Example hvac invoice
Here is what a typical hvac invoice built with this template looks like. It bills 5 line items, from “Diagnostic service call” to “Refrigerant R-410A”, for a subtotal of $565.50 before tax. Swap in your own rates; the amounts recalculate automatically.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic service call | 1 | $95.00 | $95.00 |
| Labor – replace capacitor & contactor | 1.5 | $125.00 | $187.50 |
| Dual run capacitor | 1 | $68.00 | $68.00 |
| Contactor | 1 | $45.00 | $45.00 |
| Refrigerant R-410A (lbs) | 2 | $85.00 | $170.00 |
| Subtotal | $565.50 | ||
Suggested note for the client: Includes 90-day labor warranty. Ask about our annual maintenance plan for priority service. Payment due upon completion.
What to include on a hvac invoice
- System type, make and model serviced
- Symptoms reported and diagnosis
- Parts replaced and refrigerant added (type and pounds)
- Labor time and rate, or flat-rate repair price
- Maintenance agreement or membership discount, if applicable
- Warranty on parts and labor
HVAC invoicing tips
- Record refrigerant type and quantity – it is required for EPA record-keeping on larger systems and protects you in disputes.
- Offer seasonal maintenance agreements and show the member discount on the invoice; it drives repeat business.
- Use flat-rate pricing books so every technician quotes the same price for the same repair.
- For new installs, bill a deposit on equipment order and the balance on start-up.
How to use this template
- Replace the sample line items with the work you actually did. The example items show typical hvac charges and rates – adjust them to your prices.
- Add your business and client details, set the invoice number and due date, and add tax if you are registered to collect it.
- Download the PDF and email it to your client. Your edits are saved in this browser, so next month you only need to change the dates and items.
Need to quote the job first? Use the quote generator. Getting paid late? Work out interest with the late fee calculator, or browse all 50 invoice templates.
Frequently asked questions
Should refrigerant be billed per pound?
Yes, that is the standard. List the refrigerant type and pounds added as a separate line item.
How do I invoice a maintenance plan?
Bill the annual or monthly membership fee as a recurring line item, and show plan discounts as a negative line on service invoices.
Is this hvac invoice template free?
Yes. Edit every field, download as many PDFs as you like and print them. There is no sign-up, no watermark and nothing is uploaded to our servers.
How do I save the invoice as a PDF?
Click "Download PDF / Print" and choose "Save as PDF" as the destination in the print dialog. It works on desktop and mobile browsers.