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Free HVAC invoice template

An HVAC service invoice that's ready to fill in: the diagnostic fee, parts, labor, and the refrigerant you added, by the pound and type, each on its own line. The sample prices are made up, so change them to yours. Edit it here, then print it or save it as a PDF. No signup, and nothing you type leaves your browser.

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Below is a working invoice with a sample HVAC job filled in. Type over anything, add your business details once (they're saved in this browser and shared with the estimate maker), and print it. Jump to what a HVAC invoice should include or the sample text to send with it. For the texts before and during the job, see the hvac text templates.

1. Your business

Add your logo (optional)PNG or JPG. Your logo stays in this browser. It is never uploaded.

2. Customer and job

3. Invoice number and dates

4. Line items and totals

+ Add a line

Leave Qty blank for a flat price line, like a trip charge. Units are up to you: ea, hr, sq ft, ln ft, visit, lot.

5. How the customer can pay

Fill in example lines

This tool doesn't take payments or store card numbers. It only prints what you type here, like who to make a check out to, your Zelle or Venmo, or a card payment link from the processor you already use.

6. Notes and terms

Put the example terms back

8. Send it

Save the invoice as a PDF, then send it with one of these. Your customer's first name, the job, the balance due, your business, and your name are filled in from the invoice. Anything still in [brackets] is yours to finish.

Still unpaid? Make reminders. The free payment reminder maker starts from this invoice and fills in friendly, firm, and final-notice texts with your dates and the balance due.

Still unpaid after the friendly reminder? The payment reminder maker and the payment reminders page have the firm and final versions. For the job-done summary and thank-you texts, see job wrap-up and invoice. After they pay, ask for a review with the free review link and QR code generator. Scope changed mid-job? Put it in writing first with the free change order maker. See all seven on the free tools page.

What a HVAC invoice should include

Every invoice needs your business details, the customer, an invoice number, the dates, the line items, the total, and the balance due. The invoice maker above handles those. These are the lines that matter most for HVAC work:

• Diagnostic or service call fee. Its own line. Say on the invoice whether it counts toward the repair.
• Refrigerant: pounds and type. Write how many pounds you added and which refrigerant (R-410A, R-454B, R-32, or R-22 on older systems), priced per pound. Customers ask about it, and if the system needs more next season, that record points to a leak.
• Parts by name and rating. Capacitor MFD and voltage, contactor amps, filter size. It shows exactly what went in.
• Labor. Hours and your rate, or your flat-rate price for the task.
• Equipment details. Brand, model, and serial number of the units you worked on. Warranty claims and the next visit both need them.
• What you checked. A line in the job notes with pressures or the temperature split shows the system was working when you left.
• Warranty and tune-up plan. How long your labor is covered, that parts carry the maker's warranty, and a line about your maintenance plan if you offer one.

Sample text to send with a HVAC invoice

Save the invoice as a PDF, then send it with a short text like this one. Step 8 above fills it in from your invoice. Here it is with blanks:

Hi [first name], it's [your name] with [business]. Your invoice #[number] for the [job] on [date] is attached: [$], due [due date]. It lists each part, the labor, and the refrigerant we added, so you have a record for next season. You can pay [methods]. If the system acts up again, call or text [phone].

Before the job, price it with the free estimate maker, and start this invoice from that estimate with one click. If the invoice isn't paid by the due date, the free payment reminder maker starts from it and fills in friendly, firm, and final reminders. More texts for HVAC jobs: hvac text templates.

Quoting the next job? The free HVAC estimate template starts with a sample 3-ton AC condenser and coil replacement. Edit it, then click "Start from my last estimate" above to turn it into this invoice.

Invoice templates for other trades

Each one starts with that trade's usual line items: plumbing, electrical, handyman, landscaping, house cleaning. See them all on the invoice templates page, or use the blank invoice maker.

HVAC invoice questions

What should an HVAC invoice include?

Your business name, phone, and license number, the customer and service address, an invoice number and date, and the due date. Then the diagnostic fee, each part with its rating, labor, and any refrigerant with the type and pounds added. Add the equipment model and serial number, a short note on what you found and checked, the total, and the balance due, plus your warranty and how to pay.

How do I bill for refrigerant on an HVAC invoice?

Put refrigerant on its own line with the type and the pounds added, priced per pound, like "Refrigerant: R-410A, 2.5 lb at $85." Prices vary a lot by refrigerant type and region, so use your own. If you found and fixed a leak, say so in the job notes, since a system that keeps needing refrigerant has a leak somewhere.

Should the diagnostic fee be credited toward the repair?

That's up to you. Many shops credit it when the customer approves the repair the same day and keep it when they don't. Whichever you do, tell the customer before you start and show it on the invoice. To credit it, add a line like "Diagnostic fee credit" with a minus price.

Should I put the equipment model and serial number on the invoice?

It's worth it. Manufacturers often ask for the model, serial number, and install or repair date for warranty claims, and it saves time on the next visit. Add them to the "What you did" box so they print under the job title.