Best B2B Payment Platforms for HVAC Parts Distributors

For HVAC parts distributors, managing cash flow while offering competitive net terms is a constant balancing act. With nearly half of all B2B invoices currently overdue, the right payment platform is no longer a luxury—it's a necessity for survival and growth. The ideal solution streamlines accounts receivable, extends your customers' buying power with net 30/60/90 terms, and crucially, removes the risk of late payments or defaults from your ledger. Platforms like Resolve Pay, with its non-recourse financing, are designed to act as your "credit team on tap," letting you offer generous terms while getting paid upfront.

Key Takeaways

• Non-recourse financing eliminates credit risk for distributors offering net terms, with Platforms like Resolve Pay can advance up to 90% of invoice value within 24 hours (and in some cases up to 100% for approved invoices), while absorbing default risk under non-recourse terms.
• Modern B2B payment platforms can reduce accounts receivable workload by up to 90% and cut Days Sales Outstanding (DSO) by 50-60%, directly improving cash flow.
• Research from Gartner shows that B2B payment automation can reduce processing costs by up to 80% while improving customer satisfaction.
• Net terms and BNPL capabilities drive larger order values and customer loyalty by providing contractors the working capital flexibility they need to take on more jobs.
• Seamless ERP and accounting integrations (QuickBooks, Oracle, NetSuite, Shopify) are essential for eliminating manual data entry and ensuring accurate financial records.
• Industry-specific platforms understand HVAC distributor workflows, from large equipment purchases to recurring parts orders and field service payments.
• The most effective payment platforms combine multiple capabilities: credit decisioning, instant advances, unified payment portals, automated collections, and real-time reconciliation.

1. Resolve Pay - The Non-Recourse Net Terms Leader

Resolve Pay is a modern B2B payments platform built specifically to solve the core challenge for distributors: offering net terms without the risk. It combines embedded credit expertise, invoice financing, and payments into a single, seamless infrastructure.

What Makes Resolve Pay Different

Resolve's core innovation is its 100% non-recourse financing. When you offer net terms on an invoice, Resolve underwrites your customer and can advance up to 90% of the invoice value within 24 hours (and in some cases up to 100% for approved invoices), depending on buyer risk and underwriting. If your customer pays late or defaults, Resolve absorbs the loss—not you. This transforms your accounts receivable from a balance sheet liability into immediate working capital.

This approach addresses one of the most critical challenges facing HVAC distributors: the cash flow gap created by extending net terms to contractors. According to McKinsey research, improving working capital management can unlock 10-20% of a company's total revenue, making non-recourse financing a strategic advantage beyond just risk mitigation.

Proven Results for Distributors

• 90% reduction in AR workload for finance teams
• 50-60% reduction in DSO (Days Sales Outstanding)
• Customer Nandansons saw a 75% increase in financed transaction volume
• Customer Archipelago tripled their revenue

Platform Features

• AI-Powered Credit Decisions: Instant, data-rich credit checks for your buyers, often requiring just a name and address. The platform leverages thousands of data points to make accurate credit decisions in seconds, enabling you to approve more customers with confidence.
• Instant Advance Pay: Get paid in 1 day instead of 60, with advance rates of 100%, 75%, or 50% based on buyer risk. This immediate capital injection keeps your operations running smoothly without waiting for customer payments.
• Unified AR & Payments Platform: A single platform for invoicing, a branded payment portal (ACH, credit card, wire, check), collections, and automated bookkeeping. Your customers get a professional, branded experience while you maintain complete control over your cash flow.
• Seamless Integrations: Native connections to QuickBooks, Oracle, Shopify, BigCommerce, and Magento. The two-way sync ensures your financial data stays accurate without manual reconciliation work.
• Automated Collections: Smart payment reminders and dunning workflows that maintain customer relationships while ensuring timely payment.
• Real-Time Reporting: Comprehensive dashboards showing your AR aging, customer payment behavior, and cash flow projections.

Best For

Distributors who want to offer net terms or buy-now-pay-later (BNPL) to drive larger orders and customer loyalty, but need to protect their cash flow and eliminate credit risk. Resolve Pay is particularly valuable for growing distributors who want to compete with larger players by offering attractive payment terms without the associated financial risk.

Getting Started

Visit resolvepay.com for a custom demo tailored to your distribution business.

2. Billtrust

Billtrust is a leader in B2B sales automation, offering a robust platform that combines a powerful eCommerce webstore with end-to-end accounts receivable automation. It's designed to help distributors move beyond the traditional catalog and phone order model. Billtrust provides a complete digital buying experience for your customers. Their platform includes an AI-powered eCommerce portal with a searchable, visual catalog, customer-specific pricing, and a seamless checkout. This is tightly integrated with their order-to-cash automation, which handles invoicing, payments, and reconciliation.

Proven Results for HVAC Distributors

• HVAC distributor Design Air saw a significant revenue share increase from their webstore after implementation.
• 80% average productivity increase for clients using their complete suite.
• A notable decrease in inbound calls from customers asking for order status or pricing, as the portal is self-service.

Platform Features

• B2B eCommerce Portal: A modern, branded online storefront with product recommendations and a B2B buying experience.
• Direct ERP Integration: Native, two-way sync with major ERP systems used by distributors, including NetSuite and SAP.
• Complete Order-to-Cash Automation: Automates the entire process from order entry to cash application.
• Marketing Tools: Built-in SEO optimization and customer engagement features to drive webstore adoption.

Mid-sized to large HVAC parts distributors looking to build a strong digital sales channel and automate their entire back-office operation.

3. Helcim

Helcim is a payment processor known for its transparent, interchange-plus pricing and a strong focus on B2B and wholesale businesses. It's an excellent choice for distributors who primarily process credit card payments and want to minimize fees. Helcim's primary advantage is its cost structure. It offers true interchange-plus pricing with no monthly fees, setup fees, or long-term contracts. For B2B businesses that process large, high-ticket transactions, their platform automatically performs Level 2 and Level 3 data capture. This qualifies transactions for lower interchange rates from the card networks, directly reducing your processing costs.

Platform Features

• Level 2/3 Interchange Optimization: Automatically captures the necessary data to reduce your B2B transaction fees.
• Virtual Terminal & Invoicing: Send professional invoices with a secure, branded payment link.
• Integrated Accounting: Connects directly with popular accounting software to automatically sync your payment data.
• Wholesale & B2B Focus: Their platform and support team are experienced in the specific needs of wholesale distributors.

HVAC distributors who are heavily reliant on credit card payments for their large equipment and parts orders and are looking for a transparent, cost-effective processor.

4. Paystand

Paystand is a B2B payment network that uses blockchain technology to eliminate transaction fees for bank-to-bank (ACH) payments. It's built for businesses that want to move away from the high costs of credit card processing. Paystand's "Zero-Fee" network is its core innovation. When both a buyer and seller are on the Paystand network, bank-to-bank payments between their accounts are free. The platform also offers a full suite of B2B payment tools, including digital invoicing, payment reminders, and ERP integrations, all with a focus on bank-based payments.

Platform Features

• Zero bank-to-bank transaction fees: For ACH payments within its network (often cited as 170,000+ companies), when both buyer and seller use Paystand’s network.
• Complete Digital Invoicing: Send, track, and manage invoices with a professional interface.
• Robust ERP & CRM Integrations: Offers strong native integrations with platforms like NetSuite.
• Enterprise-Grade Security: PCI DSS Level-1 certified with advanced fraud protection.

Distributors with a large base of B2B customers who are open to paying via ACH and are willing to join a payment network to save on transaction fees, especially those with significant enterprise clients.

5. BILL (Bill.com)

BILL (Bill.com) is a publicly traded company that provides a simple, intuitive platform for small and medium-sized businesses to automate both their accounts payable (AP) and accounts receivable (AR). Its strength lies in its massive network and ease of use. BILL's key advantage is its network effect. With a large business network connecting hundreds of thousands of business customers, there's a high chance your customers and suppliers are already on the platform. This makes it incredibly easy to get paid and to pay others electronically, reducing the need for checks.

Platform Features

• Combined AP & AR: Manage your entire cash flow in one place.
• Massive Vendor Network: Send and receive electronic payments with thousands of businesses instantly.
• Simple, Intuitive Interface: Designed for business owners and bookkeepers, not just finance experts.
• Two-Way Sync: Integrates seamlessly with QuickBooks, NetSuite, and Xero.

Smaller HVAC distributor operations that need a straightforward, all-in-one solution to manage their incoming and outgoing payments without a complex setup.

6. Gravity Payments

Gravity Payments is a payment processor that has built a dedicated set of tools and support for the HVAC industry. They understand the unique needs of contractors and distributors, from on-site payments to large commercial job financing. Gravity's focus on HVAC is its primary differentiator. Their website features a dedicated HVAC section with resources, and their support staff is trained on industry-specific workflows. They offer robust mobile payment solutions for field sales reps and specialized tools for handling large transactions.

Platform Features

• HVAC-Specific Solutions: Payment tools designed for both large equipment purchases and service calls.
• Reliable Mobile Processing: Durable card readers with offline payment mode for poor connectivity.
• 24/7 Multilingual Support: Dedicated support that understands your business.
• Level 2/3 Processing: To help reduce fees on large B2B transactions.

HVAC distributors who want a payment partner that speaks their language and offers dedicated industry support.

7. AllayPay

AllayPay is a merchant services provider that explicitly lists "HVAC Parts Distributors" as a core business type they serve. They offer a range of flexible payment gateway options and a consultative approach. AllayPay combines industry focus with flexible technology. They act as an advisor, helping you choose the best payment gateway (like Authorize.net or NMI) for your specific tech stack. They also offer a "Zero Cost Processing" option, which allows you to pass credit card fees directly to the customer, a useful feature for high-ticket HVAC equipment sales.

Platform Features

• HVAC Distributor Focus: Specifically tailored to the needs of parts distributors.
• Same-Day Merchant Account Approvals: Get your account set up and processed quickly.
• Multiple Gateway Options: Flexibility to integrate with your existing eCommerce or ERP system.
• Dedicated Account Manager: A single point of contact for all your needs, eliminating the runaround.

HVAC distributors who want a merchant services provider that understands their specific business model and offers flexible, low-friction onboarding.

8. QuickBooks Payments

QuickBooks Payments is the native payment processing solution for Intuit's QuickBooks accounting software. For the vast number of HVAC distributors already using QuickBooks for their bookkeeping, it offers the most seamless integration available. Integration is its superpower. Every payment you receive is automatically synced to your QuickBooks ledger, matching the correct customer and invoice. This eliminates all manual data entry and reconciliation, saving significant time and reducing errors.

Platform Features

• Native QuickBooks Integration: Automatic, two-way sync with no extra setup.
• Online Payment Portal: Send invoices with a secure link for your customers to pay by card or ACH.
• Recurring Billing: Ideal for managing maintenance contracts or subscription-based services.
• Same-Day Deposit Option: Speed up your cash flow with faster access to funds.

Any HVAC distributor currently using (or planning to use) QuickBooks Online or Desktop for their accounting, as it creates a truly unified financial workflow.

Making Your Choice: Essential Considerations

Your business model dictates your tech needs. A large distributor with complex ERP requirements will have different platform needs than a smaller operation. If you're focused on building an online B2B sales channel, Billtrust offers strong eCommerce capabilities. If your primary need is to offer net terms without risk, Resolve Pay's non-recourse model provides the most comprehensive solution. For those embedded in the QuickBooks ecosystem, the native integration of QuickBooks Payments creates operational efficiency.

Cost vs. Value: Don't just look at the transaction fee. Consider the total value: time saved on AR work, revenue growth from increased buying power, and risk mitigation. A platform that costs slightly more per transaction but reduces your DSO by 50% can have a far greater positive impact on your bottom line.

Integration is Non-Negotiable: In today's B2B landscape, a payment platform that doesn't integrate with your core accounting and ERP systems will create more work, not less. Always verify the depth and reliability of a platform's integrations before making a decision.

Why Resolve Pay Leads the Market for HVAC Distributors

For HVAC parts distributors looking to scale their business while maintaining healthy cash flow, Resolve Pay offers the most comprehensive solution on the market. The platform's non-recourse financing model fundamentally changes the economics of offering net terms—you get the competitive advantage of extended payment terms without bearing the credit risk or cash flow strain.

What sets Resolve Pay apart is its understanding of distributor-specific challenges. HVAC contractors often need net terms to manage their own project cash flows, but traditional banks won't finance these receivables, and factoring comes with recourse risk. Resolve Pay eliminates this friction entirely. You can confidently extend Net 30, 60, or 90 terms knowing you'll receive payment within 24 hours, and if the customer defaults, it's Resolve's loss, not yours.

The platform's AI-powered credit decisions mean you can approve more customers faster, while the unified AR and payments infrastructure reduces your back-office workload by up to 90%. For growing distributors, this combination of increased sales capacity, improved cash flow, and reduced operational burden makes Resolve Pay the strategic choice for sustainable growth.

Frequently Asked Questions

What are the primary benefits of using a B2B payment platform for an HVAC parts distributor?

B2B payment platforms can dramatically improve your operational efficiency and financial health. They can reduce your accounts receivable workload by up to 90%, cut your Days Sales Outstanding (DSO) by 50-60%, and enable you to offer net terms that boost customer buying power and loyalty, ultimately driving sales growth. Modern platforms also provide automated reconciliation, reducing errors and freeing your finance team to focus on strategic activities rather than manual data entry.

How can a B2B payment platform help HVAC distributors manage cash flow and reduce risk?

Advanced platforms like Resolve Pay manage the credit risk for you. They perform the credit check, make the credit decision, and assume the risk for late payments or defaults. This is known as non-recourse financing. In addition, they can advance a large percentage of the invoice value upfront—often within a day—converting your receivables into immediate working capital and stabilizing your cash flow. This approach allows you to offer competitive net terms without the traditional cash flow constraints.

Is it possible to integrate these payment platforms with existing HVAC business software?

Yes, integration is a standard feature of modern B2B payment platforms. Most offer native or API-based integrations with popular ERPs (like NetSuite and Oracle) and accounting software (especially QuickBooks). For example, Resolve Pay's flexible API can be integrated into any ecommerce platform, and BILL offers a two-way sync with major accounting systems. These integrations ensure your financial data flows automatically between systems without manual data entry.

What are 'net terms' and 'BNPL' in the context of B2B payments, and how do they benefit HVAC customers?

'Net terms' (e.g., Net 30, Net 60) allow a business customer to purchase goods or services and pay for them at a later date, typically 30 or 60 days after the invoice date. 'Buy Now, Pay Later' (BNPL) is a more modern, often instant-approval version of net terms. For your HVAC customers—often contractors or other businesses—this provides crucial short-term capital to manage their own cash flow, allowing them to purchase the parts and equipment they need for a job today and pay you after they've billed their own client. This directly increases their buying power and loyalty to your business.

How do I choose between a payment processor and a comprehensive AR platform?

The choice depends on your specific business needs. If your primary need is simply processing credit card and ACH payments efficiently, a payment processor like Helcim or Gravity Payments may be sufficient. However, if you want to offer net terms, need help with credit decisions, want to eliminate default risk, or are looking to significantly reduce your AR workload, a comprehensive platform like Resolve Pay provides far more value. Consider your growth goals, customer needs, and whether improved cash flow and reduced credit risk would materially impact your business strategy.