HVAC invoice template

You provide an essential service by keeping the heat and air conditioning running in people’s homes – you don’t have time to spare on burdensome administrative tasks, like invoicing. Get paid properly and promptly for your hard work and expertise by using one of our easy, fully customizable invoice templates in Word, Excel, PDF, Google Docs, and Google Sheets. Use the time you save on invoicing to keep your customers comfortable and satisfied, and keep your income flowing in!

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HVAC

You are a pro when it comes to heating and cooling systems. Why do you need to be an expert in invoicing too? Download, customize, and send this invoice to all your customers for installation, maintenance, and repairs.

Furnace and air-conditioner repairs

When customers rely on you to get their furnaces, air-conditioners, and ventilating systems running again – you can rely on this invoice template to ensure you bill properly for your hard work and expert repair services.

Corporate

You help your corporate clients keep their businesses running smoothly with fast and efficient HVAC services. Keep your business running just as efficiently by downloading this free invoice template for contract and retainer services.

Emergency services

When customers are in a crisis with no heat or air-conditioning – you come to the rescue. You deserve to be paid quickly and accurately, so use this free invoice template for all those times you respond to HVAC emergencies.

Additional services

Do you provide other services, such as handyman repairs, electrical work, or plumbing? Simply add lines to this customizable invoice template to clearly describe all the expert services you completed in addition to your HVAC work.

Take the next step

You’ve made your life easier with a great invoice template. Now find out how much more Wave can do for you and your business by trying our 100% free invoicing and accounting software.

Alternatives to using HVAC invoice templates

Make your HVAC business a success by finding out more about what Wave can offer you. Save time and take work off your hands by trying our free automated invoicing and powerful accounting.

Why HVAC professionals should send great invoices

You do everything from installation and maintenance to HVAC repair to ensure optimum temperature and air quality control in homes and buildings. You have a specialized skill, and your customers may not realize all the knowledge and expertise you bring into their homes.

That means you need an invoice that is flexible enough to clearly detail your labor, as well as all the associated costs, but is still easy-to-understand so your customers know exactly what they are paying for.

You also supply great customer service, especially in emergency or rush situations. Make sure your invoice is as polished and professional as the work you provide, and adds to your outstanding reputation.

How to fill out your HVAC invoice

Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:

1. Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
2. Company Details: Add your company name, address, phone number, and logo to the top-right corner.
3. Customer Details: Under "Bill To", add your customer's name, address, and contact information.
4. Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
5. Dates: Include the date when your invoice has been issued and the date when payment is due.
6. Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
7. Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
8. Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
9. Total: Outline the total amount due from the customer, after tax.
10. Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).

What should be included on an invoice for an HVAC professional

Whether you are performing regular maintenance, or installing a new heating and cooling system, make sure your invoice captures the skill and expertise you put into every job with these invoicing steps.

• Look through our wide range of invoice templates created especially for HVAC professionals, and pick the one in the style and color you like best
• Download the FREE invoice template in the format you use, such as Word, Excel, PDF, Google Docs, or Google Sheets
• Add on your business name, address, phone number, and email address. If you offer 24 hour emergency HVAC services – make sure you mention it here
• Insert your amazing HVAC company logo, website address, and any HVAC graphics you like to use
• Add in your customer’s name, address, phone number, and email address
• Add on a unique invoice number, and if appropriate, a job number for repeat or contract customers
• Add the date of the invoice, and the payment due date
• Include a detailed list of your HVAC services, along with descriptions, and the hourly or flat rate you charge

• Include a list of HVAC equipment, materials, or supplies to be charged to the customer, with descriptions and costs for each
• If you include other services, such as handyman repairs or plumbing services, add lines to include all the details. This template can be customized to cover all the different kinds of work you have provided
• If you are including a discount for a high volume of work, or to reward a loyal customer, add a line explaining the discount so your customer knows they are receiving a special price
• Calculate the total price, including all applicable taxes, and enter the total
• Include your payment terms, such as the payment methods you accept
• Add in some customer appreciation by including a few extra lines to thank your customers for the business, and to ask them to refer your HVAC services to their friends
• Save a copy, and give the completed invoice to your customer

Ready to send professional invoices?

When is the right time to send an invoice to your HVAC customers?

The right time to send an invoice depends on the size of the job and your relationship with the customer. For regular maintenance calls, most HVAC professionals invoice upon completion.

But if you are working on a larger job, such as installing a new furnace or ventilating system, ask for a percentage of the cost up front, with the remainder when the job is finished. This provides your business with cash flow while you are working, and can also help your customer if it is an expensive job.

Whatever payment system you choose, make sure contracted work is clearly noted on each invoice, and clarify what portion of the final ‘cost’ has been paid to date.

Handy invoicing tips for HVAC professionals

Be courteous and patient

A new HVAC system can be a considerable expense for many of your customers, so make sure you politely and patiently explain the necessary work and costs involved. It pays to be empathetic, kind, and honest, especially if you’d like your customers to spread the word about your friendly and efficient service to their neighbors and friends.

Add your professional recommendations

Add lines to describe any other HVAC services or upgrades you think would make your customers’ homes and offices more comfortable. You could also include tips for ways to keep their heating and electricity costs down. By sharing professional recommendations you show your customers you are thinking about their best interests, and would like to retain them as long-term customers.

Make sure you have the correct contact person

Eliminate delays in payment by making sure you send your invoice to the correct person when you are providing HVAC services to large companies. Your client liaison may not be the right person to receive invoices and issue payment.

Send a proforma invoice before the job starts

If this is a costly job, let your customer know exactly how much it will cost, and all the work you need to do, by sending them a proforma invoice before you start work. This can help prevent any misunderstandings that can end up delaying your payment.