In a building’s plant room, an HVAC engineer in a navy work jacket walks and talks beside the client’s facilities manager in a dark blazer, past a large chiller and a row of pumps.

Service Proposals · Service Agreements · Service Invoices

From a finding on the roof to paid in full.

A deficiency your engineer logged on the round, or a year of rounds for a whole building: either is priced once, in a Service Proposal. Your client’s facilities team approves from the emailed link, a deposit can clear before you order parts, and the Service Invoice reuses the same lines when the unit is back in service.

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Follow one repair to paid

From the finding to paid

One coil, one record, from the first quote to the last payment.

On the October round your engineer found RTU-07’s condenser coil fouled and the east roof’s filters due. Follow the repair through its record: each line priced once and never retyped, with nothing going to your client before you send it.

Where it began: the finding on the October round

  1. Price the repairA deep clean of the condenser coil with the fins combed straight, a filter set for the four rooftop units on the east roof, and a check of the unit once it is running again. Each line takes a fixed price — or bill the hours where the roof decides how long it takes.
  2. Send the Service ProposalAn email takes the facilities team to every priced line and any deposit you ask for. Asking for approval is your choice: for small work on a building you already look after, skip it and the job goes straight onto the Maintenance Calendar.
  3. The facilities team approvesWhether on a phone on site or at a desk in head office, your client approves the Service Proposal or turns it down, giving a reason. You see the moment it was opened and the answer given.
  4. A deposit before the partsOptional too, and chosen job by job: a flat amount or a percentage of the total. If you request one, the job waits at Awaiting Deposit and moves to Scheduled the moment your client pays.
  5. Start the workOn the roof, press Start work. The facilities team gets an email that the work on RTU-07 has begun.
  6. Sign it offCoil cleaned, fins combed, filters in, the unit running: press Complete. Your client gets an email saying the work is finished, and the Service Invoice comes up with all its lines already in place.
  7. The Service Invoice, from the same linesAll three lines come across, minus the deposit already paid. Check the total; one click sends it.
  8. Paid in fullThe balance lands on the Service Invoice and your client gets an email confirming you received it.

JobRTU-07 coil clean and filtersAshcombe Tower · Roof — east Approval PendingAwaiting DepositScheduledWork In ProgressCompletedPaid

DetailsProposalPaymentsInvoiceHistory

  • Condenser coil deep clean and fin combing, RTU-07$480
  • Filter set, RTU-05 to RTU-08$360
  • Run check after cleaning, logged to the unit$160
  • Deposit · 30%$300DuePaid
  • Balance$700DuePaid
  • Subtotal$1,000
  • Deposit paid−$300
  • Balance due$700
Subtotal
$1,000
Deposit (30%)
$300
Balance after deposit
$700

Service Invoice · from this jobReview & sendService Invoice · sentPaid

Illustration · invented client · sample data. Prices follow the market picked in the page header.

When the balance is in

A thank-you in your company’s name, the paid invoice attached.

As soon as your client settles the balance, a thank-you email in your company’s name is sent, carrying the Service Invoice, stamped paid, as an attachment — the copy the property group’s accounts team files against the building’s maintenance costs. Open the attachment the way they would.

From:
Your company
To:
Facilities manager · Ashcombe Property Group
Subject:
Your company - Payment received

Your company

Paid

Hello,

Thank you — your payment for the coil clean and filters on RTU-07 at Ashcombe Tower has arrived. The Service Invoice has nothing left to pay.

Payment date
Fri, Oct 23
Payment method
Card online
Amount paid
$700
Remaining balance
$0

Questions about this payment? Just reply, and the office will get back to you.

Service Invoice · INV-2214RTU-07 coil clean and filters

Bill toAshcombe Property GroupIssuedWed, Oct 21

Ashcombe Tower · Roof — east

  • Condenser coil deep clean and fin combing, RTU-07$480
  • Filter set, RTU-05 to RTU-08$360
  • Run check after cleaning, logged to the unit$160
  • Total$1,000
  • Deposit paid · card online · Oct 16−$300
  • Balance paid · card online · Oct 23−$700
  • Balance due$0
Paid

Sample thank-you email and Service Invoice · invented client · amounts in the currency of the market in the header

Work Record · optional, yours to send

The coil before, the coil after, and every step on the roof between.

When the engineer signs the job off, its Work Record is ready: every step as your engineer logged it, a before and an after photo, the parts fitted and the hours on site. Leave it on the unit’s record, or send it to the facilities team when they request it — or whenever you think the work deserves an audience. Nothing sends it automatically, and the Service Invoice is never held back for it.

  • Assembled while your engineer logs the work, so no write-up waits at the office
  • Goes out only when you send it: on request, or at will
  • Kept on the unit’s record either way, ready for the next Uptime Report

One job’s record here; the quarter’s goes into the Uptime Report

Work RecordRTU-07 coil clean and filtersAshcombe Tower · Roof — east · Wed, Oct 21 · D. OkaforReady · not sentSent to client · 3:52 pm

A close view of a rooftop unit’s condenser coil, its fins clogged with dust, fluff and dead leaves and crushed in places.
The same condenser coil after the work: clean, the fins combed straight, the copper bends on the right unchanged.
BeforeAfter
  1. Unit isolated, coil face photographed
  2. Coil cleaned from the inside out, fins combed straight
  3. Filter set fitted, RTU-05 to RTU-08
  4. Unit restarted, run check logged
Parts & materials
Coil cleaner · fin comb · filter set × 4
Time on site
3 h 25 min

Engineer’s note Cottonwood from the trees by the loading bay blocks this coil every summer — worth a coil check on the June round.

Optional · on request or at willKeep on recordSend to client

Illustration · invented client · sample data

Service Agreements

A whole year of rounds, on one signature.

A building’s maintenance for the year goes into one Service Proposal — the Service Agreement — with each kind of visit priced and timed on its own. Once your client approves it, all its rounds are approved together and placed on the Maintenance Calendar.

  • Each round is its own record, with the agreement’s price and the protocol for each unit
  • A breakdown call-out between rounds, or a repair spotted during one, gets quoted and invoiced on separate lines
  • Every Service Proposal and Service Invoice carries your company’s name, ready to print or save as a PDF

How the Maintenance Calendar books it

Service Proposal · Service AgreementAshcombe Tower · the yearService Proposal approved

  • Quarterly maintenance rounds · every unit4 rounds × $1,450
  • Monthly filter and belt checks · air handling units12 visits × $260
  • Seasonal changeovers · cooling start-up and heating changeover2 visits × $380

Approving this Service Agreement approves every round in it.

Illustration · invented client · sample data · you set every frequency

Payments

Card online, or the way property groups pay in your client’s country.

In settings, choose the payment methods your clients can use from your country’s list. The account details you add are shown in the email sent with the Service Invoice, so whoever handles accounts at a property group, a supermarket chain or a hospital can see exactly how to pay you.

Payment methodsUS

Card payments online · at launch

Methods for this country

  • Zelle
  • Venmo
  • Cash App
  • PayPal
  • ACH
  • Wire Transfer
  • Cash
  • Check
  • Apple Pay
  • Google Pay
  • Square

The list matches whichever market is chosen in the header; at launch, the site will go by your own location.

History

Every step on the job, who took it, and when.

Every action is logged with the time and with who was behind it: you, your client or the system. So when the property group’s accounts team asks what got approved and on which day it was paid, the answer is already in the History tab.

HistoryRTU-07 coil clean and filters

  1. YouService Proposal sent
  2. ClientProposal opened
  3. ClientService Proposal approved
  4. SystemDeposit requested
  5. ClientDeposit paid
  6. YouWork started · client emailed
  7. YouWork completed · client emailed
  8. ClientBalance paid · paid in full
  9. SystemPayment confirmation emailed

Illustration · invented client · sample data

On the same record

The work behind every line you invoice.

Questions

About proposals, deposits and invoices

Is this available now?

Not yet. Service Proposals, Service Agreements, deposits, Service Invoices and payment records all come with Frigalto at launch; each scene here illustrates an invented client.

Is the Service Invoice sent to my client automatically?

No. It draws on the job’s own lines, so nothing gets typed twice, and your client receives it only once you have checked it and pressed send.

Can I take a deposit before ordering parts?

Yes, whenever you want one. Add it to the Service Proposal as a flat amount or a percentage; the job holds at Awaiting Deposit and only moves on to Scheduled once your client has paid it.

Can one proposal cover a building’s maintenance for the year?

Yes — that is the Service Agreement. Every kind of visit carries a price and frequency of its own, and one approval of the agreement covers every round in it.

Can I invoice a breakdown call-out or a repair found on a round?

Yes. Record the parts and hours against the job; each one turns into a separate line on the Service Invoice, so your client knows what every charge covers.

Founding access

Quote it, fix it, get paid — on one record.

Founding access is open to commercial HVAC and refrigeration maintenance firms ahead of launch. Leave your name and work email; launch news follows as soon as a confirmation email has verified your address.

Launching with a 14-day free trial. No card needed.

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HVAC Service Agreements, Proposals & Invoices | Frigalto