AI collections agent for commercial HVAC & refrigeration
Get paid by your commercial accounts.
Homeowners pay on the day. Property managers, restaurants and facilities teams pay on 30 days, once they have the PO number, the signed ticket and the right inbox. The AR Agent chases those invoices and fixes what is holding them up.
Coldline Foods
INV-3104 · 32 days overdue
$4,260
overdue
Missing POCustomer needs their PO on the invoiceAgent is resending it with the PO
Brightwater Clinic
INV-3121 · 21 days overdue
$1,850
overdue
PromisePayment promised FridayNext action: Check payment Monday
Harbor Street Market
INV-3088 · 47 days overdue
$2,940
overdue
Needs youSays the call-out was under contractAgent has asked you to confirm
Watch it work
From finished job to paid invoice.
You handle the repairs and servicing. The AR Agent follows up on unpaid invoices so you don’t have to.
Connect your tools
Pick your accounting system and the inbox you chase from.
Accounting
QuickBooks
Connect
Xero
ConnectInbox
Gmail
Connect
Outlook
ConnectHow much is chasing service invoices costing you?
Answer a few quick questions about your service and project invoices and see how much time and money The AR Agent could save your business.
Calculate my savings8 hours a week chasing, at $40 an hour
- Costs now
- $1,387/mo
- Time freed at 50%
- 17.3 hours/mo
An example, not a promise. Your report uses your own answers.
Real HVAC problems
What we hear from HVAC business owners.
From completed jobs to unpaid invoices, getting paid shouldn’t mean another day’s work.
Owner / Operator
I’m chasing invoices after finishing jobs.
“I’m already managing technicians, customers and jobs. I don’t have time to keep following up people who haven’t paid.”
Service / Operations Manager
One missing PO and payment gets stuck.
“Sometimes the work’s finished, but the invoice gets held up because something doesn’t match or the customer needs more paperwork.”
Admin / Bookkeeper
Chasing payments is another job on top of everything else.
“I’m already dealing with scheduling, paperwork and invoices. Then I’m also chasing customers to get paid.”
What customers write back
The reply is where the money gets stuck.
A reminder gets an answer, and the answer needs doing something about. This is what the agent does with the ones commercial HVAC accounts send most.
Accounts payable, Coldline Foods
“We can’t pay this without a PO number.”
What the agent does
- Asks whoever in your office has the PO
- Adds it to the invoice in QuickBooks
- Sends the corrected invoice back in the same thread
Site manager, Harbor Street Market
“Please send invoices to our AP inbox, not to me.”
What the agent does
- Updates the billing contact in QuickBooks
- Re-sends the invoice to the right address
- Chases there from now on
Facilities, Ridgeway Property Group
“It’s in this week’s payment run. Friday.”
What the agent does
- Records the promise and the date
- Checks the books on Friday
- If it hasn’t landed, follows up on Monday, in the same thread
Owner, Maple Lane Bistro
“The call-out was covered by our maintenance contract.”
What the agent does
- Stops chasing that invoice
- Asks you: credit the call-out, or keep chasing
- Writes the reply you choose, for you to approve
Invented companies. Every email the agent writes waits for your approval unless you switch on Autopilot.
How it works
Get set up in minutes.
Accounting
- QuickBooks
- Xero
AR inbox
- Gmail
- Outlook
The AR Agent1Connect your systems
Connect QuickBooks and your business email. The AR Agent securely reads your invoices and understands what’s outstanding.
- Coldline FoodsINV-3104
- Invoice 32 days unpaidMon
- Follow-up sentMon
- Reply: “Paying on the 30th”Tue
- Promise tracked, check on the 1stTue
2The agent gets to work
It follows up overdue invoices, handles replies, tracks payment promises and helps resolve issues holding up payment.
- Needs youINV-3088
Harbor Street Market says the compressor call-out was covered by their maintenance contract. How should I respond?
Chasing paused until you decide
Credit the call-outKeep chasing3You step in when needed
If something needs your decision, the agent asks you. Otherwise, it keeps following up.
Keep the field software you already use.
ServiceTitan, Housecall Pro and Jobber book the job and take payment on site, then send the invoice to QuickBooks Online. That is where The AR Agent picks up whatever is still owed on account. Nothing to switch, nothing to re-enter.
- ServiceTitan
- Housecall Pro
- Jobber
- QuickBooks Online
Want us to chase your unpaid invoices?
The AR Agent does the chasing and brings you in only when a decision is needed. Tell us about your invoices and we will show you how it would work for you.
FAQ
A few things you might want to know.
Will this work with QuickBooks?
Yes. The AR Agent connects to QuickBooks Online or Xero, and to your business email, and works the overdue invoices it finds there.
Do I have to switch from ServiceTitan, Housecall Pro or Jobber?
No. Keep booking, dispatching and taking payment in your field software. It sends invoices to QuickBooks Online, and The AR Agent chases the ones still unpaid from there.
Do I have to let it email customers automatically?
No. You can review and approve emails before they’re sent, or enable automatic follow-ups when you’re comfortable.
What if a customer disputes an invoice?
The agent flags anything that needs your attention rather than making decisions it shouldn’t.
Is this just another app I have to manage?
No. The idea is to take invoice chasing off your plate, not give you another job.