How to fill out this HVAC service invoice template
- Download the invoice template in Word, Excel or as a fillable PDF, or fill it in online below.
- Add your company name, contact details and license number if your state requires it, then the customer’s name and the service address. For a property manager, add the unit or work order number.
- Start with the service call or diagnostic fee and a short note on the problem, such as “AC not cooling”. Then add labor hours at your hourly rate.
- List parts like the capacitor and contactor on their own line, and refrigerant by the pound with its type, such as 2 lb of R-410A. Add your labor warranty and set the due date; the template asks for payment on completion.
- Send it as a PDF, or as a payment link with Onigiri so your customer can pay by card.
What’s in this heating and cooling invoice template
- Sample lines for a diagnostic service call, technician labor, a capacitor and contactor, and R-410A refrigerant per pound
- Bill to, From and Payment sections for you, your customer and how to pay you
- Invoice number, issue date and due date
- Notes with payment due on completion and a line about your maintenance plan, both easy to change
- Totals that calculate themselves in Excel and the fillable PDF, with a sales tax row in Excel
- Fits AC repair, furnace and heat pump repair, seasonal tune-ups, maintenance plans and system installs
Online generator
Change the line items, add your logo and download a ready PDF. No sign-up, nothing to install, and your draft stays in your browser.
- Send invoices as a link clients open on any device
- See which invoices are paid, sent or overdue
- Card payments via Stripe with 0% platform fee (PRO)
Invoice checklist
An HVAC invoice is the bill a heating and cooling technician or company sends a customer for a service call, repair, tune-up or installation. It shows what was wrong, what you did, which parts and how much refrigerant went in, and what each costs. That detail helps homeowners trust the bill and helps property managers approve it.
- Your company. Your business name, address, phone and email, plus your license number where your state requires it.
- Customer and site. The customer’s name and billing address, the service address if it’s different, and the unit or work order number for property managers.
- Number and dates. A unique invoice number, the issue date, the due date and the date of the service visit.
- Labor and parts. The service call fee, labor hours and rate, and each part on its own line, with the equipment make and model on installs.
- Refrigerant. Refrigerant by type and pounds added, plus filters, line sets or other materials used on the job.
- Terms and warranty. When payment is due, how to pay you, and your labor warranty listed apart from the manufacturer’s warranty on equipment and parts.
- Late fee. Your late fee, such as 1.5% a month on overdue balances, if your service agreement includes one and your state allows it.
Getting paid
Tell customers how you charge before the visit, then put the same terms on every invoice.
- On completion
Payment terms
Homeowners usually pay when the repair is done, which is what the template’s notes say. Property managers and commercial clients often expect Net 15 or Net 30, so write the exact due date on their invoices.
- 25–50%
Deposits on installs
On a new system, ask for a deposit when the contract is signed, such as 25–50%, so you aren’t paying for the equipment out of pocket. Some states limit deposits on home improvement jobs, so check your state’s rules. Deduct the deposit on the final invoice.
When to send the invoice
Invoice a repair or tune-up the day you finish, ideally before you leave the site. For maintenance plans, bill the plan fee on a set schedule; with Onigiri PRO, a recurring invoice is emailed to the customer monthly or yearly on its own.
Late payments
Collecting at the end of the visit avoids most chasing. For invoices on terms, send a reminder the day after the due date and add a late fee only if your agreement includes one; the late fee calculator works out the amount.
Taxes
Sales tax on HVAC work depends on the state, on whether it’s a repair or an installation, and on whether a line is parts or labor, so check your state’s rules. The sales tax calculator works out the amount when tax applies. This is general information, not tax advice.
Formats
HVAC invoice template in Word
Best if you want to change the layout or fonts or add your logo. Edit the text, then save it as a PDF before you send it.
Download .docxHVAC invoice template in Excel
Amounts and the total update as you type, and there’s a sales tax row. Handy when you bill hours or many line items.
Download .xlsxFillable PDF HVAC invoice template
Type straight into the fields in Chrome or Adobe Acrobat and the totals add up. The layout stays fixed, so nothing shifts by accident.
Download .pdf
Template or app
A template is fine for the odd invoice. If you bill clients every month, Onigiri keeps your clients, line items and payment status in one place.
| Onigiri | Free invoice template | |
|---|---|---|
| Price | Starting at $0 | Free |
| Edit it and save a PDF | ||
| Send it as a link your client opens on any device | ||
| See which invoices are paid or overdue | ||
| Saved clients for the next invoice | ||
| Saved line items and services | PRO | |
| Client pays by card, 0% platform fee on Stripe | PRO | |
| Income tracking | ||
| Works in Word, Excel and Google Docs |
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Ready to get paid faster?
Send your invoice as a link with Onigiri and see at a glance whether it’s paid or overdue. Connect Stripe to let clients pay by card.
