Invoice templates / HVAC technicians
Free invoice template for HVAC technicians
HVAC jobs mix installation, repairs and recurring maintenance. The invoice should make it clear which of those it is, because customers treat a service visit very differently from a new system.
Example line items for heating and cooling
These are examples of how to word lines, not prices. Use your own rates.
Diagnostic visit
Show it separately so it can be credited against a repair if you do that.
Labour, per hour
State the hours and the rate.
Parts: capacitor, thermostat, filter
List the parts replaced, with quantities.
Refrigerant
Show the amount used if you bill for it.
Annual maintenance plan
Name the period the plan covers.
What to put on a heating and cooling invoice
- The make and model of the equipment where known
- What was found and what was done
- Parts replaced, with quantities
- Warranty terms on parts and labour
- The date of the next recommended service, if you offer one
For the basics every invoice needs, see what to put on an invoice.
Payment terms
Maintenance customers are often invoiced yearly or quarterly; one-off repairs usually on completion. Say which applies on the invoice.
Type Net 30 (or Net 7, Net 15) in the Payment terms box and the due date fills in. Payment terms explained.
Questions
- Should I list the equipment model?
- It is useful. It helps with warranty claims and tells the customer what was serviced. A short line in the notes is enough.
- Can I put a recurring plan on the same invoice?
- You can, as its own line with the period named. This free tool does not repeat invoices for you, so make a new one each period.