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A filled-in sample for HVAC work. Open it in the invoice maker, change the lines to match your job and download the PDF.
Open this sample in the invoice maker
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Need an estimate instead? See the HVAC estimate template.
Bright Air & Heat
102 Example St, Suite 2
Anytown, ST 00000
(555) 555-0102
office@brightair.example
Bill to
Marcus Ellery
167 Example St
Anytown, ST 00000
(555) 555-0152
marcus.ellery@mail.example
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Service call and diagnosis: system blowing warm air | 1 | $99.00 | $99.00 |
| Labor: replaced run capacitor (hours) | 1 | $120.00 | $120.00 |
| Run capacitor | 1 | $45.00 | $45.00 |
| Air filter, 16 x 25 x 1 | 2 | $18.50 | $37.00 |
| Condenser coil cleaning | 1 | $85.00 | $85.00 |
Every name, address and number in this sample is made up.
Keep the diagnosis, the labor and the parts apart. Name the system you worked on, for example the upstairs unit, so a customer with two systems knows which one.
What an invoice has to show can differ by state, so check what applies where you work. This is general information, not tax or legal advice.
An HVAC visit usually starts with a diagnosis and ends with a part, a cleaning or both. A customer with two systems needs to know which one the paper is about.
In the notes, write the filter size and when it was last changed, and anything you saw that is not urgent yet, in plain words.
Where HVAC paperwork goes wrong: no word on which system. Name the unit on the first line, keep the diagnosis apart from the repair, and give filter sizes with their quantity.
This HVAC invoice template works as a form you fill in line by line. Start at the top with your business details and the customer's name and address, then add the invoice number and date. Next, name the system you worked on, such as the upstairs unit, and list the diagnosis, the labor and each part as separate lines with a quantity and a rate. Finish with the total and how to pay. Change the sample lines to match your visit, then download the PDF, or send it from the invoice maker.
Start from the sample, then swap in the lines for the job in front of you. Prices are yours to set.
Yes. Write which unit you worked on, such as upstairs, downstairs or the garage unit, and the model if you noted it. It helps the customer, and it helps you on the next visit.
One line for the tune-up per system, then each extra, such as filters or a drain line cleaning, on its own line.
Many techs invoice the diagnosis on the day and send an estimate for the repair. When the part is in and the work is done, the estimate becomes the invoice.
Yes, in plain words: what the customer reported, what you found and what you replaced. It saves a phone call later.
Give it its own line with the date. If you are not charging for it, show it at zero, so the customer sees the visit was made.
This is general information, not tax or legal advice.
The app for the whole job: HVAC software for jobs, estimates & invoices
General templates: Service invoice template · Labor invoice template · Contractor invoice template · Repair invoice template
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