Free HVAC invoice generator

How to create an HVAC invoice

An HVAC call often mixes a diagnostic, a few parts and a refrigerant charge. The form at the top of this page lays each one out on its own line so the customer can follow the bill.

• 1. Enter your business name, phone, email and your contractor license number if your state requires it on paperwork.
• 2. Add the customer's name and the service address where the equipment is installed.
• 3. Set the invoice number, the issue date and the due date.
• 4. Upload your logo if you have one. It is kept in this browser and prints on the document.
• 5. Add the diagnostic fee, then one labor line per repair or service.
• 6. Add parts and refrigerant as materials lines. Bill refrigerant by the pound and enter the pounds as the quantity.
• 7. Set your tax rate and mark only the lines your state taxes.
• 8. Note the refrigerant type, readings and warranty in the notes, check the preview, then print or save as PDF.

What to include on an HVAC invoice

HVAC invoices become the service history for the equipment. A clear one helps the next tech and backs you up if the customer calls again in a week.

• The equipment serviced: condenser, air handler, furnace or heat pump, with the make and model if you have it.
• Part specs, such as the capacitor rating in MFD and volts or the filter size and MERV rating.
• Refrigerant type and pounds added. R-410A, R-454B and R-32 are billed and handled differently, so name the one you used.
• What you found and what you recommend, such as a leak search or a coil cleaning, even if the customer declined it today.
• Your labor warranty and a note that parts carry the manufacturer's warranty.
• The service date, payment terms and the ways you accept payment.

HVAC billing and pricing tips

Many HVAC companies charge a flat diagnostic fee and then quote the repair from a flat-rate price book. Some credit the diagnostic toward the repair if the customer approves it the same visit. Whichever you choose, say it the same way on every invoice.

Peak season calls on nights, weekends and holidays usually carry a higher rate. Tell the customer the rate when they book, and put it on the labor line so the invoice matches what they were told.

Refrigerant prices move with supply, and R-410A has been rising as the industry shifts to A2L refrigerants like R-454B and R-32 for new systems. Review your per-pound price often, and when a system keeps losing charge, recommend a leak search instead of topping it off again.

Maintenance agreements, such as a spring cooling and fall heating tune-up each year, smooth out the slow months. Bill the agreement on its own invoice, and show any member discount as a line on repair invoices so the customer sees the value.

Refrigerant handling and EPA 608

Under Section 608 of the Clean Air Act, technicians who service or dispose of equipment that holds refrigerant must be EPA certified, and knowingly venting refrigerant is prohibited. Writing the refrigerant type and the pounds added or recovered on the invoice keeps a simple record of what you did at each address. Check the current EPA rules for what you must record for your equipment size.

HVAC invoice vs estimate

Send an estimate before a compressor replacement, a new system or ductwork, so the customer approves the equipment and the price. Send an invoice after the work to bill what was done. Use the Invoice or Estimate switch at the top of the page to create either one with the same form.

After the job is billed

This generator works well for a one-off invoice. If you run calls all day in peak season, the free ToolBerry app keeps jobs and clients in one place, so you can see what was done at an address last time. Create estimates and invoices on your phone and turn an accepted estimate into a job or an invoice without retyping.

Share the PDF or send it from your own email, capture the customer's signature on the device, and track which invoices are paid, partly paid or overdue. It works offline in attics and mechanical rooms, and it runs on iPhone, Android and the web.