The Service Operator
Checklist

Same‑Day Invoicing + 24/3/7 Reminder Quick‑Start (ServiceTitan • Jobber • Housecall Pro)

A one‑page, do‑it‑today checklist to turn on field invoicing, Tap‑to‑Pay/ACH, deposits/card‑on‑file, and a 24h/3d/7d reminder sequence with a Day‑10 human call — with specific notes for ServiceTitan, Jobber, and Housecall Pro.

Use this 60‑minute quick start to flip on same‑day invoicing with in‑field payment and a 24h/3d/7d reminder cadence that pauses on payment. Steps include per‑tool notes (ST = ServiceTitan, JB = Jobber, HCP = Housecall Pro). Do them in order, then train techs and measure % collected within 7 days.

  1. 1

    Connect payments and allow field invoicing

    ST: Ensure your processor is connected; in Field Mobile permissions, enable Create/Close Invoice + Collect Payment. JB: Turn on Jobber Payments in Settings. HCP: Enable HCP Payments in Settings so invoices include a pay link and the mobile app can collect onsite.

  2. 2

    Enable Tap‑to‑Pay and ACH (make paying easy right at completion)

    ST: Turn on Tap‑to‑Pay (compatible devices) and ACH in Payments. JB: Enable Tap to Pay (iPhone/Android) and ACH under Jobber Payments. HCP: Enable Tap‑to‑Pay and ACH in Payments settings.

  3. 3

    Allow saved payment methods (card/ACH on file) and, where appropriate, auto‑pay

    ST: Allow saving card/ACH in Customer Profile/Portal. JB: Enable Request Card on File and Automatic Payments for applicable job types. HCP: Turn on Card on File so techs/office can save a method for future work.

  4. 4

    Define your deposit rule and capture a method on acceptance/booking

    Set a simple policy, e.g., ‘Require 10% or $100 minimum on jobs >$1,000’ and save a card/ACH on approval. ST: Enable deposits on online estimates/Customer Portal. JB: Use Deposits on Quotes and ‘require payment method saved on file.’ HCP: Require deposit on estimates and/or require card on file.

  5. 5

    Mark exceptions so deposits/card‑on‑file aren’t requested where they shouldn’t be

    Create tags/segments for Warranty, Commercial, and Financing. ST: Add Tags and (optionally) Booking Rules so exceptions bypass deposit/COF prompts. JB/HCP: Use Tags to exclude these customers or jobs from deposit/COF automations.

  6. 6

    Auto‑send the invoice at job completion with a pay link (email + SMS)

    ST: Turn on Automatically Email Invoices on completion; include Customer Portal link; allow texting from Mobile/office as needed. JB: From the app, send the invoice and use Text‑to‑Pay if the customer isn’t paying on device. HCP: Configure Invoice Email & SMS templates so the pay link sends the moment the job closes.

  7. 7

    Build a light 24h/3d/7d reminder sequence that pauses when paid

    ST: Use Marketing Pro automated email/SMS targeting customers with Balance Due > $0; link to Portal (reminders naturally stop once paid). JB: Turn on automated invoice follow‑ups; if a card is on file with auto‑pay, reminders won’t send. HCP: Set invoice reminder cadence (email/SMS); reminders stop automatically when the invoice is marked Paid.

  8. 8

    Make your SMS compliant before you flip reminders live

    Register A2P 10DLC brand + campaign if sending from a local number, or submit toll‑free verification if using a toll‑free; only send from numbers that are approved. Note: many providers block unverified toll‑free traffic — verify in parallel so messages deliver.

  9. 9

    Set your fee policy the right way (keep it simple)

    If you recover card costs, remember U.S. card‑brand rules: you may surcharge credit (with limits/disclosures) but you cannot surcharge debit/prepaid. When in doubt, absorb fees or use a processor‑approved cash‑discount model. Check state rules and your processor terms.

  10. 10

    Add one human touch at Day 10 for any stragglers (30–60 seconds)

    Call script: “Hi [Name], it’s [Company]. Looks like invoice [#] from [date] is still open. Did the email/text come through okay? Any questions? If not, can we take care of it now, or should I text the link for today? What time works?” Log the promise date; set a single follow‑up if needed.

  11. 11

    Measure weekly: % collected ≤7 days + A/R aging buckets

    Target 75–85% paid ≤7 days. ST: Use AR Transactions + Customer Aging Dashboard; export if you want a ≤7‑day cohort. JB: Use Invoice & Payment Reports and Insights. HCP: Use Invoices Reporting (Aging) and the Invoice List (filter by paid date). Share the % at Monday stand‑up.

  12. 12

    Smoke test and go live

    Run two real jobs end‑to‑end this week: field invoice, Tap‑to‑Pay/ACH, auto‑send, reminders, and Day‑10 call if needed. Fix any snags, set a go‑live date, train techs on the close‑out script (“How would you like to take care of it today?”), and roll to all teams on Monday.