Free HVAC Invoice Template

Your HVAC service invoice should include:

• An invoice number for record-keeping purposes that matches the numbering on your estimate and HVAC work order (e.g. Invoice #1001, #1002, etc.)
• Your HVAC business’s name, logo, phone number, email, and mailing address
• Your customer’s name and contact details
• Line items that detail the type of work you provided, along with product and HVAC service descriptions (e.g. repairing HVAC system breaks, routine maintenance, or air conditioning service)
• The unit price associated with each line item, including HVAC contractors labor costs, materials and quantities, hourly rates, overhead costs, and any special discounts
• The date the invoice was issued and the payment due date. Make the due date as clear as possible—avoid confusing terms like “Net 30”
• Subtotal before taxes, discounts, and service fees
• The total amount owed, including applicable taxes and discounts
• Payment terms that include the payment deadline, instructions, accepted payment methods, late payment fees, and any service warranty disclaimers
• A note thanking the customer for choosing your services

Here’s an HVAC invoice form that was created using Jobber’s invoicing software:



If you aren’t sure how to format your invoices like the sample HVAC invoice above, you can use our free invoice templates generator—it already has every section your invoice needs! Just add your personal details and job information and you’re ready to send it to your customer.

Using an HVAC invoice template can save you hours of typing, copying, and pasting—and help you stay consistent. Here are some tips for creating an invoice:

• Use a simple, professional layout
• Include your business name, contact info, and customer contact info
• Describe all the products (e.g. ducts, furnaces) and services you provided
• Include prices for all your products and services provided, as well as the total number of hours your HVAC technician spent on the service call
• Make your invoice payment terms and conditions clear
• Include your subtotal, applicable taxes, discounts, and fees before the total

If you’re just looking for a quick-start template that you can reuse as often as you like, use our free invoice generator and start sending out invoices right away.

Our HVAC invoice generator helps you create customizable, professional invoices in minutes, for any kind of job. It’s a blank form that you can easily fill out with the services you provided.

All you have to do is type in all the information you would normally add to an invoice. Once you fill out the blank template, you can download your invoice as a PDF and send it to your client easily.

The template is part of a larger free toolkit where you can store client information, convert their HVAC estimates to invoices, and get paid for your work. Whether you’re just starting an HVAC business or exploring software instead of pen and paper, our free toolkit is perfect for HVAC business owners.

When you spend less time creating invoices, you can invoice your clients faster and get paid. That gives you more time to focus on growing your business. An HVAC invoice template helps you write invoices quickly and consistently without having to start from scratch every time.

Here’s what else an HVAC invoice template can do for you:

• Help you stay organized and include all necessary information
• Reduce room for error by including mandatory form fields
• Get you paid faster and improve your cash flow
• Protect your business with payment terms and conditions
• Make you look more professional than handwritten invoices
• Save you time by cutting down on repetitive data entry
• Help you track rates, prices, hard costs, expenses, and accounts receivable
• Make filing easier with digital copies of all invoices

You can find templates as Microsoft Word or Google Docs, fill-in PDFs, Excel or Google Sheets spreadsheets—or using our easy invoice generator. With an HVAC invoice template, it’s easy to streamline your billing process and turn hours of invoicing into minutes.

Bill and invoice are both terms that represent the same thing: a document that presents the amount of money a customer owes for your HVAC products or services.

The difference depends on whether you’re a buyer (customer) or seller (small business owner). Invoice is the term that service providers use, while a client might refer to that invoice as a bill they have to pay.

To put it simply: a service provider sends an invoice to a customer, and the client receives a bill. You can also refer to these processes as invoicing and billing.

Similar to an invoice, your air conditioner repair bill format should include a complete breakdown of all project costs, as well as payment information such as the due date, payment methods, and the subtracted deposit.

Invoices and receipts are two very different terms. While invoices are used to bill customers (e.g. for the installation of HVAC units, or for the diagnosis of a thermostat), receipts are used to confirm a payment made from a customer to your small business.

An invoice is a payment request. It outlines what products and services a client has to pay for, the cost of each, the total amount due, payment due date, payment terms, and client information.

A receipt is proof of payment in the billing process. After an invoice or bill has been paid, clients get a receipt detailing the total amount they paid, the date of payment, and which payment method they used.

There’s a big difference between quotes and invoices.

A quote is the first step in any project. It details what the finished work will look like and how much it’ll cost to complete. Your HVAC quote should show the client what they can expect, and you don’t start the job until they sign off on it.

An invoice is the final bill you send to the client for the completed work. This is the last step of the project. Depending on how much the work has changed during the project, the amount on your HVAC invoice might be different from the amount on the quote.

That depends on whether you’re writing it by hand or using an HVAC invoice template! If you’re using pen and paper, it could take a while to write down your contact details, add the customer’s information, write in all your line items from memory, and tally prices for each line item.

Using an easy-to-fill HVAC invoice template helps to speed up this process. All you need to fill in is the information specific to your job and customer. Use a PDF invoice template that looks professional and includes your HVAC company logo, colors, and contact information.

When you use an invoice template, it should take no more than a few minutes to fill in the details that are specific to the project, then send the invoice off to the client for approval and payment.

You should send an invoice immediately after the job is done unless you and your client have an HVAC maintenance contract with a specific invoicing schedule.

The longer you wait to send the invoice, the longer it’ll take to get paid. A ready-made invoice template can help you send invoices right after each project.

Ideally, an invoice should be paid within two weeks of the service date. To see what works best for your business’s cash flow you can test payment deadlines, but within 30 days is generally the rule of thumb.

You might want to offer financing to your customers to get some payment up front and make your high-ticket services more affordable. Some business owners prefer to accept a deposit beforehand, and final payment the day of the service.

Invoicing software helps service providers like you collect payment for work using easy-to-create invoices that you can send and track online.

Jobber’s HVAC invoicing software makes it easy to send an invoice from your desktop or mobile device. With Jobber, you can convert job details into simple, professional invoices and follow up with customers on overdue payments automatically.

Here’s what you can do with invoicing software:

• Create professional and branded invoices that feature your logo
• Send customized emails and texts with automated invoice follow-ups
• Set reminders to invoice after each visit, or create a custom reminder schedule
• Use batch invoicing to send multiple invoices at once
• Schedule teams, route work, and track time and expenses
• Keep track of which service visits have been invoiced and which are still pending
• See which invoices are paid, awaiting payment, and past due
• Improve your client communications using email and SMS
• Get paid faster with credit card processing and consumer financing options

Learn more about how Jobber can help you create invoices and get paid faster.