HVAC Companies
Install and service invoicing, maintenance agreements, and equipment estimates — sent for signature before work begins, converted to invoices when complete.
Field service invoicing software for multi-tech businesses
Invoicing software that keeps up with your field team.
When you run a field service business — HVAC, plumbing, electrical, pest control, landscaping — the work happens in the field. KoPay is field service invoicing software that keeps your office and your techs on the same platform, with every estimate, invoice, and payment in one place.
Team access
Office and field, one platform
Invoice on-site
From any mobile browser
Pass card fees
Protect margin on every job
The field service invoicing gap
The job ends in the field. The invoice shouldn't wait until morning.
Field service businesses — HVAC companies, plumbing contractors, electrical services, pest control, landscaping — all share the same billing bottleneck. The work gets done on-site, but the invoice gets created back at a desk hours or days later. By then, details are hazy, the customer has moved on, and the payment timeline has stretched out unnecessarily.
The longer the gap between job completion and invoice delivery, the longer it takes to get paid. Studies consistently show that invoices sent the same day as service are paid significantly faster than end-of-week batch billing. For a field service business with 5 technicians doing 6 jobs each per day, that gap can represent tens of thousands in slower-moving receivables at any given time.
KoPay is built to close that gap. A technician finishes a job, opens KoPay on their phone, creates an invoice, and sends it — before they've put their tools away. The customer receives a professional invoice with a Stripe payment link immediately. They can pay from their phone while you're still packing up the van.
We're a US-based team that built KoPay specifically for businesses like this — where speed of invoicing directly affects speed of cash collection, and where the tools that work for office-based businesses don't map well to how field service actually operates. We listen to the businesses using KoPay and build features based on what they actually need in their daily workflow.
2–3 days
Typical delay between job completion and invoice delivery for field service businesses without mobile invoicing
Faster paid
Invoices sent same-day as service are consistently paid faster than end-of-week batch billing
$8,500+/yr
In processing fees saved annually for a 5-tech operation doing $250K in card payments with fee pass-through
Who it's for
Field service invoicing software for every trade vertical
KoPay is built for any field service business where technicians work at customer locations, invoicing needs to happen fast, and a gap between job completion and payment collection costs real money.
Plumbing Businesses
Emergency calls and scheduled services. Mobile invoicing means the customer gets billed the moment the job is done — no end-of-week paperwork pile.
Electrical Contractors
Estimates for larger projects, quick invoices for service calls. Convert signed estimates to invoices in one click when the work passes inspection.
Pest Control Companies
Recurring service billing and one-time treatment invoices. Customer records track every visit, so re-service is easy to reference and invoice accurately.
Landscaping & Outdoor Services
Seasonal install and maintenance invoicing for residential and commercial clients. Pass card fees on high-ticket install jobs and protect margin all season.
Cleaning & Janitorial Services
Regular clients on recurring billing cycles. Customer records, consistent invoicing, and fee pass-through for card-paying clients — all in one platform.
The real math for a multi-tech field service business
What fee pass-through means for a 5-technician operation
A field service business with 5 technicians, each completing 6 jobs per day at an average ticket of $300, is invoicing roughly $450,000 per year. If 65% of that is paid by card, that's $292,500 in card-paid transactions annually.
At standard Stripe processing rates (2.9% + $0.30 per transaction, approximately 1,950 card transactions per year), that works out to roughly $8,490 in annual processing fees — nearly $8,500 per year that disappears before it hits your account if you're not using fee pass-through.
With KoPay, that $8,490 is added to customer totals instead. Your customers see it as a disclosed line item before they pay. Over three years, that's over $25,000 in recovered revenue for a mid-sized field service operation — enough to fund meaningful equipment investment, a new hire, or a significant improvement to your fleet.
And that's before accounting for the time savings from same-day invoicing, fewer collections calls on overdue accounts, and reduced administrative time for office staff who no longer need to manually transfer job data from techs' paper records to invoicing software.
5 techs
× 6 jobs/day × $300 avg = ~$450K annual invoicing (example operation)
$8,490/yr
In processing fees passed to customers instead of absorbed — with KoPay fee pass-through
$25,470
Recovered over 3 years — enough to fund real business investment
Features
Built for businesses with people in the field
Team Roles & Permissions
Add technicians, office staff, and managers with appropriate access. Owners control everything; admins manage documents; viewers see without editing — no shared logins.
Estimates with Signatures
Send a signed estimate before scheduling larger jobs. Get digital sign-off before any work begins, then convert to a final invoice in one click when it's done.
Mobile Invoicing from the Field
Any tech, any job site, any phone browser. Create and send an invoice the moment a job is complete — customer gets it with a pay link before your tech leaves.
Processing Fee Pass-Through
KoPay automatically calculates the card processing fee and adds it to every invoice — protecting margin across every job your team completes.
Customer Records & Job History
Every customer's contact info, service address, notes, and complete invoice history in one place. When a repeat customer calls, the whole context is there immediately.
Company-Wide Revenue Dashboard
Office staff see all invoices across the entire team — by status, by amount, by date. Follow up on overdue invoices without contacting individual technicians.
How KoPay compares
KoPay vs other field service and invoicing software
Enterprise field service platforms like ServiceTitan and Jobber are built for large operations with significant budgets. KoPay is built for growing field service businesses that need the core workflow without the enterprise price tag.
| Feature | KoPay | Jobber | Housecall Pro | ServiceTitan | QuickBooks |
|---|---|---|---|---|---|
| Processing fee pass-through | Yes | No | No | No | No |
| Mobile invoicing from field | Yes | Yes | Yes | Yes | Yes |
| Estimate → Invoice (1-click) | Yes | Yes | Yes | Yes | Manual |
| Digital signatures | Yes | Yes | Yes | Yes | No |
| Team roles & permissions | Yes | Yes | Yes | Yes | Yes |
| Stripe-native payments | Yes | No | No | No | Add-on |
| Pricing | Free (beta) | $39+/mo | $65+/mo | $500+/mo | $30+/mo |
How it works
From job dispatch to payment collected
Estimate the job
Office or field — build a line-item estimate with labor, parts, and taxes. The card cost is automatically included in the customer's total as a transparent line item. Send for digital signature before work starts.
Complete the work, invoice on-site
When the job is done, your tech converts the signed estimate to a final invoice on their phone — one click. The customer gets the invoice with a Stripe pay link before the tech leaves.
Office sees it, customer pays it
The invoice appears in your company-wide dashboard in real time. Customer pays via Stripe. You get notified, the invoice marks Paid, and the full amount deposits to your account.
Related guides
Also useful for field service businesses
FAQ
Common questions about field service invoicing software
Can my technicians invoice from the job site?
Yes. KoPay works in any mobile browser — no app download required. Techs create and send invoices from their phone at the job site. Customers receive them with a pay link immediately.
Can I control what each team member can do?
Yes. KoPay has role-based permissions. Owners have full access. Admins can create and manage all documents. Viewers can see records without making changes. You set each person's level.
Can customers pay immediately after service?
Yes. The invoice includes a Stripe pay link the moment it's sent. Many field service businesses using KoPay collect payment the same day as service — before the tech is back in the office.
Does KoPay work for HVAC, plumbing, electrical businesses?
Yes. KoPay was built for field service businesses across all trade verticals. The estimate-to-invoice workflow, fee pass-through, and team permissions apply equally across any field service operation.
Can I see all outstanding invoices across my whole team?
Yes. Your dashboard shows all company invoices by status — draft, sent, paid, overdue. Office staff can view, track, and follow up without contacting individual technicians.
What does field service invoicing software cost?
KoPay is free during our beta. We built it specifically for field service businesses and update it based on real feedback. Sign up now and lock in early access before paid plans launch.
Get your office and your field team on one invoicing platform.
KoPay connects every part of your field service workflow — estimates, invoices, payments, fee pass-through, and customer records. Free during beta. Built in the USA.
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