HVAC Invoice Template
Diagnostic, refrigerant, parts and labour — laid out the way HVAC work is billed. Free PDF, no account.
An HVAC call almost always begins with a diagnostic the customer has already agreed to pay for whether or not anything is fixed, and often ends with refrigerant billed by the pound. Neither reads as fair inside a single line marked 'service call'. This template names them, along with the equipment model the work was done on, which is what makes the invoice useful the next time the unit is touched.
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INVOICE
Issued
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Issued by
Northstar Heating & Air
1188 Compressor Way 85009 Phoenix, AZ United States service@northstarhvac.example |
Bill to
Alonso Restrepo
410 Saguaro Lane 85281 Tempe, AZ United States a.restrepo@example.com |
| Description | Qty | Rate | Tax | Amount |
|---|---|---|---|---|
Diagnostic call System not cooling; leak test performed | 1 | $119.00 | — | $119.00 |
Condenser fan motor Part 4TTR-FM220, supplied and fitted | 1 | $410.00 | AZ Transaction Privilege Tax (8.6%) | $410.00 |
R-410A refrigerant Charged to nameplate, 3.5 lb | 4 | $62.00 | AZ Transaction Privilege Tax (8.6%) | $248.00 |
Labour Repair and recommission, 2.5 hours | 3 | $105.00 | — | $315.00 |
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Edit this template Free, no account, no watermark — download the PDF when you are done.
Need to price it first? Start with the HVAC Quote Template
What to put on an HVAC invoice
- The equipment make, model and serial number the work was performed on
- The diagnostic or service call fee, and whether it is credited against the repair
- Refrigerant by type and weight, since it is regulated and priced by the pound
- Parts with their part numbers, so a warranty claim can reference them
- Labour hours separately from the call fee
- Whether the repair is covered by an existing maintenance agreement
Questions
Should the diagnostic fee be credited against the repair?
Whatever you decide, put it on the invoice. A credited diagnostic shown as a line and then a deduction reads as generous; the same money silently absent reads as a fee the customer is still wondering about.
How should refrigerant be billed?
By type and weight, on its own line. It is the line most likely to be checked against a competitor's invoice, and the one where a lump sum invites the assumption that it was padded.
Guides for this job
- How to ask a client for a depositChoosing an amount, wording the request, and invoicing it so the final balance still adds up.
- Sales tax on servicesWhether a service is taxable depends on the state and the service — how to find your own answer.
- Invoice payment terms explainedNet 30, due on receipt, EOM and early-payment discounts — what each means and when to use it.
About the free invoice generator
Is this invoice generator really free?
Yes. There is no fee, no trial period and no watermark on the PDF. Nothing on this page requires a credit card.
Do I need to create an account?
No. Fill in the form and download the PDF directly — there is no sign-up and no login for this tool.
What file do I get?
A standard PDF, ready to attach to an email or print.
Can I add my own logo and bank details?
Yes. The seller section accepts a logo image and bank transfer details, which are printed on the invoice so your client knows how to pay you.
Is my data stored anywhere?
Nothing leaves your browser except when you download a PDF or save the invoice to an account. A draft is kept locally in your browser so it's still here if you come back, but there is no account behind this page and nothing is ever sent to our servers until you choose to.
Can I use this for any currency or country?
Yes. Choose any currency and country for either party — the totals and formatting follow your selection.
Ready to bill for it?
The template opens in the free invoice generator with these lines already on it. Change what you like, download the PDF.
To send it from an account, with a pay-by-card button on it, your first three invoices are free. Pricing the job before you bill it? Start with the free estimate generator.
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