Best Collections Software for Mechanical and Electrical Contractors (2026)

Disclosure: Abivo is our product. Facts about other tools come from their own websites as of October 2026.

The short answer: If your office staff spend the week calling customers and general contractors about past-due invoices, Abivo takes that follow-up off their plate: its AI agent Kate calls, texts and emails customers about overdue invoices in your company's name, naming the job, site and PO, and hands disputes to your team. If your pain is producing AIA pay apps and lien waivers for GCs, look at Siteline. If you want invoicing and payments inside your field service platform, compare ServiceTitan, BuildOps and Simpro (Simpro adds AI-driven AR outreach with Fast Cash). For lien rights and payment demands, look at Levelset. Small shops on QuickBooks that want an AI voice agent should also look at Syntharra, and Chaser covers multichannel reminders for trades on many accounting systems.

Mechanical and electrical contractors carry two very different receivables books. Service and maintenance work creates many small invoices to building owners and property managers on net 30. Project work creates monthly pay applications to general contractors, with retainage held back until closeout and payment that depends on the GC getting paid. Both books stall for the same reasons: a missing PO or work order number, a site contact who never approved the ticket, a change order still being priced, or an invoice sent to the wrong portal. Once two or three people spend their week on follow-up and the 60-day bucket still grows, dedicated collections software pays for itself.

This guide compares ten tools. We left out pricing, because it changes often and most vendors quote by volume.

Comparison table

1. Abivo

Best for: Mechanical, electrical, HVAC and plumbing contractors whose office team spends the week chasing routine past-due invoices, especially companies with three or more people involved in collections.

What it does: Abivo's AI agent, Kate, follows up on overdue invoices by phone, text and email, in your company's brand. Reminders name the details a building owner, property manager or GC needs to release payment, such as the job, the site and the PO, and one message can cover every open invoice on a customer account instead of a separate call for each service ticket. Kate records promises to pay, disputes and next steps on every conversation. When a customer disputes a ticket, says a change order is still open, or asks for a person, Kate hands the account to your team.

Controls that matter for MEP contractors: set the follow-up cadence per customer or per segment (a property manager on net 30 and a GC on pay-when-paid need different rhythms), pause follow-up on a single invoice while a change order or ticket question is settled, and flag key accounts so replies go straight to the project manager or owner who holds the relationship.

Proof: OFS Group, a fire protection contractor with recurring service and inspection invoices, went from four collectors on the phones to one while recovering $842,518 in four months and cutting DSO by more than 30 days. Read the OFS Group case study.

Integration notes: Abivo connects to QuickBooks, Xero, NetSuite, Sage Intacct, Microsoft Dynamics 365, SAP, Chargebee and CSV. See collections software for mechanical contractors and collections software for electrical contractors for how follow-up works on service and project invoices.

Worth knowing: Abivo focuses on the follow-up conversation after the invoice is out. It does not build AIA pay applications or manage lien waivers; pair it with a billing tool such as Siteline if that is your bottleneck.

2. Siteline

Best for: Mechanical and electrical subcontractors whose cash is held up in GC pay apps, waivers and portals.

What it does: Siteline produces digital versions of each GC's required pay app forms, automatically submits final pay apps to the GC's required portals, and produces primary lien waivers while helping collect lower-tier waivers. Its collections management prioritizes open invoices, predicts payment dates from project terms and payment history, and sends customizable email reminders with default timing per GC. It lists integrations including Sage 300 CRE, Sage Intacct, Viewpoint Vista and Spectrum, FOUNDATION, QuickBooks and Procore Pay, and is built for the trades.

3. ServiceTitan

Best for: Trade contractors who want field operations, invoicing and payments on one platform.

What it does: ServiceTitan lets you manage accounts receivable with real-time data on invoice aging and payment status, sends payment links by email and SMS, offers a customer portal, and for construction work auto-generates payment applications to GC and AIA billing standards. It exports to QuickBooks Online or Intacct.

4. BuildOps

Best for: Commercial mechanical and electrical contractors running service and projects on an FSM platform.

What it does: BuildOps sends invoices the day the job closes, writes AI invoice summaries from field notes, adds Pay Now links for card or ACH to invoice emails, and offers bulk payment matching. It integrates with QuickBooks, Sage, Sage Intacct, NetSuite and Viewpoint Spectrum and Vista.

5. Simpro

Best for: Contractors that mix service jobs with progress-claim projects and want AR outreach in the same system.

What it does: Simpro raises invoices directly from a job, supports progress invoices and retainage claims, and tracks retentions. Its Fast Cash module is described as AI-powered AR management that risk-tiers each customer, times outreach to payment history, adapts templates and gives staff a prioritized worklist. It integrates with QuickBooks, Xero and Sage Intacct and has HVAC and electrical industry pages.

6. Levelset (Procore)

Best for: Contractors who need to protect lien rights and escalate with formal payment demands.

What it does: Levelset offers preliminary notices, lien waiver workflows, notices of intent through SendDemand, lien filing and a deadline calculator for subcontractors and suppliers. Procore Pay automates digital signature collection and the lien waiver exchange, releasing the waiver at the time of payment.

7. FOUNDATION Software

Best for: Contractors who want construction accounting with AR, retainage and AIA billing in one system.

What it does: FOUNDATION's AR module covers lump sum, percent complete, AIA, T&M, unit price and recurring billing, shows aging and retainage by job, customer and PM, creates lien waivers, and states that it automates collections and sends reminders.

8. Syntharra

Best for: Small electrical, HVAC and plumbing shops that want an AI voice agent to call overdue customers.

What it does: Syntharra's AI voice agent calls overdue customers during local business hours, texts a payment link, and records and transcribes every call. It lists QuickBooks Online, Xero, FreshBooks, Jobber, Square and Zoho Books, with read-only access to QuickBooks invoice data. It has electrical and HVAC collections pages and does not describe progress billing or retainage features.

9. Chaser

Best for: Trades that want multichannel reminders and payment plans across many accounting systems.

What it does: Chaser chases invoices by email, SMS, automated phone calls and in-app calling, with a payment portal, payment plans, late fees and AI debtor risk insights. It has construction and contractors pages and lists integrations including Xero, QuickBooks Online, Sage, NetSuite and Business Central.

Comparing the two? See our Chaser alternative page.

10. QuoteIQ

Best for: Small service contractors that want quotes, invoices and payment reminders in one app.

What it does: QuoteIQ sends invoices by text and email, sends auto-reminders to customers who do not pay within your window, includes a business phone line, and offers AI tools to draft follow-up messages. Invoices flow into QuickBooks Online.

How to choose for a mechanical or electrical contractor

1. Split your two books. Service invoices need fast, frequent follow-up. GC pay apps need clean paperwork and waivers. Many contractors need one tool for each.

2. Put the job on every touch. Customers pay faster when the reminder names the job, site and PO they need to approve.

3. Group the small invoices. One message per customer covering every open ticket beats ten separate emails.

4. Call the oldest balances. Email gets ignored by busy AP teams. A phone call still moves invoices past 60 days.

5. Measure. Track DSO, retainage outstanding, the share of invoices over 60 days, and office hours spent on follow-up before and after.

For HVAC specifically, see the best collections software for HVAC contractors.

Frequently asked questions

What is the best collections software for mechanical and electrical contractors? It depends on the bottleneck. For routine follow-up by phone, text and email, Abivo. For AIA pay apps and lien waivers to GCs, Siteline. For invoicing and payments inside your field service platform, ServiceTitan, BuildOps or Simpro. For lien rights and payment demands, Levelset.

How can an MEP contractor get paid faster? Invoice the day the work closes, include the job, site and PO, follow up on a fixed cadence, call balances past 45 days, and settle ticket and change order disputes quickly with the PM who owns the job.

Can AI call contractors' customers about overdue invoices? Yes. Abivo's agent Kate calls, texts and emails customers in your company's brand and hands disputes to your team.

Does collections software replace my FSM or accounting system? No. ServiceTitan, BuildOps, Simpro or your accounting system still create the invoice. Collections software follows up once it is past due.

Want to see how Kate would follow up on your service and project invoices? Book a demo.