Canonical page: https://bokeping.com/templates/hvac-invoice-template/ Markdown page: https://bokeping.com/templates/hvac-invoice-template.md Text version of the public page. Check the canonical page for current terms and interactive features. Free template · No email required # HVAC invoice template Bill heating and cooling work with the details customers look for: service address and equipment, every line priced so it can be checked, and clear payment terms. Download a template or fill it in below. [Download the template]()[Fill it in online]() By [Bokeping Team]()Updated October 14, 2026 ## Download the HVAC invoice template DOCX ### Word invoice template Edit the header, job details and line items in Word or Google Docs. Totals are typed by hand. [Download DOCX]() XLSX ### Excel invoice template Amounts, per-line tax and the balance due calculate as you type. Works in Excel, Numbers and Google Sheets. [Download XLSX]() PDF ### Printable invoice One US Letter page with the HVAC job fields, for filling in by hand on site. [Download PDF]() The Word and Excel files open with sample heating and cooling lines to overwrite. Sample tax is an illustrative 8% on parts and materials only — whether labor, materials or both are taxable depends on your state and the job. ## Or fill in the invoice online It opens with sample HVAC lines. Change anything, then download a PDF — free, no signup. Invoice generator Currency[Preview]() ### Preview Your business name Invoice Invoice no. INV-0001 Invoice date Oct 15, 2026 Due date Oct 30, 2026 Terms Net 15 Bill to Customer name | Description | Qty | Rate | Tax | Amount | | --- | --- | --- | --- | --- | | Service call and diagnostic | 1 | $95.00 | — | $95.00 | | Labor - replace capacitor and contactor (hours) | 1.5 | $110.00 | — | $165.00 | | Dual run capacitor 45/5 MFD | 1 | $38.00 | 8% | $38.00 | | Contactor 2-pole 40A | 1 | $32.00 | 8% | $32.00 | | R-410A refrigerant (lb) | 2 | $65.00 | 8% | $130.00 | Subtotal $460.00 Tax $16.00 Total $476.00 Balance due $476.00 Notes System tested after repair: cooling restored, supply air 18°F below return. Parts carry the manufacturer warranty; labor is warranted for 90 days. Terms & conditions Payment due within 15 days. Refrigerant is billed by the pound added. Invoice INV-0001Page 1 of 1 Free, no signup. Nothing you type leaves this browser. Balance due**$476.00** [Preview]() ## What to include on an HVAC invoice Beyond the basics — your details, the customer, a unique number and the date — these are the lines HVAC contractors get asked about. Sample invoice lines - Service call and diagnostic1 × $95.00 - Labor - replace capacitor and contactor (hours)1.5 × $110.00 - Dual run capacitor 45/5 MFD1 × $38.00 - Contactor 2-pole 40A1 × $32.00 - R-410A refrigerant (lb)2 × $65.00 Fictional example prices. 1. 1 ### Equipment and serial number Name the unit you worked on and its model and serial number. It ties the visit to the equipment history and to any warranty claim. 2. 2 ### Diagnostic fee separate from repair Show the service call or diagnostic charge on its own line, so the customer can see what the visit cost before the repair. 3. 3 ### Refrigerant by the pound List the refrigerant type and the pounds added. It is usually the line customers question first. 4. 4 ### Parts and labor apart Split parts from labor hours. Sales tax rules often treat them differently, and the split makes warranty work easier to price. 5. 5 ### Warranty terms Say what is covered and for how long — manufacturer parts warranty, your labor warranty, or both. [Quoting the job first? ## HVAC estimate template Use the matching estimate so the invoice repeats the lines the customer already approved.]()[Not HVAC work? ## Free invoice generator Start from a blank invoice or estimate for any kind of business.]() ## Invoice templates for other trades - [Plumbing invoice template]() - [Landscaping invoice template]() - [Cleaning invoice template]() - [Electrician invoice template]() - [Handyman invoice template]() - [Construction invoice template]() - [Painting invoice template]() FAQs ## HVAC invoice questions ### Should I charge sales tax on HVAC labor? It depends on your state, and sometimes on whether the job is a repair or a capital improvement. Many states tax parts but not repair labor; some tax both. The sample taxes parts only to show the layout. Check your state’s rules or ask your accountant. ### How do I invoice a maintenance agreement? Bill the agreement as its own line — for example “Annual maintenance plan, 2 visits” — and invoice repairs found during a visit separately. Keep the plan’s start and end dates in the line description so each renewal is easy to match. ### Is this HVAC invoice template free? Yes. The Word, Excel and PDF files download without signing up or giving an email address, and the online generator makes PDFs for free. Replace the sample lines and prices with your own; they are fictional examples, not pricing guidance. ### Can I use this invoice in Bokeping? The downloads are standalone documents. In Bokeping you create the invoice from your customer and item lists, email it with a pay button when Stripe or Forte is connected, and the payment is recorded against it. A free account is enough to start. ## Send HVAC invoices that get paid Create the invoice in Bokeping, email it with a pay button, and the payment is recorded in your books when it arrives. [Start free]()