Free HVAC Invoice Template
Get paid faster with a professional HVAC invoice. Fill it in on your phone, download the PDF and send it before you leave the job. Free to use.
Repairs, tune-ups and system replacements all go smoother when the customer can see exactly what they are paying for, part by part.
No sign-up needed. Works on iPhone and Android.
(555) 123-4567
you@yourcompany.com
Due in 14 days
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic & system inspection | 1 | $129.00 | $129.00 |
| Run capacitor replacement | 1 | $185.00 | $185.00 |
| R-410A refrigerant (per lb) | 3 | $95.00 | $285.00 |
| Condensate drain line flush | 1 | $110.00 | $110.00 |
| Air filter 16x25x1 | 2 | $18.00 | $36.00 |
Sample prices for illustration. Use your own rates.
What to include on a HVAC invoice
- Your business name, phone, email and license number
- Customer name and billing address
- Invoice number, invoice date and due date
- Itemized work completed and materials used
- Tax, discounts and total
- Any deposit already paid and the balance due
- How the customer can pay you
- Late payment terms, if you use them
- Include equipment make, model and SEER2 rating
- State warranty terms for parts and labor
- Offer a maintenance plan as an optional line item
The HardhatBill template has a spot for every one of these, so nothing gets missed.
How it works
1. Add your details
Your business info is saved, so you only type it once.
2. List the work
Start from typical HVAC line items and change them to your prices.
3. Download & send
Get a clean PDF to text or email to your customer on the spot.
Questions
When should I send a HVAC invoice?
Right after the job is finished, ideally before you leave. Invoices sent the same day get paid noticeably faster than ones sent at the end of the week.
What payment terms should I use?
Due on receipt or net 14 are common for residential work. For larger jobs, take a deposit up front and show it as already paid on the final invoice.
Do I need to number my invoices?
Yes. Unique invoice numbers make bookkeeping and taxes much easier. The app numbers them automatically.
Is it really free?
Yes. You can create 5 PDFs a month for free. Pro adds your logo, removes our footer and makes it unlimited.