HVAC invoice template (free, fill in and download as PDF)
HVAC work is billed as a diagnostic or service call, labour, parts, and refrigerant by weight. Seasonal tune-ups and maintenance agreements are often flat-priced per visit.
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Line items on this hvac invoice template
- Diagnostic / service callqty 1
- Labour (hours)qty 2
- Refrigerant (lb)qty 2
- Capacitor, supplied and fittedqty 1
- Air filter replacementqty 2
- Seasonal tune-up (AC or furnace)qty 1
- Condensate line cleaningqty 1
- Thermostat, supplied and installedqty 1
The template opens with these lines and sample quantities. Prices are left empty on purpose: type your own rates, delete what you don't need, then add your business, your client and the job date. Billsprig adds tax per line, discounts and the total, and makes a real PDF.
Payment terms and invoice notes
Suggested terms: Due on receipt. Suggested note: “Equipment warranty registration is the owner's responsibility unless noted. Next service due in 12 months.”
Tips for HVAC technicians
- Bill refrigerant by weight with the quantity column (for example 2 lb), not as one lump sum.
- Write the equipment model and serial number in the notes; it helps the client's warranty and your next visit.
- For maintenance plans, duplicate last season's invoice and change the date: Billsprig Pro keeps a history for exactly that.
FAQ
How do HVAC companies bill refrigerant?
Usually per pound (or kilogram) added. Put refrigerant on its own line with the amount in the quantity column so the client can see how much was charged.
Should a tune-up be a flat price?
A flat per-visit price is the common way to sell seasonal tune-ups. Any repair found during the visit goes on separate lines after the client agrees to it.
What terms suit residential HVAC invoices?
Many residential jobs are paid on completion (due on receipt); commercial clients often expect Net 15 or Net 30. Billsprig sets the due date from the terms you pick.
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