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How an HVAC Company Synced ServiceTitan Invoices to Stripe with Zapier
An HVAC company lost in-app card processing. Zapier now sends ServiceTitan customers and invoices to Stripe as drafts, ready to charge, with no re-typing.
TL;DR: When a residential HVAC company lost the card processing built into its field service software, its office team faced re-typing every card-paying customer and invoice into Stripe by hand. A Connex consultant connected ServiceTitan to Stripe through Zapier so customers and invoices arrive in Stripe on their own, ready to charge, across a customer base of roughly 12,000 households.
The situation
The company runs residential heating and air conditioning service and installs. ServiceTitan is its system of record for customers, jobs and invoices. Its office team books service calls by phone and takes a card at the time of booking. A standard service call starts at a fixed $199; installs run into the thousands and are priced job by job.
Connex already knew the stack. Earlier, the team had wired the company's third-party lead sources (review sites, lead marketplaces and the website booking form) into ServiceTitan with Zapier.
The problem
Card processing used to live inside ServiceTitan. Then the finance side changed processors and that built-in option went away. The operations lead explained it plainly: "There used to be a credit card processing within ServiceTitan, which there's not." The new processor was Stripe, and Stripe knew nothing about the company's customers or invoices.
Her first test showed the cost. To charge one customer, she had to build the invoice in Stripe herself, adding each line item to match ServiceTitan. She didn't want the office team doing that on every card payment. Not every job needed it either: "I just need to bring the invoices that need a credit card."
What they'd already tried
The team ran the first transactions by hand in Stripe to keep payments moving. It worked, but it doubled the data entry and left two systems that could disagree about what a customer owed.
What we built: a ServiceTitan to Stripe sync in Zapier
Over a handful of working sessions in fall 2025, a Connex consultant and the operations lead built the bridge together:
- Invoice sync. A new invoice in ServiceTitan triggers a Zap that creates the matching invoice in Stripe with the total carried over, so staff open it and run the card.
- Customer sync. If the customer doesn't exist in Stripe yet, the Zap creates them first. New customers added in ServiceTitan are pushed to Stripe going forward, since Stripe is now where card details are stored.
- A bulk import instead of 12,000 Zap runs. For the existing database of roughly 12,000 customers, the consultant recommended a one-time CSV export from ServiceTitan and import into Stripe. Running the backfill through Zapier would have used up thousands of tasks for a job that only needs to happen once.
- A zero-dollar filter. Install jobs are created before they're priced, so they arrive at $0. Those $0 invoices were throwing errors in the Zap and had nothing to charge, so the Zap now skips them.
- Drafts, on purpose. Invoices land in Stripe as drafts. Stripe never emails the customer, so all customer communication stays in ServiceTitan. If a customer pays by check, the draft can simply be deleted. Once a Stripe invoice is finalized it can't be deleted, only voided.
- One step left manual, deliberately. After a card is charged, staff record the payment in ServiceTitan. They're already on that screen to send the paid-in-full invoice, so automating it added risk without saving real time.
The edge case still being worked
Invoices change. A $199 service call becomes a larger invoice once the technician sells a repair on site. ServiceTitan's Zapier integration offers a new-invoice trigger but no updated-invoice trigger (as of November 2026), so a Stripe invoice reflects the amount at the moment it was created. Emailing the updated invoice and parsing the PDF was considered and rejected as too fragile. The better path is a ServiceTitan API app with webhooks that fire on invoice changes. That app was set up with the needed API access, and enabling its webhooks was being worked through with ServiceTitan support when this phase wrapped.
The results
- No double entry for card payments. The office team no longer creates the customer, the invoice or the line items in Stripe. They open the draft and charge the card.
- One source of truth. ServiceTitan still owns customers, jobs and invoices. Stripe only processes the payment.
- Built to last. The earlier lead-intake automations were still running more than a year later. When a change on Microsoft's side broke the Outlook trigger they depended on, a Connex consultant reconnected them in a single session.
We haven't put a dollar figure on this. The client never measured how long manual Stripe entry took per invoice, and we won't guess.
Client voice
Walking through the finished flow, the operations lead weighed the one manual step that remained:
"If I have to have them manually record one direction, they still save themselves adding the client to Stripe, adding the invoice to Stripe, adding all the line items to Stripe."
FAQ
Can ServiceTitan send invoices to Stripe automatically?
Yes, for new invoices. Zapier can create the Stripe customer and invoice when ServiceTitan creates an invoice. Keeping Stripe current when an invoice changes later requires ServiceTitan's API and webhooks, because the Zapier integration has no updated-invoice trigger.
Should we load our whole customer list through Zapier?
Usually not. A one-time CSV import handles the backlog without spending tasks, and the Zap takes over for new customers from there.
Lost a feature your field service software used to handle?
If a vendor change left your team re-typing data between two systems, it can usually be bridged without changing how your office works. Book a free call with Connex and we'll map it out with you.
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