For HVAC office managers
Mission turns completed work orders into invoices, keeps the field app and QuickBooks in sync, and works the aging report.
Your day
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.
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.
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.
What it costs
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.
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.
On a two-truck shop, one unpaid install can stress payroll. With no collections cadence, aging receivables silently kill cash flow while you’re heads-down on everything else.
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.
With Mission: The drafting, syncing, pre-reconciling, and chasing run on their own, so the hours go back to managing cash and protecting the customers who pay.
What Mission does
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.
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.
The result
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.
The agent drafts the invoice from the work order and chases the gaps overnight, so the single biggest cash-flow lever stops waiting on paperwork.
Hours arrive matched across the dispatch board and tickets with cost codes attached, so you approve a clean run instead of reconciling line by line.
The dunning cadence runs off the aging report and warranty packets assemble inside the 30-day window — so nothing collectible or covered slips past the line.
Safe by default
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.
Works inside the tools you already run on — email, calendars, sheets, your CRM, your portals.
Anything risky or off-mission is held for your sign-off before it touches data or goes out the door.
You set the assignment once. The work stays on it for days and weeks without drifting.
You always have a clear view of what ran, what changed, and what needs a call — no transcript spelunking.
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.
