Estimates, deposits and invoices for HVAC companies, set up right

Send good-better-best replacement options as packages on one estimate and collect the deposit when the homeowner picks one. Square Invoices sends estimates and invoices by email, SMS or a shareable link and tracks what's paid, unpaid or overdue. Roots configures the templates, payment schedules and reminders around how you bill.
Talk to a home services company payments specialistAll hvac contractors solutions
Free 30-minute consultation. Review your setup, compare options and leave with clear next steps.

Payment solutions for hvac contractors

How each solution supports hvac contractors

See what each option adds to the way your business takes and tracks payments.

Square Point of Sale

For hvac contractors: Bring repair calls, installation deposits and service invoices into a point-of-sale workflow, with reporting organized around work orders, parts charges and job balances. Techs take payment on the spot with Tap to Pay or a Square Reader, and the sale lands on the customer's profile. Square Point of Sale is Square's POS app for taking payments in person, online or in the field. Roots sets up your items, services, taxes, permissions and devices so checkout is quick.
  • Choose the Square plan and hardware that fit your counter, trucks or bays
  • Import your catalog and customer list and set team permissions
  • Configure taxes, discounts, receipts and (if you use them) tips
Explore this solution

Square Invoices

For hvac contractors: Send itemized invoices for repair calls, installation deposits and service invoices and track deposits, due dates and outstanding balances. Send good-better-best replacement options as packages on one estimate and collect the deposit when the homeowner picks one. Square Invoices sends estimates and invoices by email, SMS or a shareable link and tracks what's paid, unpaid or overdue. Roots configures the templates, payment schedules and reminders around how you bill.
  • Build your service catalog, tax settings and branded invoice and estimate templates
  • Set up deposit and milestone schedules that match your contracts and any state limits you operate under
  • Connect Square to QuickBooks Online or Xero so paid invoices reconcile automatically

Square Appointments

For hvac contractors: Schedule site estimates and service appointments, collect appointment payments and keep staff calendars aligned. Let homeowners book tune-ups online with automatic reminders. Square Appointments gives customers a booking site and sends confirmations and reminders automatically. Roots maps your services, crews and policies into it.
  • Map services, durations, buffers and travel time into Square Appointments
  • Set deposit, prepayment and cancellation policies
  • Add booking to your website and Google Business Profile
Explore this solution

Square Marketing

For hvac contractors: Build opt-in campaigns for repair calls, installation deposits and service invoices, from new offerings to reminders for returning customers. Send spring AC and fall furnace tune-up reminders to past customers. Square Marketing sends email and text campaigns to customers in your Square Customer Directory.
  • Build seasonal and service-interval reminder campaigns
  • Segment customers by service history
  • Set up SMS opt-in at checkout and booking
Explore this solution

Square Payroll

For hvac contractors: Organize payroll for technicians and dispatchers, using staff and time records to prepare pay runs. Pay W-2 staff and 1099 help in the same system that tracks their hours. Square Payroll runs full-service payroll with automated tax filings, or contractor-only payments, connected to Square timecards.
  • Set up employees, 1099 subcontractors and pay schedules
  • Connect timecards from Square team management
  • Walk through labor-cost reports by job type
Explore this solution

Square Integrations

For hvac contractors: Connect Square transaction data with the tools used to manage work orders, parts charges and job balances, reducing repeated data entry. Connect Square to your field service software and accounting so nobody re-keys jobs or payments. The Square App Marketplace connects third-party apps to your Square account, from accounting to industry software.
  • Pick the apps that fit your workflow and connect them
  • Map items, taxes and payment types for clean accounting sync
  • Test and document the integration for your team
Explore this solution

Custom Development on Square

For hvac contractors: Build a Square-based payment workflow around repair calls, installation deposits and service invoices, with custom software for your operating process. Sync jobs and invoices between your field service software and Square. Roots builds custom apps and integrations on Square's public APIs. This is Roots' work, not a Square product.
  • Scope and build the integration between Square and your field service software
  • Two-way sync of jobs, invoices and customers
  • Dashboards and automations Square doesn't offer natively
Explore this solution

Recurring Billing

For hvac contractors: Schedule and manage payments for maintenance plans and recurring service visits, including renewals and customer account balances. Bill maintenance agreements monthly or yearly by card or ACH. Recurring billing charges a saved card or bank account on a schedule, with retries when a payment fails.
  • Design plan structures and billing dates
  • Set up clear authorization and cancellation terms
  • Import existing autopay customers where permitted
Explore this solution

Consumer Financing

For hvac contractors: Present financing options for repair calls, installation deposits and service invoices alongside the purchase or service estimate. Roots connects your business with buy-now-pay-later options for customer purchases.
  • Discuss your business goals on a free consultation
  • Coordinate your provider introduction and setup
Explore this solution

Credit Card Surcharging

For hvac contractors: Plan credit-card surcharge disclosures for repair calls, installation deposits and service invoices, keeping eligible card payments distinct at checkout. Offset card costs on replacement jobs where surcharging is allowed. A surcharge adds a disclosed fee to credit card payments only. Visa caps it at 3% or your cost of acceptance, whichever is lower, and some states ban or cap it.
  • Check your states and card mix before you start
  • Configure terminals, invoices and receipts
  • Provide compliant signage and invoice language
Explore this solution

Text to Pay

For hvac contractors: Send a payment request for repair calls, installation deposits and service invoices by text so customers can pay against a specific order or invoice. When the customer isn't standing in front of you, a text link gets HVAC companies paid faster than a phone call. Text-to-pay sends a secure payment link by SMS so the customer pays from their phone instead of reading a card number over the phone.
  • Set up message templates and consent
  • Connect links to your invoices or field service software
  • Report on paid and unpaid requests
Explore this solution

Merchant Account

For hvac contractors: Arrange a processing account for repair calls, installation deposits and service invoices, with checkout methods matched to how customers pay. Typical tickets for HVAC companies run $150 service calls to $20,000 system replacements, and a merchant account's limits and pricing can be set for that range. A dedicated merchant account gives you custom pricing and processing limits set during underwriting. Roots uses it when Square isn't the right fit.
  • Statement review and a pricing quote
  • Underwriting and application support
  • A named support contact after go-live
Explore this solution

Square Invoices questions

Questions home services company owners ask about getting paid in the field.
Square Invoices lets customers receive and pay invoices. Roots helps configure invoice templates, payment collection and reconciliation.
We review deposits, payment schedules and customer reminders, then configure the invoice workflow around how you bill.
Bring your invoice templates, deposit rules and payment schedule. Roots uses these details to plan the workflow for hvac contractors and prepare a clear setup scope.
See Square’s official pages for current software, hardware and processing prices. Request a quote for your Roots setup or custom project. Consultations and payment reviews are free.

Ready to talk it through?

Book a free 30-minute review. We’ll map your setup, explain the options and work through clear next steps.
Talk to a home services company payments specialistAll hvac contractors solutions