Business Genie

Free HVAC Invoice Template

A free HVAC invoice template with a filled-in sample: the diagnostic fee, capacitor labor, coil cleaning, parts, and R-410A refrigerant billed by the pound.

Type over any line of the sample to make it yours, then print it or save it as a PDF. No signup, nothing to download.

HVAC estimate templateTemplates for other trades

Sample · made-up company, customer and prices

Your HVAC Company
123 Main Street, Suite 100Anytown, ST 12345(555) 123-4567office@yourhvacco.com
HVAC license
#H-20931
EPA 608 cert.
#608-55120
Invoice
No.
INV-0042
Issued
Today
Due
15 days from issue
Bill to
John Smith456 Oak AvenueAnytown, ST 12345(555) 987-6543
Equipment
Complaint
No cooling
Condenser
Model CX-36 · Serial 1419E52731
Air handler
Model AH-36 · Serial 1420A09115
Refrigerant
R-410A · 2 lb added
Temperature split
Labor
AC diagnostic — no cooling complaint1$89.00$89.00
Replace capacitor (labor)0.5 hrs$95.00$47.50
System performance check & refrigerant levels1$125.00$125.00
Clean condenser coils1$85.00$85.00
Parts and refrigerant
Run capacitor 45/5 MFD 440V1$35.00$35.00
R-410A refrigerant (per lb)2$45.00$90.00
Contactor relay 2-pole 40A1$28.00$28.00
Payment. Due within 15 days of the invoice date.
Warranty. 90 days on labor. Parts carry the manufacturer’s warranty.
Labor
$346.50
Parts and refrigerant
$153.00
Tax 8%
$39.96
Total due
$539.46
Option, not billedMaintenance agreement: spring and fall tune-ups, $180 a year

What goes on an HVAC invoice

Five details make this an HVAC invoice rather than a generic one. Each has its number in the sample’s margin, from the top of the page down.

  1. 1

    License and EPA 608 number

    Two numbers under the address: the HVAC license, and the EPA Section 608 certification federal rules require of anyone who handles refrigerant. Printed together, they show the customer the refrigerant work was done by someone certified to do it.

  2. 2

    Model and serial numbers

    The Equipment record names the condenser and the air handler by model and serial number, beside the complaint that brought you out. A manufacturer asks for the serial on a warranty claim, and the next tech starts from this record instead of the data plate.

  3. 3

    The temperature split, before and after

    Return air at 76°F against the supply air: 74°F on arrival, a split of 2 degrees, and 56°F on leaving, a split of 20. It is the reading that shows the no-cooling call was fixed, written down on the day, so a callback starts from a number rather than a memory.

  4. 4

    Refrigerant, by type and by the pound

    R-410A, 2 lb at $45 a pound, billed on its own line in the parts. The customer and the next tech can see exactly what went into the system, and when a pound or two goes in at every visit, the invoices show the leak before anyone goes looking for it.

  5. 5

    The maintenance agreement, priced

    Under the totals, in a dashed box that is not part of the bill: spring and fall tune-ups for $180 a year. A customer who has just paid for a no-cooling call reads this invoice closely, and the way to avoid the next one is priced where they are reading.

HVAC invoice questions

What should an HVAC invoice include?

An HVAC invoice should include your license and EPA 608 certification numbers, the model and serial number of each piece of equipment, the refrigerant type and quantity, a breakdown of labor and parts, warranty terms, and maintenance recommendations.

How do I bill for refrigerant on HVAC invoices?

By the pound, on its own line, at a price per pound you tell the customer before you charge the system. That matters most on older systems: a refrigerant being phased out, such as R-22, costs far more per pound than R-410A. If you recover refrigerant from the system, bill the recovery as labor, apart from the refrigerant you add.

Should I include equipment serial numbers on invoices?

Yes, for every unit you work on, not only the part you replace. Copy them from the data plate on the day. Most manufacturers build the date of manufacture into the serial, so the next tech knows how old the system is, and when the customer asks for a replacement price, the models already on file make the quote quicker.

Invoicing in Business Genie

Business Genie is field service management software for contractors, built around route optimization — schedule and route your crews, then invoice and get paid, on the web and in the iOS and Android app.

An invoice like the HVAC one above goes out from the app, your customer pays it online by card, Apple Pay, PayPal, Venmo or Cash App, and it syncs with QuickBooks Online. The phone shows the paper above as it would go out: change a line on the paper and it changes here. Choose a stop on the blue line to follow it.

On paper
  1. Printed and handed over, or mailed
  2. Paid by check, when it comes
  3. Typed into the books
In Business Genie

Simulated · the paper above, in the app

Start free trialFree for a month. No credit card to start.

Invoice templates for other trades

Every trade bills for different things. Each template is drawn for its trade, with the details that trade’s customers expect to see, and each is free to edit and print.