Billed

HVAC Invoice Template

Bill a customer for an HVAC repair visit with the equipment's make, model and serial number, the service call and diagnostic, parts including refrigerant, labor hours at your rate and a maintenance plan credit on labor, then download it as an editable Word or Excel file or a blank PDF to print

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Quick answer:This HVAC invoice bills a customer for a repair visit. It records the equipment's system, make, model number, serial number and service date, then lists the service call and diagnostic, parts (including refrigerant by type and weight) and labor hours at an hourly rate, each with a subtotal. A maintenance plan credit is worked out on labor only from its own rate cell, and a sales tax line applies to parts only, for an amount due of 617.75 in the sample. It comes as Word and Excel files with a sample and a blank PDF. The page cites the EPA's Section 608 technician certification requirement for refrigerant work in the US.

HVAC SERVICE INVOICE

HVAC contractor

Business name:
Example Heating & Cooling
Address:
64 Example Commerce Road, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
HV-5120
Invoice date:
Nov 18, 2026
Payment terms:
Net 10
Due date:
Nov 28, 2026
Work order no.:
WO-8841

Bill to (customer)

Customer name:
Chris Example
Service address:
19 Sample Court, Sampletown
Phone / email:
[Phone or email]
Maintenance plan:
Comfort plan member, [Plan no.]

Equipment

System:
Split heat pump: outdoor unit and air handler
Make:
[Make]
Model no.:
[Model no.]
Serial no.:
[Serial no.]
Service date:
Nov 17, 2026

Service call and diagnostic

  • Item: Service callAmount: 89.00
    Details:
    Weekday, standard hours
    Qty:
    1
    Unit:
    visit
    Rate:
    89.00
  • Item: System diagnosticAmount: 75.00
    Details:
    No heat in heat mode
    Qty:
    1
    Unit:
    diagnostic
    Rate:
    75.00
Service call subtotal164.00

Parts

  • Item: Dual run capacitor, 45/5 MFDAmount: 68.00
    Details:
    Outdoor unit
    Qty:
    1
    Unit:
    each
    Rate:
    68.00
  • Item: Contactor, 2 pole, 30 AAmount: 42.00
    Details:
    Outdoor unit
    Qty:
    1
    Unit:
    each
    Rate:
    42.00
  • Item: Refrigerant, R-410AAmount: 110.00
    Details:
    Added after the leak check
    Qty:
    2
    Unit:
    lb
    Rate:
    55.00
Parts subtotal220.00

Labor

  • Item: Repair laborAmount: 165.00
    Details:
    Replace capacitor and contactor, test
    Qty:
    1.5
    Unit:
    hour
    Rate:
    110.00
  • Item: Leak check and rechargeAmount: 110.00
    Details:
    Electronic leak check at the indoor coil
    Qty:
    1
    Unit:
    hour
    Rate:
    110.00
Labor subtotal275.00
Subtotal
659.00
Maintenance plan credit on labor (15%)
41.25
Sales tax on parts, if applicable (0%)
0.00
Amount due
617.75

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice HV-5120

Service notes

  • Found a failed run capacitor and a pitted contactor; both were replaced and the system was tested in heat and cool modes.
  • A small leak was found at the indoor coil; the system was recharged, and the coil repair is quoted separately on [Quote no.].
  • Sample terms: comfort plan members get 15% off repair labor.

Thank you for your business.

HVAC service invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

HVAC contractor block with a license no. field, and invoice details with a work order no.
Bill to (customer) with the service address and maintenance plan
Equipment: system, make, model no., serial no. and service date
Service call and diagnostic, Parts and Labor tables, each with a subtotal
Refrigerant as its own parts line by type and weight
Maintenance plan credit on labor and sales tax on parts, each from its own rate cell
How to pay block and service notes for what you found and did
Word (.docx) and Excel (.xlsx) files with sample details, and a blank PDF to print

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate". The section subtotals, subtotal, discount, tax and amount due are formulas too. The discount and tax rates sit in their own cells, so you can change them.

HVAC SERVICE INVOICE

HVAC contractor

Business name:
Example Heating & Cooling
Address:
64 Example Commerce Road, Sampletown
Phone / email:
[Phone or email]
License no.:
[License no., if required where you work]

Invoice details

Invoice no.:
HV-5120
Invoice date:
Nov 18, 2026
Payment terms:
Net 10
Due date:
Nov 28, 2026
Work order no.:
WO-8841

Bill to (customer)

Customer name:
Chris Example
Service address:
19 Sample Court, Sampletown
Phone / email:
[Phone or email]
Maintenance plan:
Comfort plan member, [Plan no.]

Equipment

System:
Split heat pump: outdoor unit and air handler
Make:
[Make]
Model no.:
[Model no.]
Serial no.:
[Serial no.]
Service date:
Nov 17, 2026

Service call and diagnostic

  • Item: Service callAmount: 89.00
    Details:
    Weekday, standard hours
    Qty:
    1
    Unit:
    visit
    Rate:
    89.00
  • Item: System diagnosticAmount: 75.00
    Details:
    No heat in heat mode
    Qty:
    1
    Unit:
    diagnostic
    Rate:
    75.00
Service call subtotal164.00

Parts

  • Item: Dual run capacitor, 45/5 MFDAmount: 68.00
    Details:
    Outdoor unit
    Qty:
    1
    Unit:
    each
    Rate:
    68.00
  • Item: Contactor, 2 pole, 30 AAmount: 42.00
    Details:
    Outdoor unit
    Qty:
    1
    Unit:
    each
    Rate:
    42.00
  • Item: Refrigerant, R-410AAmount: 110.00
    Details:
    Added after the leak check
    Qty:
    2
    Unit:
    lb
    Rate:
    55.00
Parts subtotal220.00

Labor

  • Item: Repair laborAmount: 165.00
    Details:
    Replace capacitor and contactor, test
    Qty:
    1.5
    Unit:
    hour
    Rate:
    110.00
  • Item: Leak check and rechargeAmount: 110.00
    Details:
    Electronic leak check at the indoor coil
    Qty:
    1
    Unit:
    hour
    Rate:
    110.00
Labor subtotal275.00
Subtotal
659.00
Maintenance plan credit on labor (15%)
41.25
Sales tax on parts, if applicable (0%)
0.00
Amount due
617.75

How to pay

Accepted methods:
Bank transfer, ACH or check
Account name:
[Account name]
Bank details:
[Bank name, account and routing numbers]
Payment reference:
Invoice HV-5120

Service notes

  • Found a failed run capacitor and a pitted contactor; both were replaced and the system was tested in heat and cool modes.
  • A small leak was found at the indoor coil; the system was recharged, and the coil repair is quoted separately on [Quote no.].
  • Sample terms: comfort plan members get 15% off repair labor.

Thank you for your business.

HVAC service invoice

An invoice for an HVAC repair visit: the equipment with make, model and serial number placeholders, the service call and diagnostic, parts including refrigerant, labor hours at an hourly rate, a maintenance plan credit rate cell on labor, a tax rate cell on parts and the amount due.

A request for payment — shows the amount due

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What this HVAC invoice is for

This template bills a customer for an HVAC repair visit: the service call and diagnostic, the parts you fitted, your labor, and any maintenance plan credit. It names the equipment you worked on, so the customer and your records show which system the visit was for.

The invoice has:

  • HVAC contractor: business name, address, phone or email, and a "License no." field labeled "[License no., if required where you work]".
  • Invoice details: invoice no., invoice date, payment terms, due date and work order no.
  • Bill to (customer): customer name, service address, phone or email and maintenance plan.
  • Equipment: system, make, model no., serial no. and service date.
  • Service call and diagnostic, Parts and Labor: three tables, each with Item, Details, Qty, Unit, Rate and Amount and its own subtotal.
  • Totals: Subtotal, "Maintenance plan credit on labor", "Sales tax on parts, if applicable" and Amount due.
  • How to pay: accepted methods, account name, bank details and a payment reference.
  • Service notes for what you found and what you did.

It comes as three files:

  • Word (.docx) and Excel (.xlsx): filled with a sample invoice for you to overwrite.
  • PDF: a blank form to print and fill in by hand, with blanks for the credit and tax rates.

The sample invoice

The sample is invoice HV-5120 from Example Heating & Cooling to Chris Example, a comfort plan member, for work order WO-8841. It's dated Nov 18, 2026 on Net 10 terms, with a due date of Nov 28, 2026. The system is a split heat pump (outdoor unit and air handler), serviced on Nov 17, 2026, with the make, model no. and serial no. left as placeholders.

  • Service call and diagnostic: a service call (weekday, standard hours) at 89.00 and a system diagnostic ("No heat in heat mode") at 75.00, for a service call subtotal of 164.00.
  • Parts: a dual run capacitor at 68.00, a contactor at 42.00 and 2 lb of refrigerant, R-410A, at 55.00 a pound (110.00), for a parts subtotal of 220.00.
  • Labor: 1.5 hours of repair labor and 1 hour for a leak check and recharge, both at 110.00 an hour, for a labor subtotal of 275.00.

The subtotal is 659.00. The maintenance plan credit is 15% of the labor subtotal, 41.25, and sales tax on parts is 0.00 at the sample's 0% rate, so the amount due is 617.75. All prices are sample values, not suggested rates.

Equipment details

Fill in the make, model no. and serial no. from the unit's data plate for each system you work on. Matching the invoice to a serial number helps if the customer later asks about a warranty, or if you come back to the same system. If you worked on more than one unit, name each one in the Details column of its parts and labor lines.

Service call, parts and labor

  • Service call and diagnostic. Bill the visit and the diagnostic as separate lines, as the sample does, so the customer can see what the trip cost and what finding the fault cost. Use Details for the time of the call, such as weekday, standard hours.
  • Parts. One line per part, with the size or rating in the item name and where it was fitted in Details. Refrigerant goes on its own line by type and weight, like any other part: the sample shows "Refrigerant, R-410A", 2 lb at 55.00, "Added after the leak check".
  • Labor. Hours × your hourly rate, with what the time was spent on in Details.

Work you've found but not done goes in the service notes, not on the invoice. The sample notes say "the coil repair is quoted separately on [Quote no.]".

Maintenance plan credit and sales tax

  • Maintenance plan credit on labor. The sample's note says "Sample terms: comfort plan members get 15% off repair labor". The credit is worked out on the labor subtotal only, not on parts or the service call, and is subtracted from the subtotal. Set the rate to match your own plan, or to 0% for a customer without one.
  • Sales tax on parts, if applicable. The tax line applies its rate to the parts subtotal only, at 0% in the sample. That's how the file is built, not a statement about what is taxable. Whether parts, labor or service calls are taxable depends on where you work, so check with the tax agency there and change the line if your rules differ.

Refrigerant work

In the US, the EPA says its regulations under Section 608 of the Clean Air Act "require that technicians who maintain, service, repair, or dispose of equipment that could release refrigerants into the atmosphere must be certified", and it counts "adding refrigerant to or removing refrigerant from an appliance" among a technician's activities (EPA: Section 608 Technician Certification Requirements). The template doesn't have a certification field. Outside the US, check the rules where you work.

Filling in the figures

In the Excel file:

  • Each line amount is Qty × Rate, rounded to the cent, and each table has its own subtotal. Each table has one blank row at the end.
  • The Subtotal adds the three tables.
  • "Maintenance plan credit on labor" is the labor subtotal × its rate, and "Sales tax on parts, if applicable" is the parts subtotal × its rate. Each rate sits in its own cell.
  • Amount due = Subtotal − the plan credit + the tax.

The file's tip says: "To leave out "Maintenance plan credit on labor" or "Sales tax on parts, if applicable", set the line's rate to 0%. Don't delete these rows: the totals refer to them."

In the Word file, the amounts are typed, not calculated, so retype them when you change a figure. The PDF is blank, so fill in every amount and both rates by hand. We haven't tested the files in Excel or Word.

HVAC invoices in Billed

In Billed you can send the quote for follow-up work, like the sample's coil repair, as an estimate, see which estimates customers have accepted, and convert an approved estimate into an invoice (estimating software). Customers can pay online by card or PayPal.

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What's included in this invoice template

Charge On this template
Trip and diagnosis Service call and diagnostic
Parts, refrigerant Parts, by qty × rate
Time on the job Labor: hours × rate
Plan discount Credit on labor, rate cell

When this isn't for you

If you're pricing a repair before you do it, send a repair estimate instead. If the job is mainly plumbing or electrical work, the plumbing or electrician invoice fits better. If you're billing an installation job with deposits or progress payments, the contractor invoice fits better.

How To Send Invoices With Billed

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3

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Frequently Asked Questions

Common questions about this invoice template.

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