Residential HVAC Service
Fast invoicing for tune-ups, repairs, and diagnostic calls. Invoice from your phone at the job site, pass the card fee, and collect payment before you leave the driveway.
HVAC invoicing software built for the field
The invoice app built for HVAC technicians.
Send professional estimates from any job site, collect card payments online, and pass the processing fee to the customer — so every service call and install pays exactly what it's worth. HVAC billing software that keeps up with your schedule.
Pass card fees
Keep 100% of every invoice
Estimate → Invoice
One-click conversion
Get paid online
Stripe-powered pay links
The card fee problem for HVAC businesses
Card fees hit HVAC companies harder than most — because your jobs are high ticket.
A standard central air system install runs $5,000–$12,000. A furnace replacement is $3,000–$7,000. When a customer pays by card, you're looking at $145–$350 per job disappearing in processing fees before the money reaches you. And with most HVAC invoicing software, that cost just gets absorbed — quietly, repeatedly, every single job.
KoPay gives HVAC businesses a simple fix. KoPay automatically calculates the card processing fee and adds it to every invoice as a disclosed line item. The customer sees it before they pay. You collect your full amount — parts, labor, refrigerant, and all.
For HVAC technicians running multiple calls a day, this adds up fast. On $300,000 in annual billing with 65% paid by card, standard processing fees cost roughly $5,655 per year. With fee pass-through, that entire amount shifts to customers — transparently, legally, and with no extra work on your end.
KoPay also handles your full billing workflow: line-item estimates for installs and service agreements, digital customer signatures, one-click estimate-to-invoice conversion, and Stripe-powered online payment links. Everything an HVAC company needs from quote to cash — in one platform built for the field.
$145–$350
Lost per high-ticket install to card processing fees at standard rates
$5,655/yr
In fees absorbed by an HVAC company billing $300K/yr at 65% card payments
$0
Processing fees you absorb — KoPay's fee pass-through is built into every invoice
Who it's for
HVAC invoicing software for every type of HVAC business
Whether you're a solo technician running residential service calls or a multi-van operation managing commercial HVAC contracts, KoPay handles estimates, invoices, payments, and team access the same way across every HVAC business type.
HVAC Install Crews
Line-item estimates for full system replacements — equipment, labor, refrigerant, permits. Send for customer signature, convert to invoice on completion, collect online.
Commercial HVAC Companies
Handle larger project invoicing with detailed line items, tax calculations, and team access. Multiple office staff and field techs on one platform with proper role permissions.
Maintenance Contract Managers
Invoice for seasonal tune-up agreements and recurring service plans. Keep customer records with full job history so every call-back has context.
Multi-Tech HVAC Operations
Role-based access for dispatchers, office managers, and field technicians. Each person sees what they need. Office invoices; techs create estimates on site.
New HVAC Van Owners
Starting out solo? KoPay is free during beta. Professional invoicing, digital estimates, and online payments from day one — without paying for software you're still growing into.
The real math
What fee pass-through actually recovers for a 3-tech HVAC company
Let's use a concrete example. A 3-technician HVAC company billing $450,000 per year — a mix of service calls, seasonal tune-ups, and system installs. About 65% of jobs are paid by card. That's $292,500 in card transactions annually.
At standard Stripe rates (2.9% + $0.30 per transaction, average job value $600), that works out to approximately $8,758 in annual processing fees the business absorbs without fee pass-through.
With KoPay enabled, the fee is added to each customer's invoice total before payment. The business collects its full quoted amount every time. Over three years, that's $26,274 recovered. Over five years, more than $43,000 — enough to fund a new van payment or a major equipment upgrade.
The math is straightforward. HVAC is a high-ticket business where card fees compound quickly. KoPay fee pass-through is a one-time setup that changes what you take home on every single invoice from that point forward.
$450K
Annual billing (example 3-tech HVAC company)
65%
Paid by card = $292,500 in card transactions
$8,758/yr
In processing fees passed to customers instead of absorbed — with KoPay
Features
Everything an HVAC invoice app needs
Processing Fee Pass-Through
KoPay automatically calculates the card fee and adds it to every HVAC invoice as a transparent line item — accurately, on every job.
Line-Item Estimates
Build detailed quotes with separate line items for labor, equipment, refrigerant, permits, and taxes. Send for digital signature by email — customers sign from any device.
Estimate → Invoice Conversion
Once the install or repair is done, convert the signed estimate to a final invoice in one click. No retyping line items. The pay link goes to the customer immediately.
Stripe-Powered Pay Links
Every invoice includes a secure Stripe payment link. Customer clicks, pays by card, you get notified. No calls chasing payment. No checks to deposit.
Customer & Job History
Every invoice and estimate tied to a customer record. See the full job history on any call-back — equipment serviced, past quotes, last payment date, and notes.
Team Access & Permissions
Add techs, dispatchers, and office managers. Role-based access means everyone works in the same system — without access to things they shouldn't see or change.
How KoPay compares
KoPay vs other HVAC invoicing software
Enterprise HVAC platforms charge $500+ per month and are built for large franchises. Generic invoicing tools weren't built for field service at all. Here's how KoPay stacks up.
| Feature | KoPay | Jobber | Housecall Pro | ServiceTitan | QuickBooks |
|---|---|---|---|---|---|
| Processing fee pass-through | Yes | No | No | No | No |
| Estimate → Invoice (1-click) | Yes | Yes | Yes | Yes | Manual |
| Digital estimate signatures | Yes | Yes | Yes | Yes | No |
| Stripe-native payments | Yes | No | No | No | Add-on |
| Team permissions | Yes | Yes | Yes | Yes | Yes |
| Mobile-first, no app required | Yes | App required | App required | App required | App required |
| Free to start | Yes (beta) | $39+/mo | $65+/mo | $500+/mo | $30+/mo |
How it works
From quote to cash — three steps
Build your estimate
Add labor, parts, refrigerant, and taxes as line items. KoPay automatically includes the card fee in the customer total as a transparent line item. Send for digital signature from your phone.
Convert to invoice
Once the job is complete, convert the signed estimate to a final invoice in one click. No retyping. The customer gets a Stripe payment link in their inbox immediately.
Collect your full amount
Customer pays by card online. You get notified, the invoice marks as Paid, and your full quoted amount — including the recovered card fee — deposits to your account.
Also useful for HVAC companies
Related guides
FAQ
Common questions about HVAC invoicing software
Can I pass credit card fees to customers on HVAC invoices?
Yes. KoPay adds the processing fee as a transparent line item on every invoice. Customers see the charge before they pay — this keeps it disclosed, compliant, and clear. You absorb $0 in card fees.
Can I invoice for parts and labor separately?
Yes. KoPay supports full line-item invoicing. List labor hours, equipment costs, refrigerant, service fees, and taxes as individual line items with quantities and unit prices. Totals and fees calculate automatically.
Does HVAC invoice software work on iPhone and Android?
Yes. KoPay runs in any mobile browser — no app download required. Create estimates and invoices from any job site, send them by email, and check payment status from your truck.
Can I manage multiple HVAC technicians?
Yes. Add multiple team members with role-based permissions. Office staff handle invoicing and customer records; field techs create estimates and invoices on-site. Everyone works in the same system.
What does HVAC billing software cost?
KoPay is free during our beta period. Sign up, add your whole team, and lock in early access before paid plans launch. We give ample notice before anything changes.
How do I know when a customer pays their HVAC invoice?
You receive an email notification the moment a Stripe payment completes. Your dashboard updates the invoice to Paid automatically. No manual reconciliation, no checking bank deposits to match up invoices.
Stop losing margin on every card payment.
Join HVAC businesses already using KoPay to pass processing fees, send digital estimates, collect payment faster, and run a cleaner billing operation — built in the USA, free during beta.
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