HVAC Contractors
You bid the unit at March prices. The invoice shows up in August.
Condensers and rooftop units get quoted at bid and billed after the price-increase letters land. Ductwork and linesets ship early, equipment and trim ship late, and the surcharges ride along quietly. CheckIT verifies every line against the quote you actually got — minutes from upload to flagged.
CheckIT Invoice is a cost intelligence tool that checks HVAC contractors' equipment and supply-house invoices against the quotes they were bid from and flags billing errors, overcharges, and surcharges before you pay. Send one job's quote and invoices and get back a line-by-line report of every difference, in dollars. It works alongside QuickBooks, Sage, or spreadsheets — no integration, no new software for your crew.
Where the money goes
Four ways profit leaves an HVAC job.
Equipment price creep between bid and delivery
Units quoted at bid ship months later, after two manufacturer price-increase letters. The invoice reflects the new list — unless someone checks it against the number you actually bid.
Rough-in vs. set-out purchasing
Duct, linesets, and hangers buy early; equipment, grilles, and trim buy late. Invoices that land in the wrong phase distort billing against work-in-place.
Distributor account sprawl
Techs charge to the supply house and two equipment distributors across a dozen jobs. Month-end brings counter tickets and stored-equipment charges nobody can tie to a job.
Surcharges and substitutions
Refrigerant, freight, and fuel surcharges nobody agreed to. The spec'd unit is backordered, the equivalent costs more, and the difference quietly rides through on the invoice.
How CheckIT fits the HVAC workflow
Tools for how HVAC actually buys.
CheckIT Invoice — the live tool — sits between when a supplier invoice arrives and when you pay it. Drop the invoice and the quote in. The engine flags every line that doesn't match. Every stage answers one of the three money questions on the job — what will it cost, what should you pay, and what did you actually pay versus what you agreed.
Pre-Con
CheckIT Estimate
DESIGN PARTNERS FORMING — 2027estimate against your own historical cost reality.
Procurement
CheckIT RFQ
PILOT — BY INVITATIONsupplier and sub quotes leveled at line-item scope. An invite-only pilot — request access; 90 days free once you're in.
Execution
CheckIT Invoice
LIVE TODAYevery material and sub invoice verified against the quote before payment.
Scope
CheckIT Change Order
NEXT — H2 2027change orders validated against the approved scope and markup.
HVAC-specific features
- Unit-price verification across equipment, duct, linesets, and controls
- Invoice-vs-quote matching that catches manufacturer price creep
- Surcharge flagging — refrigerant, freight, and fuel lines nobody agreed to
- Equipment substitution price-difference flagging
- Cumulative job tracking — total billed vs. quoted
- One-click dispute emails with line-item evidence
Questions from the shop
No. CheckIT runs on the documents you already have — the quote and the invoices. Nobody in the field touches it, nothing about how you buy changes, and there's no new software for your crew to learn.
The free audit costs nothing — no credit card, no obligation. Paid plans are published on our pricing page and start at $455 per month per location, with unlimited seats and no per-user fees.
One job's quote and the invoices against it. Drag and drop the PDFs — counter tickets, equipment invoices, and all. That's it.
Yes. Your documents are encrypted in transit and at rest, stay confidential, are used only for your assessment, and are deleted on request. We work with contractors' numbers for a living — discretion is the job.
Procurement software manages how you buy. CheckIT verifies you were billed what you agreed to. Different jobs. Plenty of shops run both — CheckIT doesn't ask you to rip anything out.
Your last equipment invoice has a line that moved. Find it first.
Drop a recent invoice and the quote it should match. We'll show you every difference in under 5 minutes. Free.