Where should the diagnostic fee go on an HVAC invoice?

On its own line, not inside the labor charge. A customer who agreed to a diagnostic fee on the phone wants to see that same number on the bill. If you credit it back against the repair, show the credit as a second line so the invoice explains itself.

How do I bill refrigerant?

By type and by the pound, on its own line, with the quantity and your rate. Recovery and disposal is a separate line again. Refrigerant folded into a labor charge is hard for a customer to check, and hard for you to explain a year later when the same repair comes to a different number.

Can I bill part of a job now and the rest later?

Yes. Under the total there is an amount due now line, so you can invoice a stage of an install and leave the balance for the next one. The due date field sets when this piece is payable.

Is the HVAC invoice template free?

Yes. Fill it out and download it as a Word file or PDF. No signup, no watermark. The HVAC invoice pages with the most useful billing advice tend to give you the advice and no file, or the file only after a form.

Free tool · No signup

Free HVAC invoice template

Bill a service call or an install without rebuilding the invoice each time. This template starts pre-filled with the work HVAC companies invoice, like AC repair, furnace repair and installs, and seasonal tune-ups. The diagnostic fee, the refrigerant, and the permit each get their own line, and your license and certification numbers sit under your business name. Download it as a Word file or PDF.

Your business name, license number, and contact details
An invoice number and the date you sent it
Line items with quantity, rate, and line total
Subtotal, tax, and grand total that add up for you
The due date and the ways you take payment

Your business

Business nameLicense numberShows customers you're licensed. You can leave it blank.PhoneEmailAddressLicensed and insured linePrinted under your details. Edit or clear it.

Customer

Customer nameCustomer phone or emailJob addressWhere the work happens, if it differs from the customer's address.

Invoice details

Invoice numberDateDue date

Line items

DescriptionQtyRateAmount

$0.00

Totals and terms

Tax rate (%)Leave at 0 if you don't charge tax. The tax line is hidden then.Deposit

Shown as a dollar amount on the invoice.Payment methodsOptional. How customers can pay you.Notes / what's not includedOptional. Anything the price does not cover.

Your business name

Licensed and insured, NATE-certified techs, financing available

Invoice

Description	Qty	Rate	Amount
AC repair	1	$0.00	$0.00
Furnace repair and install	1	$0.00	$0.00
Seasonal tune-ups	1	$0.00	$0.00

Subtotal	$0.00
Grand total	$0.00

Thanks for your business.

Free to download. No signup. Edit the Word file, or send the PDF as is.

How to use it

1
Add your business details
Your name, license number, and contact info go at the top.
2
List the work you did
Add each line item, the quantity, and the price. Totals add up for you.
3
Set the due date and how to pay
Add when payment is due and the ways you take payment.
4
Download and send
Save it as a Word file or PDF and send it to your customer.

FAQ

Common questions

Where should the diagnostic fee go on an HVAC invoice?: On its own line, not inside the labor charge. A customer who agreed to a diagnostic fee on the phone wants to see that same number on the bill. If you credit it back against the repair, show the credit as a second line so the invoice explains itself.
How do I bill refrigerant?: By type and by the pound, on its own line, with the quantity and your rate. Recovery and disposal is a separate line again. Refrigerant folded into a labor charge is hard for a customer to check, and hard for you to explain a year later when the same repair comes to a different number.
Can I bill part of a job now and the rest later?: Yes. Under the total there is an amount due now line, so you can invoice a stage of an install and leave the balance for the next one. The due date field sets when this piece is payable.
Is the HVAC invoice template free?: Yes. Fill it out and download it as a Word file or PDF. No signup, no watermark. The HVAC invoice pages with the most useful billing advice tend to give you the advice and no file, or the file only after a form.

Free HVAC invoice template

How to use it

Common questions

You sent the estimate. Don't miss the call when they say yes.