with billing history and prior jobs.
Build the invoice on-site
Add labor hours, parts, service fees, and any markup in under 2 minutes. Send it via text link before you leave the driveway.
Customer pays immediately
They tap the link, pay by card or ACH. You're notified. The invoice is closed. No follow-up needed.
Track every job at a glance
Your dashboard shows paid, outstanding, and overdue invoices across all customers and all jobs - updated in real time.
Works for every HVAC job type
Whether you do service calls, installs, maintenance contracts, or emergency repairs.
Residential HVAC service
Invoice residential customers on-site after every service call. Detailed line items for parts and labor reduce disputes and get you paid the same day.
Commercial HVAC maintenance
Manage monthly and quarterly maintenance contracts with recurring billing. Set up once, bill automatically, and track every commercial account from one dashboard.
New system installations
Send detailed project estimates before install, track deposit payments, and convert the approved estimate to a final invoice when the job is complete.
Emergency repair calls
After an emergency call, send the invoice immediately via text. Customers are already grateful - don't let the payment moment slip.
Duct cleaning and air quality
Invoice per-job or per-visit with clear line items. Recurring billing handles customers on annual cleaning contracts automatically.
HVAC business owners with technicians
Track invoicing across multiple technicians. Every job they complete generates a clean invoice tied to the customer record.
Free - $0/month
- Unlimited invoices
- Unlimited customers
- Mobile invoicing from any device
- Branded invoices with your logo
- Parts + labor line items
- Estimates with customer approval
- PDF downloads and shareable links
- Manual payment tracking
Pro - $19/month
Upgrade when you need recurring invoices for maintenance contracts, automatic payment reminders, and online card or ACH collection - so customers can pay before you're back in the truck.
- Everything in Free, plus:
- Recurring invoices for maintenance contracts
- Automatic payment reminders
- Online payments via Stripe (card + ACH)
- Email delivery from the app
- Time tracking + advanced reporting
FAQs
Common questions from HVAC technicians.
Is WaffleInvoice free for HVAC technicians?
Yes. The free plan includes unlimited invoices, unlimited customers, mobile access, branded invoices with parts and labor line items, and estimate-to-invoice conversion. No credit card required and no trial limits.
Can I send invoices from my phone on-site?
Yes. WaffleInvoice is fully mobile. Create an invoice, add line items, and send it via a payment link or PDF - all from your phone while you're still at the customer's home or business.
How do I set up recurring billing for maintenance contracts?
On the Pro plan, you create a recurring invoice for each maintenance customer with the contract amount and billing cycle. WaffleInvoice sends it automatically on the same date each period.
Can customers pay by credit card?
Yes. On the Pro plan, customers pay by credit card or ACH bank transfer directly from the invoice link. No separate card reader, no third-party payment apps.
Can I convert an estimate to an invoice after the job?
Yes. Send an estimate before the job starts for customer approval. When the job is done, convert the accepted estimate to a final invoice in one click - all line items carry over.
How do I track open invoices across multiple jobs?
Your WaffleInvoice dashboard shows every invoice across all customers - paid, outstanding, and overdue. You can see which jobs need follow-up without sorting through paper or email.
Ready to invoice from the job site?
Send your first invoice in under two minutes.
Replace the paper invoices, the "I'll send it later" follow-ups, and the late-payment chasing with a mobile invoicing workflow that closes the payment window before you start the truck. Free forever.
Free resource
Get the Solo Contractor's Guide to Getting More Clients Online
7 practical ways to grow your business online -- from Google Business Profile to getting paid faster. Free, no spam.
Compare WaffleInvoice
WaffleInvoice vs Jobber · WaffleInvoice vs ServiceTitan · WaffleInvoice vs Housecall Pro
Also built for