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The Back Office for HVAC, Plumbing & Electrical Pros
Service work runs on interruptions. You're elbow-deep in a condenser when the phone buzzes: a no-heat call, a burst pipe, a panel that's tripping again. The jobs get handled — that's the trade — but the office work those jobs generate piles up in the van: invoices to write "tonight," an $8,000 replacement quote the homeowner went quiet on, supply-house receipts on the dash, and a maintenance agreement you're pretty sure was supposed to renew in March.
Ava Ledger is the dispatcher-bookkeeper-office-manager riding shotgun. Invoices go out from the driveway and get paid by card on the spot. Agreements bill themselves on schedule. Estimates get followed up automatically. Parts, permits, and van costs land in the right tax bucket the day you spend them. The van stays a workshop instead of a filing cabinet.
Get paid at the door, not net-never
"Invoice the Hendersons $385 for the capacitor and service call" — said into your phone, done before you've backed out. Card payment is attached, money goes to your bank, and the receipt is in their inbox. For bigger installs, deposits fund the equipment order and progress payments keep cash ahead of costs. Anything overdue gets Ava's courteous chase, not your after-dinner phone call.
Maintenance agreements: recurring revenue that actually recurs
Tune-up agreements are the steadiest money in the trades — when someone remembers to bill them and book the visits. Ava does both: recurring billing runs on schedule, and both you and the customer get reminded when the spring AC check or fall furnace service comes due. Renewals stop slipping through the cracks in busy season.
Estimates that close instead of expire
Homeowners sit on big quotes; it's what they do. Ava keeps every open estimate on a follow-up cadence with drafted, non-pushy check-ins — and when a new service request hits your inbox, it's flagged and scored so the emergency (and the revenue) goes to you, not the next name on the search results.
Know your real margin per job
The invoice said $1,200; the compressor, the two supply runs, and the permit said otherwise. Ava tracks parts and materials against your spending, logs service-call miles by GPS at the current IRS rate, and categorizes licensing, insurance, and tooling for taxes — so you see actual profit, and your CPA gets clean books with one-click read-only access. Shops with multiple techs should see the small business page; general remodel work fits the contractors page. Every tool here is in one flat plan.
You fix the systems. Ava fixes the paperwork.
7 days free. $69/month for your first 3 months, then $99/month — everything included.
Get Started FreeWorks from the van. Cancel anytime in one click.
Frequently asked questions
Can I invoice before I leave the customer's driveway?
Yes. Tell Ava the customer and amount from your phone, and the invoice is sent with card payment attached — often paid before the van door closes. Money goes straight to your bank.
Can Ava run my maintenance agreements?
Yes. Seasonal tune-up agreements bill on recurring schedules automatically, and Ava reminds both you and the customer when the spring or fall service visit comes due.
How do I keep track of parts and materials per job?
Log parts and supply-house runs as you buy them; Ava files each into a tax category and against your records, so you can see real margin per job — labor minus the compressor, not just the invoice total.
What about licensing, permits, and van costs?
License renewals, permit fees, insurance, tools, and the business use of your van (including GPS-logged service-call miles) are all tracked into proper deduction categories year-round.
Do estimates get followed up automatically?
Yes. Every open estimate sits on a follow-up schedule with drafted check-ins, so the $8,000 system replacement quote doesn't die in a homeowner's inbox.