Turn overdue invoices
into collected cash
CashPilot connects to QuickBooks, finds your overdue invoices, and sends professional follow-up emails on your behalf.
Connect QuickBooksLink QuickBooks in one click
Secure, read-only connection. We see invoices, nothing else. Takes 60 seconds.
See exactly what you're owed
Every overdue invoice, ranked by how likely you are to collect. No surprises.
Start collecting on autopilot
Professional reminder emails go out automatically. You focus on jobs, we chase payments.
See what your customers receive →Common questions
How does CashPilot recover overdue invoices?
CashPilot connects to your QuickBooks account with read-only access, identifies all overdue invoices, and sends a professional 5-step automated email sequence to your customers, from polite reminders to firm notices and payment plan offers.
Is CashPilot a collection agency?
No. CashPilot is not a collection agency. Emails are sent from your business name and email address. It is a professional, relationship-preserving approach to recovering the money you are owed.
How much do HVAC businesses lose to overdue invoices?
The average HVAC business loses $47,000 per year to overdue invoices. CashPilot users have recovered over $2.4 million in total by automating their follow-up process.
Does CashPilot work with QuickBooks Online?
Yes. CashPilot integrates directly with QuickBooks Online. Simply authorize read-only access and your overdue invoices are synced automatically. Setup takes about 60 seconds.
Is my QuickBooks data safe with CashPilot?
Absolutely. CashPilot uses 256-bit encryption and requests only read-only access to your QuickBooks data. We never modify your books or store sensitive financial credentials.
Simple pricing
Pay only when you get paid. No credit card required to start.
$99/month minimum
Best for most HVAC businesses
Unlimited invoices
Best for high-volume recovery
How CashPilot recovers your overdue invoices
Every HVAC business deals with overdue invoices. Whether you run emergency AC repairs in the middle of July or install commercial heating systems under long-term contracts, the pattern is the same: you finish the work, send the invoice, and then wait. Days turn into weeks. Weeks turn into months. Meanwhile, your technicians still need to get paid, your parts suppliers still send their own invoices, and your cash flow suffers.
CashPilot was built specifically for this problem. Here is exactly how HVAC invoice recovery works when you connect your QuickBooks account:
Step 1: Connect QuickBooks (60 seconds)
CashPilot establishes a secure, read-only connection to your QuickBooks Online account using OAuth 2.0 and 256-bit encryption. We pull your invoice data, customer names, and email addresses. We never modify your books, access your banking information, or store your QuickBooks credentials. The entire setup takes about a minute.
Step 2: Identify overdue invoices automatically
Once connected, CashPilot scans your accounts receivable and flags every invoice that is past its due date. The dashboard shows you the total amount stuck in overdue invoices, how many customers owe you money, and how long each invoice has been outstanding. For HVAC contractors juggling seasonal work, emergency service calls, and commercial maintenance contracts, this visibility alone is often eye-opening. Many contractors discover they have tens of thousands of dollars sitting in unpaid invoices they stopped tracking.
Step 3: Automated 5-step email sequence
CashPilot sends a professionally written series of reminder emails to each customer with an overdue invoice. The sequence starts with a friendly nudge and gradually escalates through firmer reminders, an urgent notice, and finally a payment plan offer. Each email is sent from your business name and email address, so your customers see it as a professional communication from you, not from an outside collector.
Step 4: Track progress in real time
Your CashPilot dashboard updates in real time as customers open emails and make payments. You can see which invoices are in each step of the recovery sequence, which customers have been contacted, and how much cash has been collected. You can pause recovery for specific customers if needed, such as when a customer is in the middle of negotiating a maintenance contract renewal or has a legitimate dispute about a repair job.
Step 5: Collect payments and improve cash flow
As payments come in, CashPilot tracks your overall collection rate and total recovered amount. For HVAC businesses dealing with the natural cash flow challenges of seasonal demand, having a reliable system to recover accounts receivable means fewer slow periods, less reliance on credit lines, and more predictable revenue throughout the year. CashPilot users typically see their first recovered payments within the first week of connecting their QuickBooks account.
The cost of waiting on overdue HVAC invoices
The data on invoice aging is stark: you collect roughly 95% of invoices within the first 30 days past due. Between 31 and 60 days, that number drops to about 85%. After 90 days, the probability of collecting falls to as low as 18%, according to an analysis of 250,000 invoices. Beyond 120 days, write-off rates jump to 40–60%, meaning that money is effectively lost.
For HVAC contractors, these numbers hit especially hard. Seasonal revenue swings already strain cash flow: only 30% of homeowners schedule preventative HVAC maintenance, meaning income can be highly irregular. When you combine unpredictable demand with slow-paying customers, even profitable HVAC businesses can find themselves unable to cover payroll, purchase parts, or invest in new equipment. Every day you wait to follow up on an overdue invoice reduces your chances of collecting it.
Accounts receivable automation changes this equation. According to QuickBooks data, businesses that send automated payment reminders get paid an average of 12 days faster than those that rely on manual follow-up. CashPilot automates this process from end to end, so you never have to remember to send that second or third reminder email.
Built for HVAC professionals, not generic accounting
Most accounts receivable tools are built for generic businesses. They do not understand the unique realities of running an HVAC company. CashPilot is different.
Service business templates
Our reminder email templates are written specifically for service businesses. They reference completed work, not shipped products. They use language that makes sense when your customer just had their furnace repaired or their commercial HVAC system serviced. Generic AR tools send messages that feel impersonal and out of context. CashPilot messages sound like they come from a professional contractor who values the customer relationship.
Seasonal cash flow awareness
HVAC businesses experience dramatic revenue swings between peak summer cooling season, winter heating demand, and the slower shoulder months of spring and fall. CashPilot helps you recover overdue invoices during your busy season so you have cash reserves for slower periods. Many HVAC contractors report that collecting even a fraction of their outstanding accounts receivable during peak months makes the difference between a comfortable off-season and a stressful one.
Relationship-preserving tone
Unlike a collection agency that can damage customer relationships, CashPilot uses a graduated, professional approach. The first email is a friendly reminder. The tone escalates gradually only if the customer does not respond. You maintain control and can pause recovery for any customer at any time. This is especially important in HVAC, where repeat business from residential customers and ongoing commercial maintenance contracts depend on strong relationships.
Native QuickBooks invoice automation
CashPilot integrates directly with QuickBooks Online, the accounting platform used by the majority of small HVAC businesses. There is no manual data entry, no CSV exports, and no switching between systems. Your overdue invoices sync automatically, and recovered payments are tracked alongside your existing accounting workflow. This QuickBooks invoice automation saves hours of administrative work every week.