Invoices and Collections for HVAC and AC Businesses

Invoices are raised for installations, repairs and service contracts from the jobs already recorded. Payments are noted against them, and a list shows what each customer still owes.

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What goes on an invoice

Installation invoices

Units, piping, stand, cabling and labour come from the job. An advance can be billed first. The balance follows after handover.

Repair invoices

Parts, gas and labour from the job sheet are picked up as lines. A visit covered by contract or warranty is shown without a charge.

Contract invoices

A contract is billed in one amount or in instalments, as its terms say. Each instalment is tracked on its own due date.

Payment record

Cash, UPI, cheque and bank transfer are each entered on the invoice. A part payment leaves a balance on the outstanding list until the customer settles the rest.

Collections from commercial clients

Offices, restaurants and clinics often pay after a period. The outstanding list is grouped by customer and by age. A payment reminder can go over WhatsApp or email with the invoice attached.

GST and the accountant

Invoices carry GST in the layout your accountant uses. Rates and treatment for units, labour and service contracts are for your accountant to decide, and the accountant also reviews how advances are shown. Figures can be exported in a form suited to Tally, with the exact layout worked out at set-up.

What stays outside

The system does not file returns. It does not chase a customer on its own. Writing off a bad debt is not decided here either, and those choices remain with your accounts team.

FAQ

Frequently asked questions

Can one invoice cover several visits?

Yes. A commercial customer can be billed once for all visits in a month, with each visit listed as a line.

Can customers pay by UPI?

Yes. A UPI payment is posted against the invoice. Where your bank or gateway supports it, customers can also pay through a link or QR code.

How are cheques recorded?

A cheque is noted with its number and date, and marked as cleared or returned once the bank confirms.

Is credit for a returned unit supported?

Yes. A credit note can be raised against the original invoice, with the reason recorded for your accountant.

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