HVACBossPro Blog — Billing & Payments

Billing HVAC Customers in Canada, Australia, New Zealand and the UK

Heating and air companies outside the United States face the same billing problems as everyone else: paper invoices, late payments, landlords with many addresses. They also have to bill in their own currency, follow their own tax rules and write invoices their customers recognize. This guide covers how HVACBossPro handles billing in those countries and what to settle locally.

Where HVACBossPro Works

Dividing billing work, the subject of Who Handles Billing: Office Roles in a Small HVAC Company, is the same anywhere. What changes from country to country is the currency, the tax and some of the vocabulary.

HVACBossPro works in the US, Canada, Australia, New Zealand and the UK, and bills customers in their own currency. A company in Ontario bills in Canadian dollars. A company in Queensland bills in Australian dollars. A company in Auckland bills in New Zealand dollars. A company in Manchester bills in pounds. The customer sees their own currency on the invoice, in the customer app and when the card on file is charged.

Everything Else Works the Same

Outside the US, the billing tools are the same ones described throughout this series:

• Invoices built from your own service list, with line items customers understand.
• Tax added to invoices.
• Card on file, charged when the tech taps Complete or on a schedule.
• Online payment and card updates in the customer app.
• Past-due follow-up by email.
• Monthly statements for property managers and businesses, with every address labeled.

The equipment record on every address, the maintenance plans that come due on the Waiting List, the dispatch board and the tech app all work the same way.

Tax Is Local

Each country handles tax on HVAC work differently, and in Canada it also varies by province. Names differ too: sales tax, GST, HST, VAT. The approach from Sales Tax on HVAC Invoices: Parts, Labor and Asking the Right Questions applies everywhere: ask a local accountant which parts of your work are taxable, at what rate, and what has to appear on the invoice. Then set up your billing to match.

HVACBossPro adds tax to invoices, but it does not decide what is taxable in your country or province. That decision belongs to you and your accountant.

Write Invoices in Local Language

Your service list is your own, so name items the way your customers talk. A few examples:

• In the UK and New Zealand, “boiler service” may be a bigger line than “furnace tune-up.”
• In Australia and New Zealand, “split system service” is a common line for mini-split work.
• In Canada, furnace and heat pump work will dominate the winter invoices.

System types in the equipment record include Central AC + Furnace, Heat Pump, AC only, Furnace only, Mini-Split, Boiler and Package Unit, which cover most residential and light commercial systems in these countries. Refrigerant per pound can be named however your market measures it.

Texting Versus Email

One difference matters for billing follow-up. HVACBossPro's two-way texting and automated text alerts are available in the US and Canada. In Australia, New Zealand and the UK, plan your billing communication around email and the customer app: invoices in the app, online payment, card updates, and past-due reminders by email.

That makes the card on file even more valuable outside North America. When the tech taps Complete and the card is charged, there is nothing to follow up on at all.

For Canadian companies, texting works as described elsewhere in this series, including declined-card texts and past-due reminders.

Getting Started Outside the US

1. Set up your company with your country and currency.
2. Talk to your accountant about tax, then set up your billing to match.
3. Build your service list in your customers' vocabulary.
4. Import customers by CSV; addresses are placed on the map automatically.
5. Capture cards on file through the website sign-up form and the customer app.

From there, billing runs the same way: the tech taps Complete, the invoice is created in your currency, and the card is charged or the invoice waits in the customer app. The complete picture is in HVAC Invoicing Software: The Complete Guide to Billing Heating and Air Jobs.

Same Tools, Local Currency

Heating and air companies in Canada, Australia, New Zealand and the UK get the same invoicing, card on file, customer app and monthly statements as US companies, billed in their own currency. Settle tax with a local accountant and name your services the way your customers do. For every billing feature and guide, visit the HVACBossPro HVAC invoicing software page.