HVAC Invoice Template - Free Download for HVAC Technicians
Download free HVAC invoice templates for installations, repairs, and maintenance. Includes fields for labor, parts, refrigerant, and service agreements. Available in Word, Excel, and PDF formats.
Professional HVAC invoices help you get paid faster and maintain clear service records. Our templates include fields for labor hours, parts costs, refrigerant charges, and maintenance agreements.
Whether you do residential HVAC, commercial installations, or preventive maintenance, these templates have everything you need to bill clients professionally.
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What to Include on a Plumbing Invoice
Plumbing invoices need specific information to clearly communicate service costs and ensure timely payment.
Service call information
Include service date, service address, and service type (installation, repair, maintenance, emergency). Note system type being serviced (central AC, heat pump, furnace, mini-split). Include model and serial numbers for major equipment.
Labor charges
Break down labor by type of work performed. Include hours worked, hourly rate, and total labor cost. Specify regular hours versus emergency or after-hours rates. Separate diagnostic time from repair time if applicable.
Parts and equipment
List all parts used with part numbers, descriptions, quantities, unit costs, and totals. Be specific - "Carrier 24ACC636A003 3-ton condenser" instead of just "condenser." Include make and model for major components.
Refrigerant charges
List refrigerant type (R-410A, R-22, etc.), pounds added, price per pound, and total refrigerant cost. EPA regulations require tracking refrigerant use, so detailed records are important.
Service call and diagnostic fees
Include trip charges or diagnostic fees if applicable. Many HVAC companies charge a base service call fee that covers the first hour or diagnostic work, then bill hourly for repairs.
Maintenance agreements
If the customer has a maintenance agreement or service contract, note this on the invoice. Show any discounts applied for contract holders.
Permits and inspections
Include permit fees or inspection costs required for installations. Some jurisdictions require permits for HVAC installations or major system replacements.
Warranty information
Note warranty periods for labor and parts. HVAC equipment typically comes with manufacturer warranties, and many technicians offer labor warranties on installation work.
Download Free Plumbing Invoice Template
Download our plumbing invoice template designed for plumbing services and repairs. Includes all the fields you need for labor, parts, service calls, and emergency rates.
Download in your preferred format:
What's included:
- Your business and license information
- Customer and service address details
- Labor, parts, and refrigerant sections
- Service call and diagnostic fees
- Maintenance agreement tracking
- Subtotal, tax, and total calculations
- Payment terms and warranty information
- Professional design
Excel version includes automatic calculations for line items, subtotals, and totals.
Managing multiple projects? Our invoice generator lets you track invoices by project, save material lists, and see which clients have outstanding balances.
Get started free →How to Fill Out Your HVAC Invoice
Follow these steps to create professional HVAC invoices
Add your business details
Include business name, HVAC contractor license number, EPA certification number, address, phone, and email. Your license and EPA numbers are important and may be legally required.
Enter service call information
Add customer name, service address, and contact details. Include invoice number, service date, and system details (make, model, serial number). Many HVAC techs use formats like "SERVICE-001" or "CUSTOMER-SYSTEM-001."
List labor, parts, and refrigerant
Break down labor by type with hours and rates. List all parts with descriptions, part numbers, and costs. Add refrigerant charges with type and pounds used. Include diagnostic fees, permits, and other charges.
Calculate totals and payment terms
Add subtotal, applicable taxes, and total amount due. Specify when payment is due (Due on Completion, Net 7, Net 15) and what payment methods you accept.
HVAC Invoicing Tips
Invoice immediately after completing service
Give customers their invoice before leaving or send it the same day. Immediate invoicing leads to faster payment, especially for service calls and emergency repairs.
Detail parts and refrigerant separately
List major equipment and parts with part numbers. Always itemize refrigerant charges separately with type and quantity. This transparency helps customers understand costs and is required for EPA compliance.
Note maintenance agreement status
If customers have maintenance agreements, reference this on invoices. Show any contract discounts applied. This reminds customers of their membership value and encourages renewals.
Track equipment and service history
Save records of what equipment each customer has, service performed, and parts installed. This helps with warranty claims, follow-up service, and identifying recurring issues.
Tired of Manual Invoicing?
Use our invoicing software to track all your invoices, save client details, and manage estimates. Access from your phone while on job sites.
Frequently Asked Questions
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Contact UsDo I need an HVAC license number on my invoice?
Most states require licensed HVAC contractors to include their license number and EPA certification number on invoices. Check your state's requirements. Including these numbers builds trust and shows proper licensing.
Should I charge sales tax on HVAC services?
How do I bill for refrigerant?
What payment terms should HVAC techs use?
Should I include warranty information on invoices?