--- title: "Accounts Receivable Software for HVAC Contractors | Paidnice" description: "Accounts receivable software for HVAC contractors. Paidnice chases late invoices, takes payment and adds late fees from the Xero or QuickBooks you already use." url: https://www.paidnice.com/industries/hvac --- ★★★★★160+This app is a game changer!Lesley B. # Accounts receivable software for HVAC contractors. Paidnice runs collection on service calls and maintenance visits from start to finish: reminders to property managers, statement interest, online payment and call tasks, from the invoices in Xero or QuickBooks. Try it FreeBook a Demo 2025WINNER2026WINNERXero App of the Year2025 Global · 2026 NZ Read all 160+ reviews ## The accounts receivable toolkit for HVAC contractors Every tool you need to get paid on time, running on your live Xero or QuickBooks invoices. Connect once and switch on what you need. ### Chase automatically Send Reminders Automate email and SMS with powerful reminders, from your own domain. Automate Statements Schedule automatic statement sends each month. AI Reply Handling Paidnice reads every reply and drafts the next step for your approval. ### Enforce your terms Late Fees & Interest Automatically apply and send late fees and interest. Prompt Payment Discounts Encourage early payment with automated discounts. Escalate & Track Calls Escalate and assign overdue invoices for manual follow up. ### Get paid, and see it coming Customer Payment Portal Self-service hub for your customers' payment and billing needs. Create Payment Plans Flexible payment terms with automatic installment reminders. AR Insights & Reports Measure Days Sales Outstanding and other critical KPIs. ## From the day you send it to the day it is paid Every stage runs on your payment terms, automatically or after you approve it. 1. ### Property managers and homeowners get a reminder before, on and after the due date, by email and text, from your own domain. They reply or pay from the link.[Explore reminders →](https://www.paidnice.com/email-sms-reminders) 2. ### Every customer with a balance gets one statement on the day you choose: every service call, every maintenance visit, one total and a link to pay.[Explore statements →](https://www.paidnice.com/automated-customer-statements) 3. ### Paidnice adds the late fee or statement interest your terms allow, on the schedule you set. Maintenance agreement accounts can be exempt.[Explore late fees →](https://www.paidnice.com/late-fees) 4. ### Paidnice reads each customer reply, logs the promise or the question and drafts the next step. The office approves each draft before it is sent.[Explore reply handling →](https://www.paidnice.com/ai-accounts-receivable) 5. ### When reminders stop working, the office gets a call, letter or stop credit task, with the balance and full payment history attached.[Explore escalations →](https://www.paidnice.com/escalations) 6. ### Customers see every open service call and pay by card or bank, or split an invoice into a payment plan. No login needed.[Explore the portal →](https://www.paidnice.com/customer-payment-portal) Property managers and homeowners get a reminder before, on and after the due date, by email and text, from your own domain. They reply or pay from the link. Explore reminders → Plus payment plans, discounts, credit scores, cash forecasts, letters by post and more. ## Built for how HVAC contractors get paid ### Repair and replacement quotes followed up until the customer decides. Paidnice reminds customers about open Xero quotes and QuickBooks estimates until they accept or decline in your quote portal. - Sent by quote date or expiry date - Answer written back to Xero or QuickBooks - Team members with the setting on are emailed ### One statement per property manager, every site's service calls on it. A property manager with several buildings gets one statement covering every site, sent on the day you choose. - Interest line recalculated the day it sends - Pay link on every statement ### Let them clear a dozen service calls in one payment. A property manager clears a dozen service calls across their sites in one card or ACH payment. - Pay button on every reminder - Your own branded payment portal ## Know what is coming in, and who to call first Paidnice turns your ledger into answers: the service calls due this week, the commercial accounts that pay late and the accounts the office should phone. - Expected payments, week by week, from your ledger - A credit score for every customer, from how they pay - Aged receivables for each customer, at a glance - A weekly report emailed to your team What customers see Day 3050%fewer late payments Day 908 in 10invoices paid on time Explore reporting → ## Keep the field software your team already runs Keep billing from your field software exactly as you do now. Once its invoices sync to Xero or QuickBooks Online, Paidnice picks them up and runs the rest. - **Invoices sync over**Each invoice your field software pushes to Xero or QuickBooks Online reaches Paidnice with its customer, amount and due date. - **Nothing to re-enter**No import, no second ledger and no new invoicing tool. Paidnice works from the invoices already in your accounting. - **Payments land back**Payments taken through Paidnice are recorded against the invoice in your ledger, so your books stay current. > It’s the debt collection system I’ve been looking for, for the last 15 years. Tyler Caskey Partner, The Bean Counters Said on the Accounting Apps Podcast 2025WINNER2026WINNER Xero App of the Year2025 Global · 2026 NZ 2026FINALIST Innovation App of the YearGlobal finalist 2026 ## Businesses that get paid on their terms Paidnice customers on getting paid, in their own words. $60k outstanding$24k in 30 days ### [How My Two Cents slashed outstanding invoices from $60k to $24k](https://www.paidnice.com/success-stories/my-two-cents) > “When my debtor workflow is turned off, people stop paying me almost immediately.” **Haley Reyners**Founder, My Two Cents 20%+ late0% late ### [How Paintvine reduced late payments to zero within a month](https://www.paidnice.com/success-stories/paintvine) > “Paidnice gave us the reliability we needed in our accounts receivable.” **Alex Hamilton**CEO, Paintvine Late payments75% fewer ### [How Venture Workspace cut late payments by 75% within 30 days](https://www.paidnice.com/success-stories/venture-workspace) > “One thing less to worry about.” **Louis Fourie**Director, Venture Workspace Manual chasingPaid same day ### [How RankRise uses prompt payment discounts to get paid in a day](https://www.paidnice.com/success-stories/rankrise) > “It's perfect set-and-forget automation.” **Will Qu**Founder, RankRise Six figuresMore than halved ### [How Balance My Books more than halved a client's overdue invoices](https://www.paidnice.com/success-stories/balance-my-books) > “We look like heroes because we've introduced Paidnice into their business.” **Roman Tepes**Founder, Balance My Books Manual chasing3 hrs back weekly ### [How Bullot & Rankine beat the spam filters and got paid on time](https://www.paidnice.com/success-stories/bullot-rankine) > “The impact that we had was immediate.” **Marc Proctor**Director, Bullot & Rankine 60-day drift30-day terms again ### [How Salt Silo stopped losing a month to bounced invoices](https://www.paidnice.com/success-stories/salt-silo) > “Just by using Paidnice, it's freed up loads and loads of time.” **Jon Murphy**Founder, Salt Silo 80%+ paid lateMost in 14 days ### [How 3IT Consulting gets paid on time, and Paidnice pays for itself](https://www.paidnice.com/success-stories/3itconsulting) > “With Paidnice, we've transformed client behaviour around on-time payment.” **Louis De Kock**Director, 3IT Consulting Manual chasing4 hrs back a fortnight ### [How Better Tuition Academy turns late payments into on-time revenue](https://www.paidnice.com/success-stories/better-tuition-academy) > “Paidnice has completely flipped the script.” **Victor Chen**CMO & Accounts Manager, Better Tuition Academy ### [How NZ Family Trust Services automated their accounts receivable](https://www.paidnice.com/success-stories/janet-xuccoa-nzfts) > “If you want to get paid on time, put in Paidnice software, full stop.” **Janet Xuccoa**Director, New Zealand Family Trust Services ### [How junebird creative turned invoice chaos into mailbox money](https://www.paidnice.com/success-stories/junebird-creative) > “Whether you are a solopreneur or a big agency, this is a no-brainer.” **Christine Tierney**Founder, junebird creative [See all customer stories →](https://www.paidnice.com/success-stories)·[Read all 160+ reviews →](https://www.paidnice.com/reviews) ## How it works for HVAC contractors Does Paidnice work with ServiceTitan? Many HVAC contractors run ServiceTitan for dispatch and QuickBooks Online for the books, and that pairing is exactly where Paidnice sits. ServiceTitan exports posted invoice batches into QuickBooks Online, Paidnice reads them there, and the reminders, statements, and late fees run from the ledger. Nothing changes inside ServiceTitan. The same pattern works for Jobber and simPRO into QuickBooks Online or Xero, and for AroFlo into Xero. Can an HVAC contractor charge late fees on overdue invoices? HVAC contractors can state late fee terms on every invoice and service agreement, and Paidnice applies the policy you set: it posts the fee or interest to the invoice in QuickBooks or Xero on your schedule, with every charge documented. State rules on rates vary, so check what applies where you work before you set the percentage. How does Paidnice know which invoices to chase? Every invoice your HVAC field software pushes into QuickBooks or Xero is in scope the moment it lands, whether it is a service call, a quarterly preventive maintenance visit, or a system replacement. You set the policy once: which customers get chased, on what schedule, and when fees apply. New invoices pick up the policy automatically, and anything already overdue today can be included from day one. What does Paidnice cost for HVAC contractors? HVAC contractors pay for Paidnice by invoice volume, not revenue. Essentials starts at US$69, £49 or A$99 a month, there are no contracts, and your first 20 actions are free. What about a customer who disputes one invoice? HVAC work attracts disputes: a warranty callback on a compressor, a property manager arguing a change order. Pull that one invoice out of the policy by its reference and the chasing pauses on it alone, while every other invoice the customer owes keeps moving. When the argument settles, put it back. Does it work for maintenance agreement billing? HVAC maintenance agreements bill small and often, and those are the invoices that slip when the office is buried in dispatch. Put agreement holders in their own group with a gentler cadence, keep firm terms and late fees on commercial trade accounts, and both run at once from the same QuickBooks or Xero. A multi-site customer gets one consolidated statement covering every location. What about a system replacement billed in stages? HVAC replacements usually bill a deposit and a balance on completion, and Paidnice chases each on its own due date. The deposit is chased until paid, the balance starts its schedule the day you raise it, and a reminder can name the late fee coming if it slips. ## Collect the busy season's cash before it goes quiet. Connect Xero or QuickBooks and Paidnice prepares draft policies for you. Nothing runs until you approve them. Try it FreeBook a Demo [Rated 5 stars, 160+ reviews](https://www.paidnice.com/reviews) · [App of the Year](https://www.paidnice.com/blog/winner-xero-global-app-awards-2026)