Free HVAC invoice template
A fill-in invoice for residential heating and cooling jobs: service calls and diagnostics, AC, heat pump, and furnace tune-ups, part swaps, refrigerant, thermostats, and equipment replacement. Type it in on this page, then print it or save it as a PDF to send. The gray hints in each line are only suggestions and don't print.
Nothing leaves your device. Everything you type into the invoice stays in this browser tab. It isn't uploaded, saved, or sent anywhere, so refreshing or closing the page clears it. Save as PDF before you close it.
What an HVAC invoice should spell out
The system is running again, but a single total doesn't show what the service call covered, which parts or equipment went in, or why the bill is higher than the estimate. The invoice should match the estimate line for line and add up without a phone call. A few habits help:
- Point back to the estimate. Put the estimate number and the job date or dates in the header, so the customer can lay the two side by side.
- Pricing basis, as the estimate stated. If the estimate quoted a service call or diagnostic fee, a flat rate per task, or time and materials, bill the same way. For time and materials, show the hours and the hourly rate, not just a labor total. If the estimate said the diagnostic fee is credited toward the repair, show that credit on the invoice.
- One line per item, worded like the estimate. A tune-up, each part replaced, a thermostat install, and each repair get their own line, in the same words the estimate used.
- Parts and equipment on their own lines, and who supplied them. Name each part, and list equipment with the make and model you quoted. If the customer supplied a thermostat or part, say so on that line, for example "install customer-supplied thermostat", so it's clear you billed the installation, not the part.
- Refrigerant, billed only as the estimate stated. If the estimate priced refrigerant per pound with the type written down, bill it the same way on its own line. Don't add refrigerant the customer hasn't seen on the estimate or OK'd.
- Permits and inspection fees, only if they were on the estimate. If the estimate listed a permit or inspection fee, show it on its own line. Don't add one now that the customer hasn't seen.
- Extra work on its own lines, with the OK noted. If the job turned out to need more than the estimate covered and you stopped to price it, the extra work goes on its own line, with a note that the customer OK'd it and how, for example "approved by text, 10/21".
- After-hours rate, only if agreed. Bill a night, weekend, or emergency rate only if the customer agreed to it before the work, and show it on its own line.
- Warranty, stated the way you offer it. Equipment and parts carry the maker's warranty, on the maker's terms. If you offer a warranty on your own workmanship, say what it covers in the notes, in the same terms as your estimate, and keep the two separate.
- Maintenance plan, only if you offer one. If you offer a maintenance plan and the customer signed up, put it on its own line with what it includes, so it's clearly separate from the repair.
- Photos with the invoice. A photo of the replaced part, the new thermostat, or the installed equipment sent with the invoice shows the customer what they're paying for.
- Deposit paid, the balance due, and a real due date. If the customer paid a deposit, subtract it so the balance due is the biggest, clearest number on the page. (Thinking about asking for one? See how to ask for a deposit.) "Due on receipt" or an actual date is easier to follow up on than "net 30."
- How to pay, in one step. Put your own payment link on the invoice (from the payment service you already use), plus who checks are payable to. The fewer steps, the sooner you get paid.
- A polite reminder if it's late. If the due date passes, send a short, friendly reminder with the invoice attached again and the payment link. See how to write an invoice that gets paid on time for wording.
This is a general template, not legal or tax advice, and not HVAC or safety instructions. Refrigerant handling requires EPA Section 608 certification, and many places require a licensed HVAC contractor, and a permit, for HVAC work. Rules on licensing, permits, invoicing, late fees, and sales tax vary by state and city, so check what applies to you.
Your invoice
INVOICE
| Description | Qty | Unit price | Line total |
|---|
| Subtotal | $0.00 |
| Tax rate % | $0.00 |
| Total | $0.00 |
| Less deposit / paid | $0.00 |
| Balance due | $0.00 |
Haven't sent the estimate yet? Start with the HVAC estimate template, then bill from it here. Need a plain version without HVAC hints? Use the general invoice template. Billing a new circuit or disconnect for the system? Use the electrical invoice template. Billing roof work on the same house? Use the roofing invoice template. Doing repairs or small jobs on the same visit? Use the handyman invoice template. New to invoicing, or getting paid late? Read how to write an invoice that gets paid on time.
Doing this from your phone
Pencilslip is in development: it will turn an HVAC estimate into an invoice like this from your phone, with your own payment links on it. Want to hear when it's ready?
Want to try it now? The early app preview already works in your phone's browser: estimates, invoices, job photos, your own payment link, and a PDF you can send. No account needed. It saves only on this device, so download a backup from Settings now and then.
Founding access is open: pre-order your first year of Pencilslip for $29, with a full refund if early access isn't open by December 15, 2026. Joining the waitlist is free and charges nothing.