Free hvac invoice template
HVAC invoices are clearer when diagnostic, parts and refrigerant are separate. Refrigerant is usually billed by the pound, so use the quantity column.
Open the hvac invoice maker (free, no signup)
Line items it starts you with
- Diagnostic fee
- Labor (hours)
- Capacitor / parts
- Refrigerant (lbs)
- Maintenance plan visit
Prices start blank; you set your own.
HVAC invoice tips
- Record the unit make, model and serial in notes; it helps with warranty and the next visit.
- If the diagnostic fee is credited toward the repair, show it as a negative line so the credit is visible.
- For maintenance-plan customers, note the next scheduled visit.
Paying subs?
If you hire subcontractors, get each one's W-9 before the first check, and keep their insurance certificate current. Free W-9 request letter · W-9 guide · or let us handle it with the $29 W-9 + 1099 pack.
FAQ
How do I bill refrigerant?
Put the pounds in the quantity column and your per-pound price in price, so the math is visible.
Can I credit a diagnostic fee?
Yes. Add a line like 'Diagnostic credit' with a negative price.
Is it free?
Yes. It runs in your browser, nothing is uploaded, and you save a PDF. Optional $19 one-time Pro adds your logo and saved customers.
General information, not legal or tax advice. Check your state's licensing and invoicing rules.