Field work
Hours
- Work order received
- Technician dispatched
- Job completed
- Field notes closed
This clock stops when the job is done.
Industries. Commercial HVAC and refrigeration
The building is back to temperature by lunch. The invoice takes weeks.
HVAC and refrigeration contractors running commercial and industrial service operations need to manage heating, cooling, ventilation and refrigeration work end to end. Time-to-Invoice speeds up every step from job assigned to invoice sent.
Book a DemoThe pressure
Heat Up Your HVAC Service Operations.
HVAC businesses face constant pressure balancing emergency service calls, preventive maintenance schedules, technician availability and customer satisfaction every day.
When the call closes, the pressure moves to the back office. Readings, parts and agreement terms have to line up against the right unit at the right site before the invoice can go out, and nobody's timing that part of the job.
A team that answers a no-heat call the same day can take weeks to bill for it.
Invoicing
Still running
- Collect information
- Enter data
- Internal reviewPending
- Approval
- Invoice sent
This clock is still running.
Time-to-Invoice is the second clock, and it's the field service number almost nobody measures.
What changes
The invoice starts from the site record
01
Your technician arrives prepared
The job brief carries the site's equipment list and each unit's history, from the rooftop unit to the chiller, before the truck rolls.
02
The unit's record answers the question
Service records, manuals and past work orders stay tied to the equipment at the site, so a question about a unit gets answered from its own records, on the roof or at the desk.
03
Agreement terms get checked before the invoice goes out
Covered visits stay covered, contracted work bills on the agreement's terms, and the extra work your technician found on the roof gets billed instead of absorbed.
04
Invoices go out while the job is still fresh
Readings, hours, parts and close-out notes line up against the completed work order, so the invoice goes out days sooner.
The record
Billing starts from what your technician already wrote down
Your technician works the way they already work: notes at the unit, readings where they are taken, parts recorded as they are used. Time-to-Invoice reads that record and drafts what billing needs, in billing's language, before anyone opens a work order at a desk.
WO-4412
Rooftop unit 3, office tower
Agreement visit
Repair billable
From the field
RTU-3 no cool.
Contactor pitted, replaced.
Charge ok, coils cleaned.
Belt worn, next PM.
Invoice ready note
Invoice ready note
Complaint
Rooftop unit 3 was not cooling.
Cause
The compressor contactor was pitted.
Correction
Replaced the contactor, checked the charge and cleaned the coils. The blower belt is worn. Replace it at the next PM visit.
Invoice package
- Labor
- Parts: compressor contactor
- Readings recorded
- Agreement terms applied
- Push to ERPReady
The technician's notes as written in the field, and the invoice-ready note Time-to-Invoice drafts from them, in Complaint, Cause, Correction format.
What you service
Five kinds of mechanical service, the same gap in all of them
Commercial HVAC
SERVICE AGREEMENTS
Rooftop units, split systems, chillers and air handlers, much of it serviced under agreements with seasonal visits. The agreement decides what is covered, so the invoice has to know which visit it is billing for.
Refrigeration
PRODUCT ON THE LINE
Walk-ins, rack systems and process refrigeration, where a failure costs the customer product. The refrigerant handled on the job is part of the record, and part of what gets billed.
Mechanical
SERVICE AND PROJECTS
Mechanical contractors carry service work alongside project work, and the service side runs on a different billing rhythm. A completed call should become an invoice instead of a line on somebody's list.
Boilers
INSPECTION RECORDS
Boiler service produces readings and inspection notes on each visit. The same record that documents the visit becomes the basis for the invoice.
Air filtration
RECURRING VISITS
Filter changes and air quality service run on a schedule across many units and sites. Small, frequent jobs are easy to leave sitting, so each one needs to close out cleanly to be billed on time.
Key differentiators
Why We're Different.
What makes Time-to-Invoice the right fit for
HVAC and refrigeration
service operations?
15+
Built for equipment service
Years building for equipment service organizations, organized around the unit and its history.
1
One job, done well
It moves completed work to a sent invoice, and everything gets measured against that clock.
0
No migration project
It connects to the ERP and field service systems you already run.
100%
US-based support
Development to customer success, all in the United States.
Integrations
The invoice goes out of your own system.
Time-to-Invoice sits between the field service system your team dispatches from and the ERP your team bills from. Nothing gets replaced.
The field matching is yours
In the settings screen, not in an integration project. Your naming, your structure, your call on what maps to what.
Time-to-InvoiceYour system
Work orderJob
AppointmentVisit
TechnicianResource
Labor and partsLine items
AssetEquipment
Field names shown are illustrative. Yours are whatever you call them, and you set the match.
See the integrationsFrequently asked questions
How long should it take us to invoice a completed job?
There is no published benchmark for commercial HVAC specifically, and anyone who quotes you one is quoting a cross-industry figure. The closest defensible number is APQC's delivery-to-invoice median of 8 days across 1,335 organizations. The more useful exercise is finding the gap between your fastest jobs and your slowest ones, because that gap is the part you can close.
Most of our work is under service agreements. Does this still help?
Yes. Agreement work adds a step before billing, because somebody has to check what the agreement covers. Time-to-Invoice checks coverage against the agreement on file as the job closes, so covered visits, contracted work and billable extras are separated before billing sees them.
Will Time-to-Invoice work with the ERP we already run?
Yes. It works on top of ERPs and FSMs. Time-to-Invoice works with the records already in your system, so billing starts from the job your team already recorded.
How do you handle EPA 608 refrigerant tracking?
Service Pro FSM tracks refrigerant purchases, usage by technician and by job, and recovery quantities, which is the record EPA 608 reporting asks for. An audit becomes a lookup instead of a search.
How do we keep technicians' EPA certifications current?
Service Pro FSM holds each technician's EPA 608 credentials, Universal and Types I, II and III, tracks their expiration dates, and stops a technician being dispatched to work that needs a certification they don't hold.
Can this make our preventive maintenance contracts more profitable?
Service Pro FSM tracks labor hours, material costs and visit frequency against what each contract is priced at, so you can find the underpriced agreements and decide renewals from the numbers.
Do our technicians have to change how they close out a job?
No. They close out the job the way they do today. Time-to-Invoice reads their notes, hours and parts, drafts the note billing needs, and follows up with the technician on anything the invoice is still missing.
Is this the same thing as Service Pro FSM?
No. Service Pro FSM is the field service management system and it has its own pages. Time-to-Invoice is the layer that moves finished work to a sent invoice, and it works whether or not you're running FSM.
How do we know it's working?
Time-to-Invoice, measured before and after, on your own jobs. It's one number and you own the baseline.
The site is running again. The invoice should be moving too.
Your technicians already treat a down unit like it matters. Time-to-Invoice brings billing up to the same speed, getting the invoice out days sooner.
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