Free HVAC Invoice Template
Blank HVAC contractor invoice template, already carrying the line items hvac jobs use. Download it, or fill one in below and get a finished PDF in about a minute.
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An invoice is the document that asks for money after the work is done. It is not a quote and it is not a receipt. It names what you did, what it costs, who owes it, and when it is due. Get those four things right and you get paid faster.
What a contractor invoice should contain
- Your business name, address, phone, email and license number if your state requires one
- The customer name and the job address, which are often not the same address
- A unique invoice number, so you and the customer can both point at the same document
- The invoice date and a clear due date, not just "net 30" with no date on it
- Line items split into labor and materials, because customers query lump sums
- Subtotal, tax, any deposit already paid, and the actual balance due
- How to pay you: check payable to, bank transfer details, or a payment link
What goes on a HVAC contractor invoice
These are the lines a hvac job usually needs. They are already in the template and in the generator, so you edit rather than start from an empty page.
- System diagnostic
- Replace condenser unit, 3 ton
- Evaporator coil and line set
- Thermostat install and setup
- Refrigerant charge and startup
Delete what does not apply, add what does. The point is that a customer looking at an itemized hvac invoice can see where the money went, which is what stops the argument before it starts.
Air conditioning is sold in tons, and a ton is 12,000 BTU per hour of cooling, so the 3 ton condenser on this template is a 36,000 BTU system. The size comes from the house, its floor area and its climate zone, not from whatever was there before.
What the HVAC invoice should record
Record the model and serial numbers of the condenser and the coil, and the refrigerant type and the amount charged. Warranty registration needs the serial numbers, and the next technician needs the charge.
Related pages for HVAC work
The rules that hold for every trade
These are on the contractor invoice template page, with the questions people ask about the template:
- Invoice, estimate or receipt, which one do you need
- Put labor and materials on separate lines
- Set a due date, not a payment term