Download Free HVAC Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom HVAC Invoice Template

Best for:

Logo, maintenance plan and PO fields.

Editable HVAC Invoice Template

Best for:

Edit filters, charges, after-hours fees.

Printable HVAC Invoice Template

Best for:

Totals, diagnostics, warranty, signatures.

Free HVAC Invoice Template

Best for:

Parts, labor, system type, refrigerant log.

How to Invoice as an HVAC Technician

Turn your diagnosis into a clean invoice that tracks parts, labor, and deposits from first visit to final payment.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Start the invoice after you diagnose the issue and agree on scope with the client.
List labor time, rates, parts, equipment, travel, and disposal so the scope is clear.
For installs or big repairs, take a deposit and show it on the invoice.
Finish the work, record actual hours and materials, add required fees and taxes on parts.
Apply the deposit to the total, set the due date, and send the invoice with proof-of-work.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in an HVAC Technician Invoice

These are the must-have fields for clear, compliant invoices.

Invoice # and issue date
Business info with contact, license #, and refrigerant handling certification #
Client name and billing address
Job site address
Technician name or crew
Work description (diagnosis or install summary)
Labor hours and rate summary
Parts/equipment list with model and serial #
Permit/inspection #s and efficiency certificate/reference # (check local rules)
Payment terms, deposit received, and balance due

Billing Scenarios for HVAC Technicians

How to label charges so every invoice makes sense the moment your clients see it.

After-Hours Service Fee; Emergency Dispatch

Emergency call outside standard hours

Flags the premium for off-hours response so timing is not disputed.

Diagnostic Assessment; Trip Charge

Client declines repair after diagnosis

Covers time and travel even when no repair is approved.

Leak Search & Repair; Refrigerant (per lb)

Refrigerant leak fixed and system recharged

Separates labor from refrigerant so usage and cost are transparent.

Permit Fee; Crane/Hoisting

Condenser and coil install requiring hoisting

Record the deposit in payments and auto-calculate the remaining balance before sending the final bill.

Seasonal Tune-Up; Filter & Coil Cleaning

Seasonal maintenance with cleaning and filter

Makes the bundle and materials obvious at a glance.

Thermostat (make/model); Install & Setup

Distinguishes device cost from labor to install and program.

Free Online Invoice

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Common charges and shop fees for HVAC contractors

Itemize diagnostics, labor, parts, refrigerant, crane fees, and disposal with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Service call diagnostic

Item

First visit to identify the issue

Qty × item rate. Document findings and next steps to justify repair scope.

Repair labor

Time

Hands-on fix after diagnosis

Hours × hourly rate. Track on-site time only; list parts separately.

System installation labor

Time

Installing a new furnace, heat pump, or AC

Hours × hourly rate or milestone. Log commissioning checks for warranty.

After-hours emergency surcharge

Item

Nights, weekends, or holidays

Qty × item rate. Use in addition to standard labor to cover premium response.

Refrigerant supply

Item

Taxable

Charging system after leak repair or install

Cost × (1 + markup%). Record type and quantity for compliance and future service.

Thermostat hardware

Item

Taxable

Replacing or upgrading a thermostat

Cost × (1 + markup%). Note model and compatibility in the invoice.

Permit processing

Item

Job requires a mechanical or electrical permit

Pass-through as billed. Attach permit number and jurisdiction for records.

Old unit removal & disposal

Item

Hauling away condenser, furnace, or air handler

Qty × item rate. Include proper disposal or recycling notes.

Duct leakage test & report

Item

Code/utility requires verified duct tightness

Qty × item rate. Provide test results and pass/fail in attached report.

Maintenance plan enrollment

Item

Customer signs up for seasonal tune-ups

Qty × plan rate. Outline visit count and covered tasks; schedule the first visit.

Save and reuse your HVAC rates and fees

Create a free account and save diagnostic fees, labor rates, and parts pricing once, so nothing gets retyped.

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Common HVAC Technician Invoicing Mistakes

Invoices go sideways when details are fuzzy or missing, which slows payment and fuels disputes. Use these fixes to keep work and money clean.

Mistake

How to fix it

Bundling parts and labor into one total hides the breakdown and invites pushback.

Separate parts and labor into their own sections and totals so the math is clear and easy to approve.

Skipping written change approval when the scope grows leads to unpaid work.

Pause and document the new scope and price, get sign-off, then update the invoice to match the change.

Capture model and serial at install and include them on the invoice and receipt.

Record the deposit in payments and auto-calculate the remaining balance before sending the final bill.

Using vague work notes like “fixed unit” makes the invoice look sloppy and unclear.

Write a short, plain summary of what you tested, what you replaced or adjusted, and the outcome.

Omitting compliance identifiers like license or certification numbers erodes trust and may delay approvals.

Add current business license and relevant certifications in the header and keep them updated; check local rules.

HVAC Invoice FAQs

Tune-ups, installs, refrigerant, permits, crane rentals, and after-hours rates. Plus markup, change orders, retainage, and maintenance terms for residential and commercial HVAC, clear answers.

How should I bill a diagnostic fee on a no-heat service call?

List a flat diagnostic, then credit it if the customer approves repairs. Example: “Diagnostic/Trip Fee: $89” and “Credit diagnostic with repair: -$89.”

Can I charge by the pound for refrigerant, and how do I show it?

Yes, show type, pounds, and price per pound. Example: “R-410A 6 lb @ $38: $228” plus “Refrigerant recovery/EPA handling: $35.” Rules vary. Check local rules.

How do maintenance contracts get billed—monthly or per visit?

Either works. A heating and cooling contractor often bills monthly with visit details on each ticket. Example: “Quarterly PM plan: $35/mo” and “Spring tune-up: 1.5 hrs @ $120: $180, 2” MERV-8 filters (2) @ $8: $16.”

What’s the right way to note permits and inspections?

Break them out as pass-throughs with proof if needed. Example: “Mechanical permit: $95” and “Final inspection coordination: 1 hr @ $95: $95.” Rules vary. Check local rules.

How do I handle change orders when the owner adds two supply vents mid-job?

Create a signed change order with new scope, price, and time impact. Example: “Change Order #2: add two 6” supplies: Materials $120, Labor 2 hrs @ $110: $220.”

Do warranty jobs bill labor if the manufacturer covers parts?

Often yes. Most warranties cover parts only. Example: “Blower motor (warranty): $0” and “Labor 1.5 hrs @ $120: $180” plus “Warranty processing: $15.”

What’s standard for after-hours or emergency rates?

HVAC technicians use a higher labor rate or an emergency fee. Example: “After-hours labor 2 hrs @ $175: $350” and “Emergency dispatch: $95.”

For new construction, can I use progress billing tied to milestones?

Yes. Mechanical contractors bill at rough-in, set equipment, and startup, with retainage noted. Example: “Milestone 1 Rough-in: 30% $7,200,” “Retainage 10%: -$720,” “Startup/Commissioning: 20% $4,800.”