Collections for HVAC contractors
Connect QuickBooks once. We call the homeowners and property managers who owe you, three days after the invoice goes past due.
HVAC cash is lumpy. A spring heat-pump install pays the techs who did the job in May, the parts supplier in June, and the truck-insurance renewal in July. When a homeowner sits on a large install invoice for fifty days, the shop carries the payroll and the financing cost without the revenue. Most HVAC owners only find out about an overdue invoice when the bookkeeper runs the aging report at month-end, which is usually two weeks after the clock started running. That visibility gap is the real problem, and it does not go away by adding another email reminder template.
You dispatch, you sell, and you still turn a wrench on the hard calls. The aging report is the last thing touched on Friday, if at all. By the time you look at a sixty-day-old invoice, you have already mentally written it down, and the homeowner feels forgotten enough that a letter now feels aggressive. A polite phone call a few days after the due date would have fixed it weeks ago.
Your techs close tickets in the field. Syntharraing the balance after a warranty-adjacent install, or after a credit-card decline, is somebody else's problem. That somebody is usually the owner's spouse, working on a spreadsheet in the evenings. The aging report drifts every week the shop gets busier. Growth compounds the backlog.
You send PDF invoices to a property manager's generic accounts-payable inbox and then wait. You do not know whether the email was seen, forwarded, stuck in spam, or simply routed to a person who is on vacation. A polite voice call to the right extension gets a yes-or-no answer inside a day and unsticks the receivable without needing a new escalation process.
A 62-second sample: the voice agent reaching a homeowner about a past-due service invoice, confirming the outstanding balance, and texting the pay link before hanging up.
We reuse a small set of short, generic voice samples to demonstrate tone and cadence. The production voice agent references your specific invoice numbers and customer names at call time \u2014 not the content you hear here.
The most common pushback from HVAC owners is: my customers will hate being called by a robot. In practice, homeowners who are sitting on a fifty-day-old invoice are not thinking about your brand — they are thinking about the last time anybody actually followed up on anything. The agent identifies itself as an AI assistant at the start of the call, keeps the tone polite and short, and hands off to a human callback the moment the conversation drifts off-script. The alternative is what you are doing today: letting the invoice drift for another two weeks while your office works on higher-priority work, then writing a stiff letter at day 120. A prompt, polite call inside the first week past due is more respectful to the customer than radio silence followed by a collection-agency letter. The shops that adopt Syntharra do not lose referrals. They just stop forgetting about the money they are already owed.
One OAuth handshake takes under a minute. We read invoice status, customer contact info, and due dates. No write access to your books, no modifications to your chart of accounts, no surprises in your audit trail.
Stripe Connect handles every payment. Recovered funds flow to your own Stripe account, not to Syntharra. You see every transaction in the Stripe dashboard you already use, and payouts follow your existing schedule.
Invoices marked paid, voided, or credited are skipped automatically. Anything three or more days past due with a valid phone number on file enters the call queue, respecting the customer's local time zone and the weekend exclusion.
Compliance-safe window, deterministic opening disclosure, then a polite ask for payment. The agent can take a card directly on the call, send a pay link by SMS, or schedule a callback inside the three-attempt cap.
A daily summary shows what got paid, what got promised, what got disputed, and what needs a human. The 10% success fee applies only to collected balances, and the summary is the single source of truth you need each morning.
Yes. Calls only run 9 AM to 8 PM in the debtor's local time zone, never on weekends. We enforce a hard cap of three attempts per invoice with a minimum of three days between attempts, and global opt-outs are honored instantly across every customer on every shop. The agent also identifies itself as AI at the start of every call, with a call-recording notice baked into the opening. Full compliance detail lives at /compliance.
The agent does not argue or re-sell. If the homeowner pushes back on scope, warranty, or a prior verbal agreement, the call ends immediately, a dispute flag goes on the invoice inside your dashboard, and the file routes back to your office for a human to pick up. We do not collect on contested balances, and the agent never repeats the disputed claim. This is a compliance floor, not a nice-to-have.
No. It replaces the seven voicemails and three ignored emails that happen before somebody actually picks up a phone. Your office still handles real disputes, refunds, warranty claims, long payment plans, and the handful of customers who have a personal relationship with you. Syntharra is the layer that catches the large silent majority of past-dues that are simply forgotten, so your staff can work on the judgment calls.
If the invoice is marked paid in QuickBooks — whether the customer paid cash, financed through a partner, or ran it on a card — it never enters the queue. The trigger is strictly: unpaid, past the QBO-recorded due date, by three or more days. Financing partners that post the payoff directly into QuickBooks mean you never see a financed install in the call queue. If you ever do, it is a data-entry issue, not a Syntharra behavior.
Yes. The voice agent introduces itself with your company name, references the specific invoice number, and identifies itself as an AI assistant at the start of the call. Your customers hear your brand; they do not hear Syntharra. The call-recording notice fires automatically and is part of the scripted opener, not something the LLM has to remember to say.
Those are the best candidates for Syntharra. A one-off spring tune-up that goes unpaid has no ongoing relationship to preserve, and the customer is not expecting a follow-up visit. Calling them promptly raises recovery without any awkwardness for your techs on return visits. For these accounts, the agent is often the only follow-up that will ever happen before the invoice gets written off.
For full detail on TCPA and FDCPA compliance, see the compliance page.
No monthly charge. We earn when you recover. Pricing detail.
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