Customer Ledger Software for HVAC Contractors: Track Every Balance, Job to Payment
A customer ledger only works if the numbers on it are real, and that means the job you did this morning has to land on the account by this afternoon, without you retyping anything. R-Pro is built as two powerful tools used together: a field app you run on site, and an office ERP that keeps every customer's billing, payments, and balance straight. What you bill and collect in the truck flows into the books automatically, so each customer account is always current.
In the field: where the charge actually starts
- Every visit is logged against the customer, so the ledger is built from real service history, not from memory at month-end.
- Issue a receipt on site the moment the work is done, so the amount billed is captured the same day instead of being guessed at later.
- Scan equipment nameplates and supplier receipts to auto-fill details, cutting the typing errors that quietly corrupt a customer's account.
- AI fault diagnosis backed by 600+ real HVAC and refrigeration cases helps you scope the job right, so what you charge matches what you actually did.
- Works fully offline in basements, rooftops, and dead-signal sites, then the charge syncs to the customer's ledger as soon as you have a connection.
In the office: a true running balance per customer
- Each customer has a ledger that shows invoices, payments received, and the current outstanding balance over time, not just a pile of separate invoices.
- Raise quotes and itemized construction estimates, turn them into invoices and tax invoices, and post payments as they come in.
- Set your own country's tax name and rate (VAT, GST, or sales tax) so the amounts on every customer account are correct for where you operate.
- Accounting ties it together: sales, purchases, expenses, and net profit all draw from the same records the ledger does, with inventory, suppliers, and purchase orders alongside.
- Reports let you see who still owes, how much, and how long it has been outstanding, so collections are based on facts instead of hunches.
Field and office, one workflow, no double entry
- The receipt you issue on site and the office ledger are the same record, so a job billed in the field updates that customer's balance automatically.
- No re-keying at the desk: the charge, the payment, and the customer it belongs to carry through from truck to books without a second entry.
- Because both sides share one data set, a customer's running balance reflects this morning's visit, not last week's paperwork.
- One subscription covers both tools in 10 languages, so the field app and the office ERP stay in step for every customer and every job.
Keep every customer balance current, from truck to books
R-Pro pairs a field app for on-site diagnosis, scanning, and receipts with an office ERP for invoices, accounting, and a per-customer ledger. Two powerful tools, one workflow, so every customer's balance is always up to date.
Get R-Pro →FAQ
Is R-Pro a field app or an office program?
Both, and they are equal. The field app handles on-site diagnosis, scanning, service history, and issuing receipts; the office ERP handles quotes, invoices, accounting, and the customer ledger. They share one data set, so what you bill in the field updates the customer's balance in the office automatically.
Can I see how much each customer owes me at any moment?
Yes. Each customer has a ledger showing invoices, payments received, and the current outstanding balance over time. Reports let you list who still owes and how long it has been outstanding, so you can chase collections with accurate numbers.
Can I set my own country's tax on invoices?
Yes. You set your own tax name and rate, whether that is VAT, GST, or sales tax, so the amounts on every invoice and on each customer's account are correct for the country you work in.
Do I have to enter a job twice, once on site and once in the office?
No. The receipt you issue in the field and the office ledger entry are the same record. The charge, the payment, and the customer it belongs to flow straight from the truck into the books, so there is no double entry.