Free HVAC invoice template
Invoice a no-cool call, a seasonal tune-up or a full system change-out, with room for equipment model and serial numbers, refrigerant used and warranty terms.
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Northwind Heating & Air
Raleigh, NC
Bill to
Priya Natarajan
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic fee, AC not cooling | 1 each | $95.00 | $95.00 |
| Replace dual run capacitor, flat rate including part | 1 each | $225.00 | $225.00 |
| R-410A refrigerant recharge | 2 lb | $90.00 | $180.00 |
| Condenser coil cleaning | 1 each | $150.00 | $150.00 |
- Subtotal
- $650.00
- Tax (7%)
- $45.50
- Total due
- $695.50
Notes
Outdoor unit model and serial number recorded on your service history. 90-day labor warranty on today's repair. Ask about our seasonal maintenance plan.
Download the HVAC invoice template
US Letter, 8.5 x 11 in. Take it with the sample lines above to edit, or blank to fill in from scratch
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Fill it online with these linesWhat to include on an HVAC invoice
- 1Equipment make, model and serial number for each unit serviced
- 2Diagnostic or service call fee
- 3Refrigerant type and pounds added
- 4Parts replaced, such as capacitors, contactors, motors or igniters
- 5Flat-rate repair price or labor hours with the rate
- 6Permit and inspection fee on system replacements
- 7Manufacturer warranty and your labor warranty, with registration notes
- 8Maintenance plan or seasonal tune-up details if the visit was part of one
How HVAC technicians and heating and cooling contractors usually bill
- A diagnostic fee to find the problem, then a flat-rate price for the repair
- Seasonal tune-ups at a fixed price per system, often sold as an annual plan
- Refrigerant billed by the pound
- Full system replacements quoted as a package with equipment, labor, permit and haul-away, usually with a deposit
Payment terms
Repair and tune-up visits are almost always paid when the technician finishes, so "Due on receipt" fits most residential calls. On system replacements, many contractors take a deposit when the client signs the proposal so they can order equipment, then collect the balance at startup or after inspection. Commercial and property management accounts often run on Net 30. If you sell maintenance plans, say on the invoice what the plan covers and when the next visit is due so the client sees what they are paying for.
General guidance, not legal or tax advice.
Common mistakes on HVAC invoices
- Not recording model and serial numbers, which makes later warranty claims harder
- Writing "recharge" without the refrigerant type and amount
- Charging the diagnostic fee twice when the client already approved the repair on the same visit
- Leaving off the permit on a system change-out because the install crew pulled it
- Not explaining what the labor warranty covers and for how long
HVAC invoice questions
How do HVAC companies charge for refrigerant?
Most bill refrigerant by the pound and list the type, such as R-410A or R-454B, on the invoice. Show the pounds added as its own line so the client can see why the total changed.
Should the diagnostic fee be on the HVAC invoice if I do the repair?
Some contractors credit the diagnostic fee toward the repair, others charge it separately. Either works if your estimate said so. Show it on the invoice either way, with a credit line if you waive it.
What should an HVAC installation invoice include?
Equipment brand, model and serial numbers, line sets and materials, labor, permit and inspection, haul-away of the old unit, any deposit already paid, the remaining balance, and both manufacturer and labor warranty terms.
Is HVAC work taxable?
It depends on the state and on whether the work counts as a repair or an improvement to the home. Some states tax only parts. Check with your state revenue department or an accountant before setting a tax rate.
Send it from BillingOtter
A template still has to be emailed and chased. In BillingOtter the same invoice goes out by email with the PDF attached and a pay link, and you see what is paid, due or overdue.
- Email the invoice with the PDF and a Pay button
- Clients pay by card or US bank transfer (ACH) on Creator Pro, without creating an account
- Automatic payment reminders on Creator Pro, which stop as soon as the invoice is paid
- Free Starter covers 5 invoices a month, no card needed
Templates for related trades
Free tools for HVAC technicians and heating and cooling contractors
Bill your next job from BillingOtter
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