Question 1

What is a HVAC invoice?

Accepted Answer

An HVAC invoice is a billing document that HVAC contractors send to clients after completing heating, ventilation, or air conditioning work. It itemizes services performed (like AC repair, furnace maintenance, or system installation), parts and materials used, refrigerant charges, labor hours, and the total amount due. A proper HVAC invoice also includes your business details, HVAC license number, EPA certification, equipment information (make, model, serial number), warranty terms, and payment instructions.

Question 2

How to write a HVAC invoice?

Accepted Answer

To write an HVAC invoice, start with your business name, address, phone, and HVAC license number at the top. Add your client's name, service address, and contact info. Include a unique invoice number and date. List each service performed with clear descriptions (e.g., "Diagnosed and repaired refrigerant leak in outdoor condenser unit"). Document equipment serviced with make, model, and serial number. Itemize parts used, refrigerant added (type and quantity), and labor hours. Calculate subtotals, add applicable taxes, and show the total due. Include payment terms and accepted payment methods.

Question 3

Is this HVAC invoice template really free?

Accepted Answer

Yes, completely free. Download our HVAC invoice templates in Excel, PDF, and Word formats without any cost. No email required, no credit card, no hidden fees. The templates include all HVAC-specific fields like equipment tracking, refrigerant documentation, and license display.

Question 4

What should be included on an HVAC invoice?

Accepted Answer

Your HVAC invoice should include: your business name and HVAC license number, EPA certification number, client name and service address, invoice number and date, equipment details (make, model, serial), services performed with descriptions, parts and materials used, refrigerant type and quantity, labor hours and rates, service call or diagnostic fees, subtotal, applicable taxes, total amount due, payment terms, and warranty information.

Question 5

How do I charge for HVAC service calls?

Accepted Answer

Most HVAC contractors charge a service call or diagnostic fee that covers travel time and initial inspection. This fee typically applies toward the repair if the customer proceeds with the work. Be transparent about this fee when scheduling appointments. Your invoice should list the service call fee as a separate line item, then show labor and parts costs for the actual repair work.

Question 6

Should I include refrigerant costs on the invoice?

Accepted Answer

Yes, always itemize refrigerant charges separately. List the refrigerant type (R-410A, R-22, etc.), quantity added in pounds, and cost. This transparency helps clients understand a significant portion of their bill and demonstrates EPA compliance. Some contractors charge a flat rate per pound while others mark up their cost.

Question 7

What warranty information should I include?

Accepted Answer

Include your labor warranty (typically 30-90 days), parts warranty (usually manufacturer warranty pass-through of 1-10 years), and any extended warranty options. Be specific about what's covered and what voids the warranty. For new installations, note the equipment manufacturer warranty registration requirements.

Question 8

How do I invoice for HVAC maintenance contracts?

Accepted Answer

For maintenance contracts, create an invoice showing the annual or semi-annual fee with a description of services included (like bi-annual tune-ups, priority scheduling, and discounted repairs). You can bill annually, semi-annually, or monthly. Include the contract period dates and renewal terms.

Question 9

What payment terms are standard for HVAC work?

Accepted Answer

For residential service calls and repairs, "Due Upon Completion" is standard. For larger installations, many contractors require a deposit (25-50%) before ordering equipment, with the balance due upon completion. Commercial work often uses Net 30 terms. Always communicate payment expectations before starting work.

Question 10

What's the difference between Excel, PDF, and Word templates?

Accepted Answer

Excel templates automatically calculate totals, taxes, and subtotals - ideal if you invoice frequently. PDF templates look professional and prevent editing - best for final invoices sent to clients. Word templates are easy to customize with your branding and service descriptions. Download all three to see which fits your workflow.

Question 11

Can I customize these templates for my HVAC business?

Accepted Answer

Absolutely. Add your logo, change colors, modify line items, and add fields specific to your services. The Excel and Word versions are fully editable. You can add sections for maintenance contract details, equipment serial numbers, or whatever your business needs. Many technicians use these templates alongside an HVAC invoice app for on-the-go billing.

Free HVAC Invoice Template

Equipment Tracking

Service Call Ready

Refrigerant Logging

Download Your Free HVAC Invoice Template

Excel Template

PDF Template

Word Template

Everything HVAC Professionals Need

HVAC-Specific Line Items

Equipment Documentation

Refrigerant Tracking

Multiple Formats

License & Certification Fields

Warranty Information

How to Use Your HVAC Invoice Template

Download Your Format

Add Business Details

Enter Client & Equipment Info

List Services & Parts

Send & Get Paid

HVAC Invoice Best Practices

Include Your Certifications

Document Equipment Details

Track Refrigerant Carefully

Separate Labor from Parts

Include Warranty Terms

Send Invoices Promptly

Why HVAC Contractors Choose Invoice Mama

Save Time on Paperwork

Get Paid Faster

Look Professional

Stay Organized

Track Equipment History

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