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

What is an AC service bill?

Accepted Answer

An AC service bill (also called an air conditioning invoice or AC repair receipt) is the billing document you give customers after completing air conditioning work. It should include your company details with HVAC license, the customer info and service address, a description of the AC repair or service performed, parts replaced, refrigerant added with type and quantity, labor hours, diagnostic fees, and the total amount due. A proper AC service bill helps customers understand exactly what they paid for and provides documentation for warranty claims.

Question 3

How do I create an air conditioning invoice?

Accepted Answer

To create an air conditioning invoice, start with your HVAC company details including license number and EPA certification. Add the customer name and service address. Describe the AC service performed (repair, maintenance, or installation), list any parts replaced with part numbers, document refrigerant type and amount added (e.g., 2 lbs R-410A), include labor hours and rates, add any diagnostic or service call fees, calculate tax and total, then include payment terms. Our free AC invoice template has all these fields ready to fill in.

Question 4

Is this HVAC invoice template free to download?

Accepted Answer

Yes, completely free. Download our HVAC invoice templates, AC service bill forms, and heating and cooling receipts in Excel, PDF, and Word formats without any cost. No email required, no credit card, no hidden fees. All templates are printable and include HVAC-specific fields like equipment tracking, refrigerant documentation, and license display.

Question 5

What HVAC service forms do I need?

Accepted Answer

Essential HVAC service forms include: service invoices for billing customers, work orders for job documentation, maintenance checklists for tune-ups, equipment inspection forms, refrigerant tracking logs for EPA compliance, customer agreement forms, and warranty documentation. Our HVAC invoice template serves as your primary billing form and can be customized to include service notes and equipment details.

Question 6

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 7

What should be included on a heating and cooling invoice?

Accepted Answer

A heating and cooling invoice should include: your business name and HVAC contractor license number, EPA certification number, client name and service address, invoice number and date, equipment details (make, model, serial number), detailed description of heating or cooling services performed, parts and materials used with quantities, refrigerant type and amount, labor hours and rates, service call or diagnostic fees, subtotal, applicable taxes, total amount due, payment terms, labor warranty information, and accepted payment methods.

Question 8

Do you have a printable HVAC invoice template?

Accepted Answer

Yes, all our HVAC invoice templates are printable. Download the PDF version for a ready-to-print format, or use the Excel or Word versions which you can customize and then print. The templates are designed to look professional when printed for customers who prefer paper receipts. Many HVAC technicians print blank forms to fill out on-site or print completed invoices after entering job details.

Question 9

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 10

What is an HVAC receipt vs an invoice?

Accepted Answer

An HVAC invoice is the bill you send requesting payment, while a receipt confirms payment has been received. In practice, many HVAC contractors use the same document for both - marking it "PAID" once payment is received to create a receipt. Our templates work for both purposes. For AC service work, you might hear "AC service bill" or "HVAC receipt" used interchangeably with invoice.

Question 11

Should I include refrigerant costs on the invoice?

Accepted Answer

Yes, always itemize refrigerant charges separately on your AC service bill or HVAC invoice. List the refrigerant type (R-410A, R-22, etc.), quantity added in pounds, and cost per pound. 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 12

What HVAC labor warranty information should I include?

Accepted Answer

Include your labor warranty terms (typically 30-90 days for repairs), 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 HVAC installations, note the equipment manufacturer warranty registration requirements. Having clear warranty terms on your invoice protects both you and your customers.

Question 13

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 14

What payment terms are standard for HVAC work?

Accepted Answer

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

Question 15

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

Accepted Answer

Excel HVAC invoice 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 free formats to see which fits your heating and cooling business workflow.

Question 16

Can I use these templates for AC repair invoices?

Accepted Answer

Absolutely. Our HVAC templates work perfectly for AC repair invoices, air conditioning service bills, and cooling system maintenance. The template includes fields for refrigerant tracking, equipment model numbers, and service descriptions common to AC repair work. You can also customize it for furnace repair, heat pump service, or any heating and cooling work.

Question 17

How do HVAC contractors track service orders?

Accepted Answer

HVAC contractors typically use service order invoice templates that combine work documentation with billing. Each service order gets a unique number, includes the service address and equipment details, documents work performed, and becomes the invoice once completed. Our template includes invoice numbering and can be adapted as a service order form. For high-volume shops, Invoice Mama automates this tracking.

Question 18

Can I customize these templates for my HVAC business?

Accepted Answer

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

Free HVAC Invoice Template

Service Invoice Forms

AC Service Bills

Printable Receipts

Download Free HVAC Invoice Templates & Service Forms

Excel Template

PDF Template

Word Template

Everything Heating and Cooling Professionals Need

HVAC Service Invoice Forms

Air Conditioning Invoice Ready

Heating and Cooling Documentation

Printable Receipt Formats

License & Certification Fields

HVAC Labor Warranty Tracking

How to Use Your HVAC Invoice Template

Download Your Format

Add Business Details

Enter Client & Equipment Info

List Services & Parts

Send & Get Paid

What to Include in Your HVAC Service Invoice

AC Service & Repair

Heating Service & Repair

HVAC Installation

Refrigerant Services

Maintenance Contracts

Labor Charges

Parts & Materials

Commercial HVAC Services

Additional Fees

HVAC Service Invoice Best Practices

Include Your HVAC Contractor License

Document All Equipment Details

Track Refrigerant on AC Service Bills

Separate Labor from Parts

Include HVAC Labor Warranty Terms

Send Service Invoices Promptly

Why Heating and Cooling Contractors Choose Invoice Mama

Create HVAC Invoices in Minutes

Get Paid Faster

Professional Service Forms

Stay Organized

Track Equipment & Service History

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