Free HVAC invoice template
HVAC invoice template with the refrigerant line already on it.
Capacitors, contactors, refrigerant by the pound, the diagnostic fee and the labor each get their own line. The template totals parts and labor separately, taxes only the lines you mark, and hands you a PDF the customer can read from their phone.
- No signup
- Totals and tax computed
- PDF made in your browser
- Nothing you type is uploaded
Preview
This is an estimate, not an invoice. Final charges may change once the work is done.
| Description | Qty | Unit | Amount |
|---|
Made with the free HVAC invoice template at vtt.adelyons.com
Or skip the typing
Say the job. The invoice writes itself.
This template is yours to use, no account needed. When you are done typing line items into a form, Voice To Task CRM does the same job from a 20-second recording: you say the parts, the hours and the customer, and the app drafts the invoice with your tax rate and your hourly rate already applied. Create a free account and get the app on the App Store or Google Play. The first 5 voice logs cost nothing.
“No-cool at the Nguyen house. Bad run capacitor, replaced it, 48 for the part. Added two pounds of 410A at 90 a pound. Diagnostic 89, one hour labor.”
What to put on it
What goes on a HVAC invoice.
- Equipment identification Make, model and serial of the unit you worked on, and its age if you know it. Warranty claims, home-warranty companies and the next tech all start from the model and serial; put them in the job description line.
- Refrigerant as its own line Type and pounds added, at a per-pound price. The EPA’s Section 608 rules require a certified technician for most refrigerant work, and some states require the quantity added to appear on the customer’s record. A clear line also explains why a top-off costs what it does.
- Diagnostic, parts and labor separated The diagnostic or trip fee on its own line, parts with a unit price and quantity, labor as hours or a flat repair price. In many states parts are taxable and labor is not, so the template taxes per line.
- Maintenance agreement credit If the customer is on a maintenance plan, show the discount they got as a discount line rather than quietly lowering prices; it is what keeps them renewing.
- Recommendation and the next date What you found, what you fixed, what you recommend (a coil clean, a system near the end of its life) and when the next filter or tune-up is due. Customers keep that part.
Licensing and deposit rules named above are the California Contractors State License Board’s (Business and Professions Code §7030.5, §7048, §7159.5); other states differ. Sales-tax treatment of labor and materials is set by each state’s department of revenue. None of this is legal or tax advice; check your own state board and your accountant.
Typical line items
Lines that show up on HVAC invoices.
How each is usually billed. Prices are yours; the template has no price list and the example figures in the form are placeholders, not rates.
| Line item | Usually billed as |
|---|---|
| Diagnostic / trip fee | flat |
| Run or start capacitor | part + labor |
| Contactor | part + labor |
| Refrigerant R-410A / R-22 / R-32, per lb | per unit |
| Condenser fan motor or blower motor | part + labor |
| Evaporator or condenser coil cleaning | flat |
| Thermostat replacement | unit + labor |
| Seasonal tune-up | flat |
| Ductwork repair, per run | per unit + labor |
| Full system change-out | equipment + labor + disposal |
More free templates
Prefer to talk? Read about the voice invoice app for HVAC work.
Do I have to itemize refrigerant on an HVAC invoice?
Itemize it. Customers question refrigerant charges more than any other line, and showing the type and the pounds added at a per-pound price answers the question before it is asked. Some states also require it on the service record. Only EPA Section 608 certified technicians may handle most refrigerants.
Is HVAC labor taxable?
It varies by state. Many states tax parts and equipment and not repair labor; some tax labor too, and installation on new construction often has its own rules. Mark each line taxable or not in the template and confirm with your state department of revenue.
What should the job description say?
The complaint, the cause and the fix in one or two lines: “No cool. Failed run capacitor, replaced, system charged to spec.” Add make, model and serial so the next visit starts from the right unit.
Is this HVAC invoice template really free?
Yes. Fill it in and download the PDF or print it with no signup; nothing you type leaves your browser. It is made by the team behind Voice To Task CRM, a voice invoicing app for HVAC techs, which you can try separately or not at all.
Your next job, invoiced before you leave.
Start with 5 voice logs at no cost. Create your account, get the app, and say your next job.