Free HVAC Invoice Template

When extreme weather hits, your customers rely on their HVAC systems to provide comfort. This means that your small business stays busy with maintenance, emergency repairs, and installations.

An HVAC invoice template provides essential information for your client so they know what they’re paying for. You can also use the invoice template to create a bid for new construction or an estimate for repairs.

Download your free HVAC invoice template now.

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Why Use an HVAC Contract and Invoice for Client Work?

If you are starting an HVAC business, it’s important to note that HVAC contracts will provide various benefits to you and your clients. It will ensure security so both parties understand the scope of work that will be performed as well as the cost of that work. 

Contracts can also add versatility in terms, such as offering discounts and priority service if a client agrees to sign with you for a year or more. The client can get special pricing on check-ups for early problem detection, and repairs when components get worn down due to drastic weather changes – and your benefit will be that you have gained a new returning customer. 

An HVAC contract will also allow you to maintain organized files on each of your clients and the services that you provide them. The invoice’s role will be to break down exactly what they are being charged for and ensure that you are being paid on time.

Every invoice can be used to offer an opportunity for your clients. If you don’t yet have a contract with the client, you can include a section on your invoice where the customer can choose their plan and sign up on the spot. This will create a seamless link between present repair work and the sale of a service contract. 

Contracts and invoices will keep you on track of revenue and profits so you can ensure you’re reaching your targets. QuickBooks invoicing software will automatically update your accounts once the invoice has been processed so you can gain quick insights into your business. 

What Items Should Be Listed on an HVAC Invoice?

Using precise terms to relay what you expect for your services is crucial. So before creating your HVAC invoice form, familiarize yourself with the invoice payment terms, as they will influence the terms of your payment therefore dictating how quickly you get paid. 

Basic Cost of a Visit

Whether you call this charge a home visit fee or a fee for determining the issue, you want to get paid if you make a visit to a home and determine the issue with their HVAC system.

This is a charge you use only when the homeowner or commercial property owner decides to do the repair themselves after you invest time in finding the problem and solution.

However, when it comes down to it, the homeowner may not be able to make repairs themselves, so include an estimate for the services needed. That way, they can call you if they decide to let a professional tackle the work.

Bids and Estimates

If your HVAC company works on new construction project, you might need to offer a bid or estimate to earn the business. A free printable HVAC invoice template provides the flexibility to create a professional bid and estimate. Listing detailed expectations of labour and parts costs ensures that the prospective client understands the services your company offers.

Supplies and Parts

While you probably don’t charge the customer for your hammers and nails, you do need to charge them for ducts, replaced parts, and HVAC systems. On the invoice, list each part as a separate line item with comprehensive details, including:

  • Brand
  • Model number
  • Part number
  • Colour
  • Material
  • Description
  • Price per item

When it comes to duct work, you may use different lengths, so list the various lengths as different line items. You want your client to have as much information as possible to limit questions when the bill comes due.


From yearly maintenance on an HVAC system to installation of a new system, labour is one of the biggest charges on your invoice. But how much do you charge for your labour? can help you determine how much you charge as an hourly rate. You can also use this information to set salaries for your employees. On average, an HVAC technician will make $66,142.00 per year, which would translate to $33.92 per hour. A more seasoned HVAC technician can earn around $85,000 per year. 

Listing labour on the invoice can be done in a few ways. You can break the job labour down by hours spent working and prorate partial hours; another option is a flat rate for labour. You might use a flat rate for things like yearly maintenance visits to make it easier to quote prices.

When to Send Clients an HVAC Service Invoice?

There are many tips on how to send an invoice, however invoicing best practises are not always universal, as scenarios may change depending on scope of work and client. Of course there is common ground like what needs to be included in your invoice, but what about deciding on when to send the invoice to your client? You always want to maintain a level of professionalism while still staying on track with payroll and expenses. 

If you have a small scale job you can send the invoice on the spot as soon as the work has been completed. If you wish to maintain or build a lasting relationship with your client you may want to give them some leeway and send the invoice within a week of completing the work. 

In the case of consistent recurring work, you can opt to send monthly or quarterly invoices. 

Additionally, there are a few scenarios where it would be appropriate to send invoices before the work has begun. These include: 

  • Larger scale jobs 
  • You are a new business
  • The job requires a deposit for significant equipment or materials
  • Your project has predetermined project milestones
  • The client is known for missing payments 

Remember that you do not need to ask the customer to pay the full amount upfront. You can require some money before you begin and allow them to pay the rest after the work has been completed. 

Invoicing Software to Increase Efficiency & Speed Payments

This free invoice template offers your HVAC business the chance to create a customized invoice to communicate all charges effectively to the customer. You can take your invoicing to the next level using online invoice software, such as QuickBooks, to help you track accounts receivables, account for inventory, and receive customer payments in a timely manner. QuickBooks will also make it easier for the customer to pay their fee with a variety of accepted payment methods right from the invoice itself. Try it today. 

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