DOCX
Word invoice template
Edit the header, job details and line items in Word or Google Docs. Totals are typed by hand.
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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.
By Bokeping TeamUpdated
Download the HVAC invoice template
XLSX
Excel invoice template
Amounts, per-line tax and the balance due calculate as you type. Works in Excel, Numbers and Google Sheets.
Download XLSXPDF
Printable invoice
One US Letter page with the HVAC job fields, for filling in by hand on site.
Download PDFThe 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.
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
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
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
Refrigerant by the pound
List the refrigerant type and the pounds added. It is usually the line customers question first.
- 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
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
FAQs
HVAC invoice questions
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.
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.
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.
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.