HVAC invoice template

Download the HVAC invoice template

The same sample document in two formats. The PDF is what a finished invoice looks like; the spreadsheet has live formulas, so change a quantity or a rate and the totals follow.

No signup, no email, no watermark. Sample figures — edit everything. Opens in Excel, Numbers and Google Sheets.

See this invoice filled in, in the builder — the same sample, editable.

What a HVAC invoice needs on it

HVAC invoices should carry the installed equipment serial numbers. The homeowner needs them to register the manufacturer warranty, and if they call you in year eight about a failed compressor, the serial on your invoice is what settles whether it is covered.

• Equipment serial numbers read off the data plate, not copied from the purchase order
• Permit number and inspection date, if the job was permitted and signed off
• Refrigerant added beyond the factory charge, by type and weight
• Deposit received and credited, with the balance due stated plainly
• Warranty start date, and the split between manufacturer parts term and your labor term

And what every invoice needs

Send it the day the work is finished. Invoices sent within 24 hours get paid materially faster than ones that go out at the end of the month.

• A due date, not just terms — "Net 14" means less to a homeowner than a date
• Any deposit already paid, credited on the page so the balance is unarguable
• Payment instructions the customer can act on without calling you
• The estimate number it came from, so the customer can reconcile the two

HVAC line items included in this template

These load into the builder ready to edit. Prices are starting points, not our opinion of what you should charge — set your own and they save to your price book.

Rates are illustrative US figures and vary widely by market. Price your own work.

Questions

Is HVAC labor taxable?

It depends on your state — several tax equipment but not installation labor, and a few tax both. Because of that, keep equipment and labor on separate lines and mark taxability per line rather than applying one rate to the whole document.

Why should an HVAC invoice carry the equipment serial numbers?

Because the warranty depends on them. The homeowner needs the serial to register the unit with the manufacturer, and if they call you in year eight about a failed compressor, the serial on your invoice is what settles whether it is covered. It also records which unit you actually installed, not just which one you quoted.

Should I invoice a changeout at completion or after the inspection passes?

Invoice at completion with the balance due, and note the inspection as pending if it has not happened yet. Waiting for a county inspector to schedule can add weeks to your payment for work that is finished and running. If you hold any amount back, make it a stated retainage line rather than an unexplained delay.