What’s on the hvac invoice template
Extra fields on this template: Equipment, Service address.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic feeAC not cooling | 1 | $89.00 | $89.00 |
| Labor: replace capacitor and contactor | 1.5 | $125.00 | $187.50 |
| Dual run capacitor 45/5 µF | 1 | $58.00 | $58.00 |
| Contactor, 2-pole 30 A | 1 | $42.00 | $42.00 |
| Refrigerant R-410APer pound, leak checked | 2 | $95.00 | $190.00 |
| Subtotal | $566.50 | ||
| Tax (7%) | $20.30 | ||
| Total | $586.80 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What to include on an HVAC invoice
- The equipment: brand, model and serial number, so future visits and warranty claims are easy.
- The problem and what you did, in a sentence.
- Diagnostic or trip fee and whether it’s credited if the customer goes ahead.
- Labor and parts separately.
- Refrigerant by the pound, naming the type. Older systems use R-410A or R-22; many new systems use lower-impact refrigerants such as R-454B.
- Your license and certifications, for example EPA Section 608 for refrigerant handling.
Maintenance agreements
For customers on a maintenance plan, invoice the plan as a recurring line (“Comfort plan, annual”) and show any plan discount on repairs as its own line. It reminds them what the plan saved them, which helps renewals.
Frequently asked questions
How should I bill refrigerant?
By the pound, with the type named, so the customer sees how much was added. Large amounts usually point to a leak; note whether you found and fixed it.
Is HVAC labor taxable?
In many states repair labor isn’t taxed but parts and refrigerant are. Rules differ, so check yours. Labor lines here are untaxed.