HVAC Invoice Template

An HVAC invoice documents heating and cooling services including diagnostic fees, labor, refrigerant, parts, and maintenance work. Generate professional HVAC invoices instantly with NetInvoice's free template designed for AC and furnace contractors.

Why this invoice template matters

HVAC work often involves expensive parts and refrigerant that customers don't understand. A detailed invoice explains system diagnostics, refrigerant types and quantities (required by EPA), labor for installation or repair, and preventive maintenance performed. This helps customers see value in your expertise and ensures compliance with refrigerant handling regulations. Clear invoicing also helps during warranty claims and service history tracking.

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Example line items

DescriptionQtyUnitUnit PriceTotal
AC system diagnostic1ea$89.00$89.00
R-410A refrigerant (recharge)3lbs$75.00$225.00
Compressor capacitor replacement1ea$125.00$125.00
Evaporator coil cleaning1hour$95.00$95.00
Thermostat recalibration1ea$45.00$45.00
Total:$579.00

Common invoice notes

  • 1-year parts and labor warranty on replaced components.
  • Refrigerant recovery performed per EPA regulations.
  • Next service recommended in 6 months.

How to create this invoice

  1. 1Enter your EPA certification number and business info.
  2. 2Add customer details and equipment make/model/serial.
  3. 3Record diagnostic findings and time spent troubleshooting.
  4. 4List all parts replaced with part numbers.
  5. 5Document refrigerant type, amount added, and recovery if applicable.
  6. 6Include labor for installation, testing, and system checkout.
  7. 7Add recommendations for future maintenance.

Frequently Asked Questions

What should an HVAC invoice include?
Include diagnostic fee, labor hours, specific parts with model numbers, refrigerant type and quantity (if added), EPA-compliant disposal notes, warranty info, and maintenance recommendations.
Do HVAC techs charge separately for diagnostics?
Yes, most HVAC companies charge a diagnostic or service call fee ($75-$125) that may be waived if you approve the repair. This covers the time to identify the problem.
How should HVAC contractors bill for refrigerant?
Bill refrigerant by the pound with the specific type (R-410A, R-22, etc.). Prices vary widely ($50-$150/lb) based on type and market conditions. Always include refrigerant as a separate line item.

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