For HVAC office managers
You run the shop. Stop re-keying it.
Turns completed work orders into invoices, keeps the field app and QuickBooks in sync, and works the aging report. Mission diagnoses the operating constraint before prescribing the build.
Your day
You’re the operational brain. The swivel-chair work isn’t.
Deciding which 60-day customer gets a friendly nudge versus a hard call, catching that an install lost money before the owner bids the next one like it, spotting a vendor double-bill, managing cash so payroll and the parts house both clear — that’s why the shop stays solvent. Re-keying tickets and matching receipts is what eats the week.
- The judgment
- Deciding who to chase and how hard, catching the job that lost money, spotting the double-bill, managing cash so payroll and the truck payment clear, and knowing the customer’s history when they call upset — the calls only you can make.
- The admin tax
- Re-keying work orders into invoices, coding and entering vendor bills, matching unlabeled receipts to jobs, reconciling timesheets line by line, copying data between the field app and QuickBooks, filling out warranty claim forms, and sending the same past-due email for the fifth time.
What it costs
Invoices go out late, payroll stalls, and warranty windows close.
On a one-person back office, most of the week goes to the tax instead of the work. Every day an invoice waits is a day the shop isn’t paid, payroll can’t close until the timesheets are tracked down, and the warranty claims sit in a corner until the 30-day clock runs out and the shop eats the part.
The week gets swallowed by rekeying
A bookkeeper/office-manager seat skews admin-heavy — roughly two-thirds of the week is re-keying, coding, matching, reconciling, and chasing, leaving only a sliver for the judgment that keeps the shop solvent.
One unpaid install strains the payroll
On a two-truck shop, one unpaid install around $7,800 can stress payroll; with no collections cadence, aging receivables silently kill cash flow while you are heads-down on everything else.
Miss the claim and eat the part
Manufacturer claims must be submitted within 30 days of the invoice date; credits land 30–90 days later. Miss the window and a covered part becomes pure expense.
Directional patterns from the trade and from operator interviews — not Mission results. Your numbers get established in the assessment.
Where the constraint often shows up
It gathers, matches, and drafts. You approve and decide.
You set the rules once. Mission’s agent lives inside the tools you already use — the field-service app, QuickBooks, email and SMS — doing the gathering, matching, re-keying, and chasing, and surfacing only what needs a human.
- Drafts invoices from completed work orders
Pulls each job marked complete, assembles parts, hours, and prices into a ready invoice, and texts the tech for the gaps on incomplete tickets — so every completed job becomes an invoice the next morning instead of waiting on a chase. You review and send.
- Keeps the field app and QuickBooks in sync
Pushes customers, invoices, and payments across both systems so nothing is entered twice, and stops the swivel-chair re-keying every job in both directions. You spot-check only the exceptions it flags.
- Pre-reconciles timesheets for payroll
Matches each tech’s hours across the dispatch board and job tickets, attaches the cost codes so labor lands on the right job, and surfaces only the mismatches — so payroll closes on time without you tracking down a single timesheet. You approve.
- Runs dunning and assembles warranty packets
Sends tiered, polite past-due reminders off the aging report and surfaces the accounts that need a real call, and assembles equipment ID, install dates, and tech findings into the manufacturer form before the 30-day clock runs. You make the collections call and sign off.
The result
Every job invoiced by morning. Nobody slips past 30 days without you knowing.
When the drafting, syncing, and chasing run on their own, invoices stop waiting on incomplete tickets, payroll closes without a timesheet hunt, and no receivable or warranty deadline drifts past the line while you’re buried in everything else.
You’re entering the same job into two systems.
- Half the tickets are incomplete, so invoices wait on a tech you have to chase.
- You can’t close payroll until you track down half the timesheets.
- Warranty claims pile up until the 30-day window quietly closes.
You review the exceptions and make the money calls.
- Completed jobs arrive drafted as invoices; only the gaps come to you.
- Timesheets are pre-matched and coded, so payroll closes on schedule.
- Warranty packets and past-due reminders are assembled before the deadline.
Safe by default
It drafts and proposes. It never sends over your call.
A wrong collections email to a good customer or a miscoded job is expensive. Mission is built so the agent does the gathering, matching, re-keying, and chasing — and every money decision, the customer relationship, and the final approval stay with you, with each action under your sign-off.
- Connected
- Works inside the tools you already run on — email, calendars, sheets, your CRM, your portals.
- Approved
- Anything risky or off-mission is held for your sign-off before it touches data or goes out the door.
- On mission
- You set the assignment once. The work stays on it for days and weeks without drifting.
- Observable
- You always have a clear view of what ran, what changed, and what needs a call — no transcript spelunking.
Keep the judgment. Lose the re-keying.
Tell us what eats your week — the incomplete tickets, the double entry, the warranty claims — and we’ll show you the work Mission would carry.
Not ready to talk? Map one workflow yourself — free, no sign-up, and the first three steps put a dollar figure on it.