Free HVAC Invoice Template
Bill HVAC service and installs with the diagnostic fee, labor, parts, refrigerant pounds and equipment serial numbers on separate lines. Download it free in Word, Excel or PDF, or fill it in online.
Get Your Free HVAC Invoice
Create Online (Free)
No sign-up required · Takes ~60 seconds
Download Blank Template
No sign-up · Instant download
Filled-out sample hvac invoice. The download is the blank version.
Prefer to fill it out yourself? Download a blank template to print or edit.
What to Put on an HVAC Invoice
An HVAC invoice should show what was wrong, what you replaced and which equipment you worked on. Include these items:
HVAC Invoice Checklist:
- Business details: your company name, contact information and HVAC license number
- Job address and equipment: the make, model and serial number of the unit you serviced
- Diagnostic fee: the charge for the visit and testing, shown on its own line
- Labor: hours and hourly rate, or the flat-rate price for the repair
- Parts and filters: each part with its name or part number and price
- Refrigerant: the type and the pounds added
- Permit fee: if the job needed one, as a separate line
- Warranty terms: the manufacturer warranty on parts and your labor warranty
- Total due and payment terms: the amount owed, the due date and accepted payment methods
Diagnostic Fee, Repair and Maintenance Visits
Most HVAC visits fall into one of three types, and each one reads best on an invoice in a different way:
Common HVAC Visit Types:
- Diagnostic visit: a flat fee to find the problem, often credited toward the repair if the customer approves it
- Repair: labor by the hour or at a flat rate, plus parts and any refrigerant added
- Maintenance visit: a set price for the tune-up, with filters and extras listed separately
If you credit the diagnostic fee toward the repair, show the fee and the credit as two lines. Rates vary by region and the numbers in the sample below are examples only. Use your own prices.
Refrigerant, Parts and Equipment Lines
Refrigerant is billed by the pound. Name the type, such as R-410A or R-454B, show the pounds added and the price per pound. That lets the customer see why the charge is what it is, and it gives you a record of how much was added to the system.
Give parts their own lines with a name or part number, such as a dual run capacitor, a contactor or a blower motor. Put the equipment make, model and serial number near the top of the invoice or in the notes, so the service history stays with the unit.
Installs and Replacements
A replacement has more pieces than a repair. Show them as separate lines: the equipment (condenser, furnace or air handler) with its model number, the line set, the labor, the permit and the disposal of the old unit. If the customer paid a deposit, show it as a credit on the final invoice so the balance due is clear.
Seasonal Tune-Ups and Service Agreements
Many HVAC companies sell a maintenance agreement, often one or two visits a year for a flat fee. Bill the agreement as a single line with the period it covers. For each visit, you can send a $0 invoice or a visit record listing what was checked and any filters replaced. If a repair is found during a tune-up, bill it on its own lines.
Example HVAC Invoice
Here is what an HVAC invoice looks like using our template. Amounts are examples only:
Warranty and Registration
Equipment and parts usually carry a manufacturer warranty, while your labor warranty is set by you. State both on the invoice. Some manufacturers require the customer to register new equipment to get the full warranty period. If that applies, a short note on the invoice saves a phone call later.
How to Use
- 01Pick Word, Excel or PDF above, or choose the online builder.
- 02Add your business details, license number, the customer name and the job address.
- 03List the diagnostic fee, labor, parts, refrigerant pounds and any permit on separate lines.
- 04Add the equipment model and serial number and the warranty terms in the notes.
- 05Check the total and payment terms, then send or print the invoice.
Ready to Create Your Invoice?
Choose your preferred format below: online builder or downloadable template.
Create Online (Free)
No sign-up required · Takes ~60 seconds
Download Blank Template
No sign-up · Instant download
Prefer to fill it out yourself? Download a blank template to print or edit.
Common Questions About HVAC Invoices
How do I invoice an HVAC service call?
Include your business details and license number, the customer and address, an invoice number and date, the equipment model and serial number, the diagnostic fee, labor, parts, refrigerant, warranty terms, the total due and your payment terms. List each on its own line.
How do I bill refrigerant on an invoice?
Give it its own line with the refrigerant type, the pounds added and the price per pound. For example, R-410A, 2 lbs at $65 per lb.
Should I charge a diagnostic fee?
Many HVAC companies do. Show it as its own line. If you credit it toward the repair when the customer approves the work, show the fee and the credit as two lines.
How do I show a deposit on an HVAC install invoice?
List the full install price, then add the deposit as a credit line. The balance due is the total minus the deposit.
Is this HVAC invoice template free?
Yes. The Word, Excel and PDF downloads are free, with no sign-up and no watermark, and the online builder needs no account.
Other Invoice Templates
Looking for a different format? Try our other free templates: