HVAC service invoice template
Heating and cooling invoices double as a service record for the equipment. This template records the unit make, model and serial, the system type, refrigerant added and the technician, and bills labor, parts and refrigerant separately.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Service address
- Equipment make / model / serial
- System type
- Refrigerant type and amount added
- Technician / certification #
- Line items with qty / hrs, price and amount, grouped as labor, parts, refrigerant
- Tax, discounts, amount paid and balance due
Diagnostic fees and repair labor
Most HVAC companies charge a diagnostic or service-call fee, then labor for the repair. Keep them on separate lines so a customer who declines the repair can see what the visit itself cost.
Recording refrigerant
Write the refrigerant type and the amount added in the details, and bill it by the pound on its own line. The record helps when a system keeps losing charge and a leak search is needed.
Questions
Should maintenance plans be on the invoice?
If the customer bought a plan, add it as a line and put the renewal date in the notes. If they have one already, note the discount it gave so the saving is visible.
Is HVAC labor taxable?
That depends on the state and on whether the work is a repair or a new installation. Enter the rate that applies and untick taxable on lines your state exempts.
Where do warranty details go?
In the terms box. State the parts warranty, which usually comes from the manufacturer, and your own labor warranty period, so the customer knows who to call if the repair fails.