Free HVAC invoice template

Diagnostics, refrigerant, parts and changeouts — priced the way a homeowner in August can follow.

An HVAC invoice is read by a homeowner who is hot, mildly panicked and comparing you to the number their neighbor quoted. Give them something they can follow: the diagnostic, the part with its name, the refrigerant by the pound, and the labor. Record the equipment's model and serial and the refrigerant type — you will need it on the next visit, and so will the manufacturer if the part is under warranty. On a changeout, the tonnage and SEER belong on the invoice, because that's what the utility rebate form is going to ask for.

Lines a HVAC tech actually bills for

What to include on a HVAC invoice

• Your business name, phone number and email — and your license number if your state puts one on the paperwork
• The customer's name, the service address, and a phone number or email you can actually reach them on
• An invoice number and the date the work was done
• Equipment make, model and serial for both the indoor and outdoor unit
• Refrigerant type and the exact pounds added — this line gets audited more than any other
• The readings that justified the repair: superheat, subcool, static pressure, amp draw
• Parts by name and number, and whether the part was under manufacturer warranty
• On a changeout: tonnage, SEER and the AHRI number, so the rebate form can be filled in
• Whether a leak search was performed, and what you found
• Subtotal, sales tax if you charge it, and the total due
• Any deposit or payment already taken, and the balance still owed
• The due date, and what happens if it goes past it
• How they can pay — card, bank transfer, check or cash

HVAC invoicing questions

How should I bill refrigerant?

By the pound, with the number of pounds shown, and never as a vague 'recharge'. Refrigerant pricing has moved a lot and homeowners compare it directly. Showing three pounds at a stated price per pound is defensible; a $255 line that just says 'freon' is the one that gets called about.

Do I charge a diagnostic when I end up doing the repair?

Most shops charge it and many credit it toward the repair. Either is fine as long as the invoice shows what happened. If you're crediting it, add a negative line so the customer can see the credit rather than wondering whether it disappeared into the labor.

What do I put on the invoice for a part still under warranty?

Bill the labor, the refrigerant and any shop supplies, and show the part at zero with 'manufacturer warranty' in the description. It costs you nothing to write and it stops the argument where the customer thinks warranty means the whole visit is free.

Should maintenance agreements be invoiced up front?

Up front, per year or per season, is normal and it's the closest thing this trade has to predictable income. Invoice the agreement itself as one line, then invoice each visit at zero with the agreement referenced, so the customer sees the value they already paid for.

How do I invoice a changeout with a rebate involved?

Invoice the full price and list the rebate separately as something the customer applies for, not as a discount you already gave. Rebates get denied for paperwork reasons all the time, and if you netted it out of the invoice you're the one holding the loss.

Is there a limit on how many invoices I can write?

No. No cap on any plan, including the free one — write a hundred in August if August goes that way. Capping invoices would cap what we earn too: we take 0.5% only when a customer pays you by card.

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