Software for HVAC contractors
Bill maintenance agreements on schedule, take a deposit before a changeout and keep every unit's warranty on the customer record.
Maintenance agreements
Service plans that invoice themselves
A plan is two visits a year, every year. Set the billing schedule once and each invoice goes out on its date, whether the spring tune up is booked yet or not.
Monthly or once a year
Charge $19 a month or $199 up front. Holded issues the invoice on the date you set and files it under that customer.
Catch the plans that lapse
Reminders go out on unpaid plan invoices, so a $199 renewal does not quietly expire right before the summer callouts start.
System changeouts
Get the deposit in before the equipment ships
A 4 ton heat pump changeout is $14,000 you fund before the crew arrives. Quote it, collect part of it up front, invoice the balance at startup.
Quote, deposit, balance
Turn the changeout quote into a 50% deposit invoice to order the condenser and air handler, then bill the rest the day you commission the system.
What the changeout actually made
Log equipment cost, the permit and every tech hour against the job, then set that total next to what you invoiced.
Equipment and renewals
Every unit you installed, on the customer record
Model, serial number, install date and the day the parts warranty runs out. Your tech calls from the attic and you answer without opening a file cabinet.
Warranty dates on hand
Keep install date and warranty end in custom fields on the contact, so you know before the visit whether a compressor is covered or billable.
Work renewals before August
Tag customers by renewal month and pull that list in May, while your techs still have open days and the phone is quiet.
Built for the way you already work
Free tools and plain definitions for the numbers and paperwork this trade runs on.
Free calculators
Terms worth knowing
Frequently asked questions
Set the billing schedule once and Holded issues each plan invoice on its date. A plan billed at $19 a month or $199 a year goes out on its own, whether the spring tune up is booked yet or not. Unpaid plan invoices get automatic reminders, so a renewal does not lapse the week before the first heat wave.
Yes. Turn the accepted quote into a deposit invoice for part of the total, send it with a payment link, and bill the balance on startup day. Both invoices sit on the same job, so you can see what the customer has paid and what is still open while the condenser is on order.
On the customer record. Custom fields on the contact hold model, serial number, install date and the day the parts warranty ends. When a tech calls from the attic, you open the contact and tell him whether that compressor is covered or billable, without digging through a file cabinet.
Log the equipment cost, the permit and every tech hour against that job, then read the total next to what you invoiced. Holded shows cost and revenue per job, so a $14,000 changeout that ran two days long shows its real margin. After a few installs you know what to quote in July.
It covers the office side: quotes, invoices, payments, expenses, jobs, contacts and accounting. It is not dispatch, routing or GPS, so your techs keep whatever gets them to the call. The trial runs 14 days and asks for no credit card, which is enough to put a week of real jobs through it.