Professional HVAC Invoice Template - Free Download

Professional HVAC Invoice Templates

Get paid faster with professional HVAC invoices created in under 30 seconds. Whether you’re billing for routine maintenance, emergency repairs, or new system installations, InvoiceZap’s HVAC-specific templates include all the line items, equipment specifications, and pricing structures licensed HVAC contractors need.

Why HVAC Contractors Choose InvoiceZap

Mobile-First Billing: Create invoices on-site immediately after completing work. No need to wait until you’re back at the office or deal with paperwork in your truck.

Industry-Specific Line Items: Pre-loaded with common HVAC services, equipment, and pricing structures that reflect real HVAC work.

Professional Appearance: Impress clients with clean, professional invoices that reflect the quality of your HVAC work.

Instant Delivery: Email, text, or AirDrop invoices directly to clients for faster payment processing.

Common HVAC Services We Support

Our templates are designed specifically for HVAC contractors and include line items for:

Routine maintenance and tune-ups
Emergency service calls
Equipment installations (furnaces, AC units, heat pumps)
Refrigerant services and EPA compliance
Ductwork and ventilation
Parts, materials, and equipment markup
Labor and diagnostic fees
Seasonal maintenance contracts

HVAC Billing Best Practices

Clear Service Breakdown: Separate labor, parts, refrigerant, and service fees for transparency. HVAC work often involves expensive equipment and materials - detailed breakdowns build trust.

Professional Presentation: A professional invoice reflects the quality and licensed nature of your HVAC work.

Fast Mobile Creation: Generate invoices immediately after job completion for faster payment, especially important for emergency HVAC calls.

Payment Terms: Set appropriate payment terms for HVAC work (typically NET 15-30 for commercial, due upon completion for residential).

Getting Started

Download InvoiceZap - Available for iPhone, iPad, and Mac
Set Up Your Business Profile - Add your HVAC license credentials and branding
Choose Your Template - Select from HVAC-specific professional designs
Create Your First Invoice - Generate a professional PDF in under 30 seconds

HVAC-Specific Features

Service Categories: Organize your HVAC services by type - maintenance, repair, installation, emergency.

Equipment Tracking: Document equipment model numbers, serial numbers, and warranty information.

Materials Handling: Separate equipment costs from labor charges for transparency. Show refrigerant charges separately per EPA requirements.

Emergency Billing: Quick invoice creation for emergency HVAC calls with appropriate after-hours pricing.

Client Management: Save client information including equipment history for faster repeat service billing.

Tax Calculations: Automatic tax calculation and professional formatting. Handle tax-exempt commercial clients easily.

HVAC Contractor Billing Specifics

Residential HVAC Services

Common Service Call Billing:

Service call fee/diagnostics: $85-$150 (typically includes first hour)
AC tune-up/maintenance: $125-$200 per unit
Furnace inspection and cleaning: $150-$250
Thermostat replacement: $200-$400 (smart thermostats higher)
Refrigerant recharge: $100-$300 per pound (R-410A typical)
Duct cleaning: $300-$500 for average home
Air handler repair: $300-$800 depending on issue
Compressor replacement: $1,200-$2,500 installed

Emergency Call Premiums:

After-hours (6PM-8AM): 1.5x standard rate
Weekend/holiday: 1.5-2x standard rate
No heat/AC emergencies: 2x rate during extreme weather
Always quote emergency rates before starting work

Commercial HVAC Billing

Project-Based Pricing:

Rooftop unit replacement: $5,000-$15,000 per unit
Commercial HVAC installation: $10-$25 per square foot
Variable refrigerant flow (VRF) systems: $15-$30 per square foot
Chiller installation: $15,000-$100,000+ depending on tonnage

Maintenance Contracts:

Monthly inspection and minor repairs: $300-$800/month per location
Quarterly HVAC system inspection: $400-$1,000 per visit
Annual comprehensive system audit: $800-$2,000
24/7 emergency response included: +30-50% monthly premium

HVAC Invoice Must-Have Elements

License and Compliance Information:

State HVAC contractor license number (required in most states)
EPA Section 608 certification number (for refrigerant work)
Business liability insurance information
Workers compensation coverage (if applicable)

Equipment Documentation:

Equipment make, model, and serial numbers
Refrigerant type and quantities (EPA reporting requirement)
Filter sizes and specifications
Warranty information and effective dates

Safety and Code Compliance:

Building code compliance verification
Permit numbers for new installations
Load calculations for system sizing
Energy efficiency ratings (SEER, AFUE, HSPF)

HVAC Service Categories for Invoicing

Maintenance Services

Seasonal tune-ups (spring AC, fall furnace): $125-$250 per system
Filter replacement (standard): $25-$50
Filter replacement (specialty/HEPA): $75-$150
Coil cleaning: $150-$300
System performance testing: $100-$200

Diagnostic and Repair Services

HVAC system diagnostics: $85-$150 per visit
Compressor replacement: $1,200-$2,800
Blower motor replacement: $400-$800
Capacitor replacement: $150-$300
Thermostat calibration: $75-$150

Installation Services

Central AC unit installation: $3,500-$7,500
Furnace installation: $2,800-$6,000
Heat pump installation: $4,000-$8,000
Ductless mini-split: $2,000-$5,000 per zone
Ductwork installation: $35-$55 per linear foot

Refrigerant Services

Refrigerant leak detection: $150-$400
Leak repair: $225-$1,600 depending on location
System evacuation and recharge: $200-$500
R-22 refrigerant (phased out): $125-$175 per pound
R-410A refrigerant: $75-$125 per pound

HVAC Contractor Pricing Strategies

Hourly vs. Flat Rate Billing

When to Use Hourly Rates ($85-$135/hour):

Troubleshooting complex system issues
Repair work with uncertain scope
Commercial maintenance contracts
Time and materials agreements

When to Use Flat Rates:

Standard maintenance and tune-ups
Common repairs you perform regularly
Equipment installations
When client prefers price certainty

Equipment and Materials Markup

Industry-Standard Markups:

HVAC equipment: 20-40% over wholesale cost
Refrigerant: 100-200% markup (includes EPA handling, recovery costs)
Filters and parts: 30-50% markup
Emergency parts procurement: 50-100% markup

Transparency Options:

Show equipment at cost + separate installation/markup line
Bundle markup into total installation pricing
Charge trip fee to cover parts procurement time

Refrigerant Handling and EPA Compliance

How to Bill Refrigerant Services:

Bill refrigerant separately as “Refrigerant R-410A (3.5 lbs @ $95/lb): $332.50”
Include recovery and handling: “Refrigerant Recovery & Disposal: $75.00”
Document EPA compliance: Note EPA certification number on invoice
Track quantities for EPA reporting requirements

Legal Requirements for HVAC Invoices

State-Specific Licensing Requirements

Most states require HVAC invoices to display:

HVAC contractor license number prominently
EPA Section 608 certification (for refrigerant work)
License expiration date
Business name matching license
Physical business address
Insurance policy numbers (for commercial work)

Refrigerant Tracking and EPA Requirements

EPA Section 608 Compliance:

Document refrigerant type and quantity on every invoice
Include EPA certification number
Note proper recovery and disposal methods
Maintain records for EPA inspection (3 years minimum)

Lien Rights for HVAC Work

Include lien rights language when applicable: “Notice: Contractors and suppliers have lien rights on this property for unpaid HVAC work performed. Payment due within [X] days to avoid lien filing.”

Permits and Code Compliance

Required Documentation:

Building permit numbers for new installations
Code compliance verification statements
Load calculation documentation
Energy efficiency ratings and certifications
Inspection completion notes

Frequently Asked Questions About HVAC Invoicing

How should HVAC contractors bill for service calls and diagnostics?

Most HVAC contractors charge a service call fee ($85-$150) that covers the first hour and includes basic diagnostics. Structure it clearly: “Service Call & Diagnostics (includes first hour): $125.00, Additional Labor (2 hours @ $95/hour): $190.00.” This ensures you’re paid for diagnostic time even if the client declines repairs. For commercial work or complex systems, diagnostics may be billed separately at $150-$300 depending on system complexity and required testing equipment.

What’s the standard payment timeline for HVAC work?

Residential HVAC work: Payment due upon completion for service calls and repairs under $2,000. For equipment installations ($3,000+): 50% deposit upon contract signing, remaining 50% upon completion and startup. Commercial HVAC work typically uses Net 30 terms but negotiate Net 15 for better cash flow. Emergency services: Payment due before leaving property. Seasonal maintenance contracts: Monthly or quarterly billing in advance.

Should HVAC contractors charge trip fees or include travel in hourly rates?

Both approaches work - choose based on your service area. Option 1: Trip fee ($50-$95) covers travel time and vehicle expenses for service calls within 30 miles, then hourly rates apply once on-site. Option 2: Build travel time into hourly rate ($95-$135/hour) starting when you leave your location. For regular maintenance contract clients within 20 miles, consider waiving trip fees. For emergency calls or distant locations (30+ miles), always charge trip fees plus mileage.

How do I bill for HVAC refrigerant services?

Bill refrigerant as a separate line item showing type, quantity, and per-pound price: “Refrigerant R-410A (3.5 lbs @ $95/lb): $332.50.” Add recovery and disposal: “Refrigerant Recovery & EPA-Compliant Disposal: $75.00.” Include your EPA Section 608 certification number on the invoice. Refrigerant markup (100-200%) is industry standard and covers EPA compliance, proper handling equipment, recovery costs, and certification requirements. Always document quantities for EPA reporting.

What information legally must appear on HVAC contractor invoices?

Legal requirements vary by state but typically include: (1) HVAC contractor license number, (2) EPA Section 608 certification number (for refrigerant work), (3) Business name and address, (4) Project location and client name, (5) Equipment specifications (make, model, serial), (6) Detailed work description, (7) Refrigerant type and quantities, (8) Permit numbers (for installations), (9) Lien rights notice (in most states). Check your state contractor board for specific requirements - missing information can void lien rights or result in license violations.

How should I invoice for HVAC emergencies vs scheduled maintenance?

Emergency HVAC calls command premium rates due to immediate response requirements. Invoice format: “Emergency Service Call - No Heat (After-hours rate: 1.5x): $195.00, Diagnostics and Furnace Repair (3 hours @ emergency rate $125/hour): $375.00, Parts and Materials (ignitor, safety switch) with 30% emergency markup: $245.00, Total Emergency Service: $815.00.” Always quote emergency rates before starting work and note client approval: “Client approved emergency rates on [date] at [time]. Temperature was 38°F - no heat emergency confirmed.”

What warranty should HVAC contractors offer on their work?

Standard HVAC workmanship warranties: 1 year on labor/installation for equipment installations and repairs, 90 days for service calls and diagnostics. Equipment warranties follow manufacturer terms (typically 5-10 years parts, 1 year labor). State clearly on invoice: “1-year warranty on installation workmanship. Manufacturer warranty applies to all equipment and materials per attached warranty card. Warranty void if system is modified by others or if proper maintenance is not performed.” This protects you from client neglect while demonstrating confidence in your work quality.

How do I handle change orders for HVAC installations?

Stop work immediately when encountering unexpected conditions (code violations, structural issues, incompatible existing equipment). Document with photos, explain to client, and provide written change order before proceeding. Change order format: “CHANGE ORDER #001 - Discovered undersized electrical service requiring panel upgrade before AC installation. Electrical coordination: $350, Additional materials: $280, Permit modification: $125, Change Order Total: $755. Client approval signature and date required.” On final invoice, separate original scope from change orders for transparency.

Ready to streamline your HVAC contractor billing? Download InvoiceZap and create your first professional HVAC invoice today.

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InvoiceZap - Professional invoicing made simple for HVAC contractors and service professionals.