Free template · Excel · Invoices by trade
Free HVAC invoice template
An HVAC invoice for service calls and installs, with room for the unit's model and serial number, refrigerant by the pound and the parts you replaced.
HVAC invoice template
Excel workbook (.xlsx) · 22 KB · 4 sheets
| Item | Description | Qty | Rate | Amount | Tax? |
|---|---|---|---|---|---|
| Diagnostic | Service call and system diagnosis | 1 | 129.00 | 129.00 | Y |
| Labour | Replace capacitor and contactor, clean coil (hours) | 1.5 | 120.00 | 180.00 | Y |
| Parts | Dual run capacitor | 1 | 68.00 | 68.00 | Y |
| Parts | Contactor, 2-pole | 1 | 54.00 | 54.00 | Y |
| Refrigerant | R-410A added after leak check (lb) | 2 | 85.00 | 170.00 | Y |
| Subtotal | 601.00 | ||||
| GST | 30.05 | 5% | |||
| TOTAL | 631.05 |
Why an HVAC invoice needs its own layout
HVAC invoices have to work for two kinds of job: a service call where you diagnose and fix, and an install where you sell equipment. Both need the unit's details on the invoice. The customer needs them for the manufacturer's warranty, and you need them the next time you're called back.
This template has an equipment block for the make, model, serial number and location, and lines for the diagnostic fee, labour, refrigerant and parts. The example is a summer AC repair for a homeowner in Alberta.
What to include on an HVAC invoice, and why
- Make, model and serial number. Manufacturers ask for them on warranty claims, and they tell the next technician what is installed.
- Refrigerant type and amount added. It's a cost the customer can see, and a record that helps spot a slow leak over several visits.
- What you found, in one sentence. "Failed capacitor, replaced" turns a list of parts into an explanation.
- Recommendations you didn't do. If you advised a repair and the customer declined, writing it on the invoice protects you if the system fails later.
- Warranty on parts and labour. State how long your own warranty lasts, separately from the manufacturer's.
How to price it
Diagnostic fee plus repair
Charge a set fee to come out and find the fault, then quote the repair. Many companies credit the diagnostic against the repair if the customer goes ahead.
Flat-rate repairs
Common repairs priced from a flat-rate book, so the customer agrees the price before you start. The invoice shows the task and the main parts.
Maintenance agreements
A yearly or monthly plan with set visits. Bill it as one recurring line and list the visits it covers.
Typical payment terms
- Due on completion for residential service, card taken on site
- Deposit (often a third to a half) on equipment installs, balance on completion
- Net 30 for commercial accounts and property managers
- Maintenance plans billed monthly or yearly in advance
Whatever terms you use, put them on the invoice itself. A due date printed on the page is easier to enforce than one mentioned on the phone. See how to collect overdue invoices for what to do when a customer is late.
Sales tax, GST/HST and PST on HVAC work
United States
Equipment and parts are tangible goods, taxable in most states that have sales tax, unless the install counts as an improvement to real property in your state. Some states also tax repair labour or maintenance agreements.
Check your state's rules for service contracts in particular: they're taxed differently from one-off repairs in several states.
Canada
GST/HST applies to parts, labour and equipment alike once you're registered. In HST provinces, that's one rate on the whole invoice.
In provinces with PST, the treatment of equipment installed in a building differs from parts sold over the counter. Check your province's PST bulletins for contractors.
Check a rate with the US sales tax calculator or the GST/HST calculator, then set it beside the tax lines in the template. Both tax lines can be renamed, so one invoice works for sales tax, HST, or GST plus PST or QST.
The example, filled in
The Invoice sheet opens filled in with the example in the preview: an Alberta HVAC technician repairing an air conditioner, invoice H-3310 for an example customer. The lines come to a subtotal of $601.00 and a total of $631.05. Payment is due on completion. The figures are made up to show the layout; they are not market rates.
Alberta has no provincial sales tax, so a registered HVAC business charges 5% GST only.
The notes box reads: “Due on completion. Leak check found no active leak; recommend a full check at the spring tune-up. 90-day warranty on parts and labour.”
Lines on the price list sheet
The Price list sheet starts with the lines HVAC businesses usually charge for. Add your rates once and copy them onto each invoice.
| Line | Unit | Note |
|---|---|---|
| Diagnostic or service call | per visit | Often credited against the repair if the customer goes ahead. |
| Labour | per hour | Regular and after-hours rates on separate lines. |
| Refrigerant | per lb or kg | By type; record how much was added. |
| Parts | each | Capacitors, motors, igniters, boards. |
| Filter | each | By size and rating. |
| Tune-up or maintenance visit | flat | Seasonal service at a set price. |
| Maintenance plan | per year or month | A recurring agreement with set visits. |
| Equipment | each | Furnace, AC, heat pump: model and serial on the invoice. |
| Disposal and refrigerant recovery | flat | Removing old equipment. |
What's in the file
| Sheet | What it holds |
|---|---|
| Invoice | The printable hvac invoice, filled in with the example on this page: your details, bill-to, equipment, 15 lines, two tax lines, deposit received and balance due. Fits one letter page. |
| Price list | The lines hvac businesses usually charge for, with the unit for each. Enter your own rates once and copy them onto each invoice. |
| Invoice log | One row per invoice: payments as they arrive, balance, status (Open, Overdue, Paid) and days overdue. |
| Instructions | How to fill it in, plus the notes on this page about what to include. |
Pale yellow cells are for your entries; white cells calculate. Nothing is locked, so you can rename lines or change the layout. The Instructions sheet repeats the steps and the notes on this page.
Download the hvac invoice template (.xlsx)
Or send it from AcboBooks
Need one invoice today? The free invoice generator makes a PDF in your browser. Sending them every week? AcboBooks keeps your HVAC price list, turns estimates into invoices, tracks what each customer owes and adds up the tax you collected. It's Windows desktop software, bought once; try it free for 15 days.
Sources
Checked October 25, 2026. Tax rules change and differ by state and province; confirm with the tax agency or your accountant.
- Canada Revenue Agency: input tax credits (information an invoice needs)
- CRA RC4022, General Information for GST/HST Registrants
- CRA: GST/HST rates by province
- IRS Publication 583, Starting a Business and Keeping Records
- Federation of Tax Administrators: links to every state tax agency
Questions
Should the diagnostic fee be on the invoice if the customer goes ahead?
Show it, then show a credit line if you waive it. The customer sees what they saved, and your records show every visit.
How do I invoice refrigerant?
Per pound or kilogram, by type, on its own line. Record the amount added on the invoice; it's useful history if the system keeps losing charge.
How do I bill a maintenance plan?
One line for the plan with its term (for example, "Annual plan, two visits, Oct 2026 to Sep 2027"). If customers pay monthly, set up a repeat invoice.
Do I need the serial number on the invoice?
It isn't a legal requirement, but it's the best place to keep it. Warranty claims and future service both need it.
Related
- HVAC estimate template
- Markup and margin calculator
- Customer deposits and retainers
- How to record card payments and fees
- Accounting software for HVAC companies
- General invoice template
- All invoice and estimate templates by trade
General information, not tax, legal or accounting advice. Check with your accountant or the tax agency before relying on a template for tax.
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