It’s 95 degrees. The customer’s AC just died. You’ve diagnosed the problem, replaced the capacitor, topped off the refrigerant, and the system is humming again.
Now comes the invoice. How do you charge for the diagnostic fee? The parts? The labor? The refrigerant by the pound? And do you include warranty information?
HVAC invoicing is more complex than most trades. You’re dealing with diagnostic fees, parts with varying markups, refrigerant charges, permit costs, and often manufacturer warranty coordination. Get it wrong, and you leave money on the table—or worse, create disputes with customers.
This guide covers everything you need for professional HVAC invoicing.
What Makes HVAC Invoices Complex
Unlike simpler trades, HVAC work involves:
Multiple billing components:
- Service call fees
- Diagnostic time
- Labor for repairs/installation
- Parts and equipment
- Refrigerant (often charged by weight)
- Permits and inspections
- Disposal fees
Regulatory requirements:
- EPA certification for refrigerant handling
- Documentation for warranty claims
- Permit documentation for installations
- Equipment serial numbers for records
Warranty considerations:
- Manufacturer warranty vs. labor warranty
- Different warranty periods for different components
- Parts replacement under warranty (no parts charge, still labor)
Essential Invoice Elements for HVAC
Your Business Information
[Company Name]
HVAC Service & Installation
[Address]
[City, State ZIP]
Phone: [Number]
Emergency Line: [After-hours number]
Email: [Email]
Website: [URL]
License #: [HVAC contractor license]
EPA Certification: [Your EPA number]
Insured & Bonded
Why include EPA certification? It’s legally required to handle refrigerants. Including it builds trust and shows compliance.
Customer and Property Information
CUSTOMER INFORMATION
Bill To:
John Smith
456 Oak Lane
Suburbia, CA 90211
Service Address: (if different)
456 Oak Lane
Suburbia, CA 90211
Customer Phone: (555) 123-4567
Email: john.smith@email.com
Equipment Information
Critical for HVAC—always document what you worked on:
EQUIPMENT SERVICED
Make: Carrier
Model: 24ACC636A003
Serial: 1234567890
Tonnage: 3-ton
Location: Backyard (south side)
Approximate Age: 8 years
HVAC Pricing Structures
Service Call Structure
Most HVAC companies use this format:
SERVICE CALL PRICING
Service Call Fee $89.00
(Includes first 30 min diagnostic)
Additional Diagnostic Time $75/hr
(Billed in 15-minute increments)
Repair Labor $95/hr
(After diagnostic, if repairs performed)
Pro tip: Many companies waive the diagnostic fee if the customer approves repairs. Document this clearly:
Note: Service call fee waived with
repair authorization over $300.
Parts Pricing
Standard practice is cost plus markup:
| Part Category | Typical Markup | Example |
|---|---|---|
| Basic parts (capacitors, contactors) | 50-100% | $15 cost → $25-30 invoice |
| Motors and compressors | 30-50% | $200 cost → $260-300 invoice |
| Refrigerant (per lb) | Fixed price | $50-150/lb depending on type |
| Equipment (new installations) | 15-30% | Varies by equipment |
Refrigerant Pricing
Refrigerant deserves special attention due to EPA regulations:
REFRIGERANT
Type: R-410A
Amount Added: 2.5 lbs
Rate: $75.00/lb
Total: $187.50
EPA compliance statement:
All refrigerant handling performed by
EPA-certified technicians in accordance
with Section 608 Clean Air Act.
Sample Invoice: Service Call Repair
Here’s a professional HVAC service invoice showing exactly how to bill for a typical service call repair:
Click to view full size
This invoice demonstrates all the essential elements we discussed:
- Clear licensing with HVAC contractor and EPA certification numbers
- Service call pricing with diagnostic fee structure
- Parts and labor itemized separately with model numbers
- Refrigerant charges documented per pound with EPA compliance
- Warranty information clearly stated for parts and labor
Sample Invoice: New Equipment Installation
Installation invoices require more detail:
═══════════════════════════════════════════════════
HVAC INSTALLATION INVOICE
═══════════════════════════════════════════════════
ARCTIC AIR HVAC SERVICES
Professional Heating & Cooling
123 Trade Street, Worktown, CA 90220
(555) 987-COOL | service@arcticairhvac.com
CA HVAC License #876543
───────────────────────────────────────────────────
CUSTOMER: Jennifer Martinez
ADDRESS: 1234 New Home Drive, Comfort City, CA
PHONE: (555) 789-0123
Invoice #: AAH-2026-0102
Installation Date: February 1-2, 2026
Crew: Mike J., Tom R., Alex S.
═══════════════════════════════════════════════════
EQUIPMENT INSTALLED
═══════════════════════════════════════════════════
AIR CONDITIONER
Make: Carrier
Model: 24ACC636A003
Serial: 2026J78456
SEER Rating: 16
Tonnage: 3-ton
Location: Backyard (south side)
FURNACE
Make: Carrier
Model: 58CTW090-1-14
Serial: 2026F45678
Efficiency: 95% AFUE
BTU: 90,000
Location: Garage
THERMOSTAT
Make: Ecobee
Model: Smart Thermostat Premium
Serial: EB89012345
═══════════════════════════════════════════════════
INSTALLATION CHARGES
═══════════════════════════════════════════════════
EQUIPMENT
Carrier 16 SEER AC (3-ton) $4,200.00
Carrier 95% Furnace (90k BTU) $2,800.00
Ecobee Smart Thermostat $249.00
Line set and fittings $350.00
Electrical materials $175.00
Ductwork modifications $450.00
Equipment Subtotal $8,224.00
LABOR
Installation labor (2 technicians,
8 hours each @ $85/hr) $1,360.00
PERMITS & INSPECTIONS
City permit fee $185.00
Inspection coordination Incl.
DISPOSAL
Old equipment removal & disposal $150.00
(Proper refrigerant recovery per EPA)
───────────────────────────────────────────────────
SUBTOTAL $9,919.00
Tax (Equipment only - 8.25%) $678.48
───────────────────────────────────────────────────
TOTAL CONTRACT PRICE $10,597.48
PAYMENTS RECEIVED
Deposit (01/15/2026) -$3,000.00
───────────────────────────────────────────────────
BALANCE DUE $7,597.48
═══════════════════════════════════════════════════
WARRANTY INFORMATION
MANUFACTURER WARRANTIES (Register within 60 days)
- Compressor: 10 years
- Parts: 10 years (conditional on registration)
- Heat Exchanger: Lifetime limited
LABOR WARRANTY (Arctic Air HVAC)
- Installation labor: 2 years
- Covers any defects in workmanship
REGISTRATION REQUIREMENT
Customer must register equipment at
carrier.com within 60 days to activate
full 10-year parts warranty. Failure to
register reduces warranty to 5 years.
Registration info provided separately.
MAINTENANCE AGREEMENT
First-year maintenance included with
installation. Annual tune-up scheduled
for Spring 2027.
═══════════════════════════════════════════════════
Maintenance Agreement Billing
Many HVAC companies offer maintenance contracts:
Annual Maintenance Invoice
HVAC MAINTENANCE AGREEMENT
Agreement Period: February 2026 - January 2027
Agreement Type: Premium Comfort Plan
SERVICES INCLUDED:
- Spring AC tune-up (1 visit)
- Fall heating tune-up (1 visit)
- Priority scheduling (24-hour response)
- 15% discount on repairs
- No overtime charges
Annual Agreement Fee $189.00
Payment Options:
[ ] Annual payment: $189.00
[ ] Semi-annual: $99.50 x 2
[ ] Monthly: $17.99 x 12 ($215.88)
───────────────────────────────────────────────────
TOTAL (Annual Payment) $189.00
═══════════════════════════════════════════════════
Next scheduled service: Spring 2026
We will contact you to schedule.
Tune-Up Visit Invoice
SCHEDULED MAINTENANCE VISIT
Customer: Robert Thompson
Agreement: Premium Comfort Plan
Visit Type: Spring AC Tune-Up
Date: April 15, 2026
Technician: Mike J.
SERVICES PERFORMED:
✓ Cleaned condenser coils
✓ Checked refrigerant levels
✓ Tested capacitor and contactor
✓ Inspected electrical connections
✓ Tested thermostat operation
✓ Changed air filter (provided by customer)
✓ Checked system performance
SYSTEM STATUS: Operating normally
COVERED UNDER MAINTENANCE AGREEMENT
───────────────────────────────────────────────────
BALANCE DUE $0.00
───────────────────────────────────────────────────
RECOMMENDATIONS:
- System performing well
- Consider replacing filter monthly
during heavy use (current filter was
very dirty)
- No concerns at this time
Next scheduled visit: Fall 2026 Heating Tune-Up
Emergency and After-Hours Billing
Clearly document emergency rates:
EMERGENCY SERVICE CALL
Call received: 2:15 AM
Arrival: 3:30 AM (1 hr 15 min response)
Service completed: 5:00 AM
AFTER-HOURS RATE SCHEDULE:
Emergency Service Fee $149.00
(Weeknights 6 PM - 8 AM)
After-Hours Labor Rate $145/hr
(vs. regular rate of $95/hr)
Regular parts pricing applies.
CHARGES:
Emergency Service Fee $149.00
Labor (1.5 hours @ $145/hr) $217.50
Parts: Inducer Motor $285.00
Shipping (overnight for part) $45.00
───────────────────────────────────────────────────
TOTAL $696.50
Commercial HVAC Billing
Commercial jobs have different requirements:
COMMERCIAL HVAC SERVICE
BILL TO:
Westside Office Plaza LLC
Attn: Property Management
123 Commerce Way, Suite 100
Business City, CA 90300
PO Number: WOP-2026-2234
SERVICE LOCATION:
Westside Professional Center
Building C - Rooftop Unit RTU-3
555 Corporate Drive
Invoice #: AAH-COM-2026-0018
Service Date: February 2, 2026
Technician: Tom R. (Lead), Alex S.
UNIT SERVICED:
Make: Trane
Model: Voyager YCD150C3H0BA
Serial: U16D23456
Type: 12.5-ton Rooftop Package Unit
Location: Rooftop - Northwest corner
PROBLEM: Unit short-cycling, not maintaining temp
WORK PERFORMED:
- Diagnosed failed economizer actuator
- Replaced economizer actuator
- Recalibrated outdoor air dampers
- Tested CO2 sensor operation
- Verified proper unit cycling
CHARGES:
Service Call $125.00
Diagnostic (30 min) Included
Labor (2.5 hours @ $110/hr) $275.00
Parts: Economizer Actuator (Belimo) $385.00
───────────────────────────────────────────────────
SUBTOTAL $785.00
Tax $31.76
───────────────────────────────────────────────────
TOTAL $816.76
Terms: Net 30
Creating Invoices in the Field
HVAC work happens at the customer’s location. You need to invoice there.
The challenge: You’re in an attic, on a roof, or in a mechanical room. Finding the right parts numbers, calculating labor, and creating professional documentation takes time.
The mobile solution: Apps like InvoiceZap let you create invoices from your phone right after completing the job. Save your common parts, labor rates, and refrigerant prices—then tap to add them to any invoice.
Why on-site invoicing matters for HVAC:
- Customer authorizes and pays immediately
- No forgetting to invoice later
- Documentation is fresh and accurate
- Collect payment before leaving
Best Practices for HVAC Invoicing
Document Everything
For warranty and liability:
- Equipment make, model, serial number
- Work performed in detail
- Parts replaced with part numbers
- Refrigerant type and amount
- Technician name
- Before/after system status
Be Clear About Rates
Avoid surprises by stating:
- Service call fees
- Diagnostic fees (and when they’re waived)
- Labor rates for repairs vs. installation
- Emergency/after-hours premiums
- Refrigerant rates per pound
Include Warranty Information
Every invoice should state:
- Parts warranty terms
- Labor warranty terms
- Registration requirements
- What’s NOT covered
The Takeaway
HVAC invoicing is complex, but a solid template makes it manageable. Include all the components—service fees, labor, parts, refrigerant, permits—and document the equipment thoroughly for warranty purposes.
Ready to create HVAC invoices in the field? InvoiceZap lets you save your labor rates, common parts, and refrigerant pricing—then create professional invoices on-site in under 30 seconds. Try it free for 3 days on iPhone, iPad, or Mac.
Ready to Streamline Your Invoicing?
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