How it works for HVAC companies
1
Tap the mic and say the service call, the customer and the prices. You can also type, or take a photo of a handwritten note.
2
Review the draft. Change any line, price, client or date. tracks-it PDF adds up the totals itself.
3
Send it by email with a pay link. Nothing goes out until you tap send.
Say something like
“Serviced two rooftop units for Lakeside Dental, three hours each at 120, filters 90, due in 7 days.”
Service calls are quick invoices, installs are bigger jobs with equipment costs. Use an estimate with a deposit for the equipment, then invoice the balance after the install. Photos of the unit can go on the invoice.
What HVAC companies get
Voice invoices
Say the service call, the customer and the prices. tracks-it PDF drafts the invoice and you check it before it goes out.
Estimates clients sign
Send an estimate by email. The client reviews it and signs online, and you turn it into an invoice with one tap.
Deposits
Ask for a deposit as a percentage or a fixed amount. It counts toward the balance.
A pay link
Clients pay by card, Apple Pay or Google Pay from the email. No account, no app.
PAID receipts
When an invoice is paid in full, the client gets a receipt with a PAID stamp.
What it costs
Starter is free: 5 documents every month, no card needed. A document is an invoice or estimate you send to someone else. Drafts, test sends to yourself and turning an estimate into an invoice do not count.
Growth is $49 a month for 100 documents and adds automatic reminders. Business is $99 a month for 1,000 documents. tracks-it PDF takes no fee on online payments on any plan. Stripe charges its own processing fees, and the money goes to your own Stripe account.
Cash, check, Zelle or wire? Mark the invoice paid yourself. No fee, and it still gets a PAID receipt.
Questions and answers
Can I take a deposit for equipment?
Yes. Add a deposit to an estimate or an invoice as a percentage or a fixed amount. The client sees a deposit option on the pay page, and what they paid counts toward the balance.
Can I quote an installation?
Say the job as an estimate. The client gets a page where they review it and accept with a signature. When the work is done, convert the estimate to an invoice. The conversion is free and the invoice is never counted as a second document.
Can I add photos of the unit or the work?
Yes. Attach up to six photos to an invoice or estimate. Location data is removed from every photo, and the photos show on the PDF and on the client’s page.
Can it chase overdue maintenance invoices?
Starter lets you send a reminder with one tap. Growth and Business can send automatic reminders for overdue invoices, up to three, a week apart.
How are taxes handled for equipment and labor?
You can switch tax on or off for each line. In the US you set your own sales tax rate and switch tax on or off for each line. In Canada you pick your province and the combined rate is filled in (rates change, so check yours). Elsewhere you name your tax, such as VAT or GST, and type the rate. tracks-it PDF does not give tax advice.