# 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. ## 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. - Northwind Heating & Air - Priya Shah - AC not cooling, capacitor and refrigerant recharge | Description | Qty | Price | Amount | | --- | --- | --- | --- | | Diagnostic and service call | 1 | $89.00 | $89.00 | | Dual run capacitor 45/5 MFD | 1 | $68.00 | $68.00 | | Refrigerant R-410A (per lb) | 3 | $65.00 | $195.00 | | Labor: HVAC technician (hours) | 2 | $105.00 | $210.00 | | Condenser coil cleaning | 1 | $140.00 | $140.00 | Parts carry a 1 year warranty and labor 90 days. Remember to change your air filter every 90 days. Payment due on receipt. ## 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 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](https://jiffy-invoice.com/features/recurring-invoices) rather than typing the same invoice every spring. ## Tips to get paid faster 1. Itemize refrigerant by the pound. Its price moves, and a visible per-pound number is easier to justify than a lump sum. 2. Credit the diagnostic fee on the invoice when the repair goes ahead, and say so, so the customer sees the discount. 3. Collect a deposit on installs when the equipment is ordered. Special-order units cannot be returned if the customer changes their mind. 4. List the make, model and serial number on the invoice. It saves a phone call later when a warranty claim comes in. 5. In peak summer and winter, invoice the same day. Busy weeks are when paperwork piles up and payment slips. ## 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 ## 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. ## Templates for other trades - [plumbers](https://jiffy-invoice.com/invoice-template/plumbing) - [electricians](https://jiffy-invoice.com/invoice-template/electrical) - [roofers](https://jiffy-invoice.com/invoice-template/roofing) - [handymen](https://jiffy-invoice.com/invoice-template/handyman) [Invoice templates by trade](https://jiffy-invoice.com/invoice-template) Source: https://jiffy-invoice.com/invoice-template/hvac