Gamut
Invoice & AR ChaseHVAC / Plumbing / Electrical

HVAC, Plumbing & Electrical Invoice & AR Chase Agent

Chase every overdue invoice in your own voice and get paid faster, without hiring an AR clerk.

Updated

Connects with

ServiceTitanServiceTitanFieldEdgeFieldEdgeGmailGmailOutlookOutlookTwilioTwilioQuickBooksQuickBooks
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The problem it solves

Open invoices pile up while the owner or office manager spends evenings hunting down who hasn't paid, and the oldest balances quietly turn into write-offs. This agent watches every open invoice against a 30/60/90/120-day aging ladder and drafts the right follow-up at the right time, so collections stop slipping and cash comes in on a predictable schedule.

Who it's for

  • HVAC contractors running residential service, commercial maintenance, or new installs
  • Plumbing contractors with residential and commercial accounts
  • Electrical contractors serving residential, commercial, and industrial clients
  • Multi-trade contractors using ServiceTitan or FieldEdge
  • Office managers or owners handling AR without a dedicated collections person

What it does

  1. 1

    Pull open invoices daily

    Each day the agent pulls all unpaid invoices and customer records from ServiceTitan or FieldEdge.

  2. 2

    Sort by aging tier

    Every invoice is classified into current, 30-60, 60-90, 90-120, and 120+ days past due, with a daily AR snapshot showing count and dollar value per tier.

  3. 3

    Draft follow-ups in your voice

    It writes tiered messages calibrated to how overdue each invoice is, from friendly reminders to firm final notices, all matching your tone and signed by the business.

  4. 4

    Hold every message for approval

    All drafts are presented with the invoice number, customer, tier, and amount so you can approve, edit, or skip each one before anything goes out.

  5. 5

    Separate commercial from residential

    Commercial accounts are routed to the AP contact with PO and invoice references and net terms, while residential accounts get a warmer, simpler format.

  6. 6

    Log every touch and response

    It records each outreach attempt, customer reply, and payment promise against the invoice, and flags accounts that have promised payment twice without paying.

  7. 7

    Escalate aging balances

    Invoices crossing 90 days are surfaced to the owner with full history and a recommended action: collections referral, lien notice, service hold, or write-off.

  8. 8

    Send a weekly cash digest

    Each week it delivers open AR by tier, week-over-week change, invoices collected, accounts needing attention, and the top open balances.

Key benefits

  • Collect on overdue invoices faster with consistent, tiered follow-up instead of ad hoc reminders
  • Free up owner and office hours that currently go to manually tracking down payments
  • Keep follow-ups sounding like your business, not a collections agency
  • Catch aging balances before they become write-offs with automatic 90-day escalation
  • Always know the full payment and outreach history for any account
  • See cash position and AR health at a glance every week

Sample use cases

A residential service customer is 45 days past due on a furnace repair invoice.

The agent drafts a warm, direct reminder in the owner's voice that references the job and offers a payment link, then holds it for approval before it goes out.

A commercial property manager owes on three invoices tied to different POs.

The agent drafts a formal message to the AP contact listing each PO, invoice number, and job address with net terms referenced, and flags the account as commercial in the snapshot.

An invoice crosses 120 days with two broken payment promises.

The agent escalates it to the owner with the full outreach log and a recommended next step of collections referral or lien notice, awaiting an explicit decision.

The office wants a Monday-morning read on cash.

The agent delivers a one-screen digest showing open AR by tier, what was collected last week, and the top five balances and 90+ day invoices needing attention.

Key integrations

  • ServiceTitan

    Primary field service platform; source for open invoices, customer records, job data, and contact information

  • FieldEdge

    Alternative field service platform for the same invoice and customer data pull

  • Email / SMS

    Outreach channels for customer follow-ups, via ServiceTitan/FieldEdge messaging or your preferred tool

  • QuickBooks

    Optional accounting system used to cross-reference payment status

Most trade contractors don't have a cash problem because the work isn't getting done. They have a cash problem because invoices go out and then no one consistently follows up on the ones that age past due. This agent closes that gap by treating collections as a daily routine rather than a scramble at month-end.

Because it works off your existing ServiceTitan or FieldEdge data and signs messages in your voice, the follow-up reads like it came from your office, not a third party. You stay in control of every send, while the agent handles the tracking, drafting, logging, and weekly reporting that usually eats up owner and office time.

Getting started

  1. Import the workspace — Bring this agent into Gamut using the workspace import flow.
  2. Run agent onboarding — The onboarding skill walks you through connecting ServiceTitan or FieldEdge, setting your aging thresholds, and calibrating tone for residential versus commercial accounts.
  3. Give it a first task — Ask it to pull today's open invoices and show what's overdue by tier, then have it draft follow-ups for one tier to see the messages in your voice.

Frequently asked questions

Does the agent send messages to customers on its own?

No. It drafts every follow-up and presents it for your approval with the invoice, customer, tier, and amount. Nothing is sent to a customer until you approve it.

Which systems does this HVAC invoicing software work with?

It connects to ServiceTitan or FieldEdge as the system of record for open invoices and customer data, and can use email or SMS for outreach. It can also cross-reference an accounting system like QuickBooks for payment status.

How is this different from doing AR manually or with generic invoicing software for HVAC?

Generic HVAC invoicing handles creating and sending invoices; this agent focuses on the chase after they're issued. It tracks aging automatically, drafts tier-appropriate messages in your voice, logs every response, and escalates the oldest balances, so follow-up stays consistent without the owner doing it by hand.

Can it handle commercial accounts differently from residential?

Yes. Commercial outreach is addressed to the AP contact in a formal, invoice-reference-heavy format with PO numbers, invoice numbers, job addresses, and net terms, while residential accounts get a warmer, simpler message. You flag which accounts are commercial during onboarding.

What happens when an invoice is very overdue?

Invoices crossing 90 days are escalated to the owner or designated contact with the full outreach history and a recommended next action: collections referral, lien notice, service hold, or write-off. The agent won't let those balances sit without an explicit decision.

How much does it cost?

The template itself is free to import from the Gamut marketplace. You run it in your own Gamut workspace and connect your existing ServiceTitan or FieldEdge account, so there's no separate HVAC invoicing app to buy.