AP automation for HVAC companies
Built for complex HVAC operations, Rillion uses AI to capture invoices, match them against POs and receipts, automate approvals, and send payments. With real-time visibility across branches, entities, and systems, finance teams can track invoice and payment activity and catch discrepancies earlier.
Manual invoice processing costs HVAC companies time, money, and vendor trust. Here are some of the challenges finance teams face every day.
Supplier invoices don’t always line up neatly with purchase orders, receipts, or what was actually delivered to the job site. AP teams have to manually compare pricing, quantities, and paperwork before an invoice can be approved.
Invoices often need sign-off from branch managers, purchasing teams, or other employees across the business. When approvals rely on email, spreadsheets, or disconnected systems, the process takes longer and can delay supplier payments.
When branches or entities manage AP through different processes and systems, finance teams lack a complete view of what has been received, approved, and paid. This makes it harder to track outstanding invoices, understand liabilities, and manage cash flow accurately.
Features finance teams dream about
Rillion automatically extracts data from supplier invoices received by email, PDF, or scan. Its AI learns from previous invoices and corrections to improve HVAC invoice processing over time.
Rillion uses historical invoice data to suggest GL accounts, dimensions, and other coding fields. This reduces repetitive coding work while giving finance teams full control over how each invoice is categorized.
Rillion matches invoices against purchase orders and receipts automatically, while accommodating the exceptions common in HVAC purchasing, such as split deliveries, backorders, substitutions, credits, and differences in price or quantity.
Set approval rules by branch, entity, department, invoice value, or other criteria. Rillion automatically sends each invoice to the right approver, follows up with reminders, and allows approvals from desktop or mobile devices.
Manage invoice processing across HVAC branches, subsidiaries, and legal entities from one platform. The central finance team can standardize processes and maintain visibility across the organization, while individual locations can retain the workflows and approval rules that fit their operations.
Rillion pays each vendor through its preferred method, whether virtual card, ACH, eCheck, or wire transfer, and handles vendor onboarding for you. Payments are reconciled against invoices automatically, and every virtual card payment earns a rebate.
Connect Rillion with major ERP platforms, including ServiceTitan Field Service Management Software, Microsoft Dynamics 365, NetSuite, Sage, and SAP. Rillion works alongside your existing systems so invoice data moves between platforms without repetitive manual entry.
See supplier costs, outstanding invoices, approval status, and spend across branches and entities in one place. This helps finance teams identify discrepancies sooner and understand where costs are accumulating across the business.
Add branches, entities, suppliers, and invoice volume without rebuilding your AP process. Rillion supports increasingly complex workflows as the business grows, which helps finance teams standardize invoice processing without adding unnecessary administrative work.
Why HVAC teams choose Rillion
Rillion reduces invoice processing time by up to 85% by automating capture, matching, coding, and approvals. This reduces delays across branches, purchasing teams, and field operations.
Automated data capture, validation, and PO matching significantly reduce manual errors. Finance teams can identify pricing, quantity, and receipt discrepancies earlier, lowering the risk of incorrect or duplicate payments.
Rillion adapts as HVAC businesses add new branches, entities, suppliers, and approval rules. Flexible workflows and multi-entity support make it easier to standardize AP across the organization without forcing every location into the same process.
Testimonials
"With our contracts being matched to vendor invoices for over 300 locations, Rillion has reduced our manual workload and really optimized our AP operations."
"95% of electricity invoices are auto-approved now. That’s thousands of invoices each month that no one has to touch."
"What was important to us was the ease of use and the fact that Rillion’s AI didn’t come with any extra integrations. The AI is built-in, so it learns on its own over time with the help of Rillion’s invoice data, and we don’t have to separately export data to the system. Implementing Rillion AI was the easiest implementation ever!"
"I like that with Rillion you see a pie chart of the expenses. So each month I can see that at a quick glance."
"What Rillion provides is great for what I need, and it has all the tools that I need in order to process all invoices and get them approved in line with my project managers and my account payables."
Integrations
Connect Rillion with your existing ERP to keep invoice, coding, approval, and payment data synchronized across systems, reduce manual entry, and speed up reconciliation.
Streamline and automate invoice processing with Rillion’s seamless integration for Microsoft Dynamics 365 Finance
Effortlessly sync invoice data and automate AP workflows with Rillion’s integration for Microsoft Dynamics 365 Business Central.
Automate your accounts payable workflows with Rillion’s integration to Oracle NetSuite.
Simplify invoice management by connecting Rillion’s AP automation to Sage X3.
Streamline your AP processes with Rillion’s seamless integration to Sage Intacct.
Enhance your AP efficiency by connecting Rillion’s automation to SAP Business One.
Simplify your accounts payable operations by integrating Rillion’s automation with Microsoft Dynamics AX for faster, more efficient workflows.
Enhance invoice management and approvals by extending Microsoft Dynamics GP with Rillion’s AP automation.
Automate PO matching with Rillion’s ServiceTitan integration
Ready for the next step?
Rillion helps HVAC finance teams reduce manual work, resolve discrepancies faster, and keep invoices moving across branches, entities, and systems.
See how companies are using Rillion to reduce manual AP work, speed up invoice processing, and gain better control across their operations.
