Free invoice template
Free HVAC invoice template
HVAC invoices carry more moving parts than most trades: a diagnostic fee, labor, refrigerant by the pound, parts, and sometimes a piece of equipment that costs thousands. The template below shows how to lay those out so a homeowner understands the bill and pays it.
Edit the example lines, add your EPA and contractor license numbers, then download the PDF without making an account. Everything stays in your browser. Selling maintenance plans? See the note on recurring work below.
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Fill it in and save as PDF
The lines are examples for HVAC contractors. Change anything, add your details and download the PDF. Nothing you type leaves this browser.
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Invoice total:
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What goes on it
What to put on an invoice for HVAC contractors
- Your contractor license and EPA 608 certification numbers where you are required to show them
- The equipment on site: make, model and serial number, which helps with warranties
- The diagnostic or service fee as a separate line, noting if it is credited toward a repair
- Refrigerant billed by the pound with the type, such as R-410A
- Parts with quantity and price, and technician labor with hours and rate
- For installs, the equipment price, the line set, thermostat, permit and disposal of the old unit
- Warranty terms for parts and labor, and how to pay
How you bill
How HVAC contractors bill
Service work is billed on a diagnostic fee plus parts and labor, often with a flat-rate price book so a capacitor swap costs the same on every call. Many companies credit the diagnostic fee if the customer approves the repair, which is worth stating on the invoice.
System replacements are quoted at a fixed price that bundles the equipment, installation, permit and haul-away, then paid as a deposit at signing and the balance at completion. Seasonal tune-ups and maintenance agreements are billed on a schedule, which suits recurring invoices rather than typing the same invoice every spring.
Get paid faster
Tips to get paid faster
- Itemize refrigerant by the pound. Its price moves, and a visible per-pound number is easier to justify than a lump sum.
- Credit the diagnostic fee on the invoice when the repair goes ahead, and say so, so the customer sees the discount.
- Collect a deposit on installs when the equipment is ordered. Special-order units cannot be returned if the customer changes their mind.
- List the make, model and serial number on the invoice. It saves a phone call later when a warranty claim comes in.
- In peak summer and winter, invoice the same day. Busy weeks are when paperwork piles up and payment slips.
Watch out
Common invoice mistakes
- Hiding refrigerant inside a general parts line, then facing questions about the quantity
- Forgetting to mention that the diagnostic fee was applied to the repair
- Leaving the warranty off an install invoice, where the customer cares about it most
Save, send and get paid
Save, send and get paid with Jiffy.
This generator makes one PDF. The Jiffy app keeps every invoice, sends it for you and helps you get paid. Start on Free: 3 invoices a month, no end date.
A payment link on every invoice
Your client opens the invoice and pays by card or Apple Pay on Pro and Ultra, straight to your own Stripe account. On Free they pay by bank transfer with your details. Online payments
Reminders that chase for you
Send a reminder with one tap on every plan. Pro and Ultra add an automatic schedule that stops the moment the invoice is paid. Payment reminders
Estimates your client signs
Send an estimate, let your client sign it on their phone, then turn it into an invoice with one tap. Included in Free. Estimates
Invoice by voice on Ultra
Say the client, the work and the price. Jiffy writes the invoice and sends it when you tap. Voice invoicing
Other trades
Templates for other trades
More for your trade
FAQ
Questions
What should an HVAC invoice include?
Business and license details, customer and site address, equipment make and model, the diagnostic fee, itemized parts, refrigerant by the pound, labor hours and rate, tax, total, warranty and payment instructions.
How do I bill refrigerant on an invoice?
Add a line with the refrigerant type and the pounds used, priced per pound. That makes the charge transparent and easy to verify.
Can I invoice maintenance plans with this?
Yes for one invoice. For repeating tune-up billing, the Jiffy app can repeat an invoice on a schedule so you do not retype it each season.
Is this HVAC template free?
Yes. You fill it in here and save the PDF. There is no account, no limit and nothing is uploaded.
Not here? Email us: [email protected]
Whatever you do, get paid for it.
Start free with 3 invoices a month, quotes and e-signatures. Free has no end date.