Resources/Templates/HVAC invoice
Free template
This free HVAC invoice template covers service calls and installations: labor, flat-rate repairs, parts, refrigerant billed by the pound, equipment and fees, with tax, deposit and balance due worked out in Excel. Page 2 records each unit’s make, model and serial number, filter sizes and warranty registration.
[Your company name] · License # [License #]
What’s in it
Check the job type at the top. Service calls use the labor, parts and fee lines; installs add the equipment lines.
Hours × rate with a separate after-hours line, plus flat-rate repair lines in the Excel file.
The type and pounds added on their own line, priced per pound. In Excel, both copy to the equipment record.
Outdoor unit, furnace or air handler, coil and thermostat, each marked new or existing.
Filter sizes and how many you replaced, system capacity, and the AHRI certificate number for a matched system you install.
Who registers the equipment and the confirmation number, your labor warranty, tax on materials or the whole invoice, deposit and balance due.
How to fill it in
HVAC invoice example: a no-cool service call, without prices
FAQ
Your company, license number and contact details; the invoice number and dates; the customer and service address; the job type; the problem and work performed; labor, parts, refrigerant, equipment and fees with their amounts; tax and total; payments; and the balance due. For installs, add each unit’s make, model and serial number and the warranty registration details.
Put it on its own line with the refrigerant type, the pounds added and your price per pound, as the HVAC invoice template does. The customer sees exactly what went in, and you have a record if the system needs more later.
It should. Serial numbers tie the invoice to the equipment for warranty claims and registration, and they’re on each unit’s data plate. The equipment record in this HVAC invoice template has room for the outdoor unit, furnace or air handler, coil and thermostat.
Decide before the install and write it on the invoice. Some contractors register the equipment for the customer; others hand over the paperwork. Either way, check the manufacturer’s terms: some require registration within a set time for the full parts warranty.
The Excel file’s How to use sheet walks through a filled-in example with labor, refrigerant, parts and a service call fee, using round illustrative numbers. Swap in your own prices and tax rate. For the quote before the job, use the HVAC estimate template.
Related
Good, Better and Best system options side by side, each totaled in Excel.
Get the template →The general invoice for deposits and progress billing on larger jobs.
Get the template →A one-page ticket for service calls: the request, who’s assigned, parts, labor and sign-off.
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