Free HVAC invoice template
Fill it in right here, then download a PDF to email or text to your customer. It has a box for the equipment’s model and serial number, and lines for the service call, parts, refrigerant and labor.
- Free, no account needed
- What you type stays on this device
- Prints on standard letter paper
Quoting a job first? Use the HVAC estimate template.
Fill in your HVAC invoice
Type in the boxes. Empty boxes don’t print.
Your business
Remembered on this device for your next invoice.
Invoice
Bill to
Where and when
Work done
Parts and labor
Amount
Amount
Amount
Payment and warranty
Totals
Balance due$0.00
Closing line
What to put on an HVAC invoice
Ten things that answer the customer’s questions before they call you about the bill.
- Your business name, phone and address So the customer knows who to pay and how to reach you.
- Your license number Some states and cities require it on invoices and estimates. Check the rules where you work.
- An invoice number and the date Give every invoice its own number. It’s how you both find it later.
- The customer and the job address If the bill goes to someone else, like a landlord or a property manager, list both.
- What you did, in plain words “Replaced the failed run capacitor and cleaned the condenser coil” says more than “AC repair.”
- The equipment, and each part by name The unit’s model and serial number, then each part, and any refrigerant by the pound.
- Labor, by the hour or as one price Whichever way you charge, say which it is.
- Your diagnostic or service call fee If you charge one, give it its own line.
- The total and what’s still owed Show any tax, anything already paid, and the balance due.
- When and how to pay, and your warranty Due on receipt or by a date, the ways you take payment, and the warranty on your parts and labor.
Ridgeline Heating & Air
980 Glendale Ave, Sparks, NV 89431
(775) 555-0144 · office@example.com
NV license #000000
Invoice
- Invoice no.
- 3107
- Date
- Oct 20, 2026
- Payment due
- On receipt
Bill to
Priya Shah
(775) 555-0118 · priya@example.com
1730 York Way, Sparks, NV 89431
Date of service
Oct 20, 2026
Work done
Replaced the failed run capacitor on the condenser, cleaned the coil and checked the refrigerant charge.
Equipment
3-ton condenser, model AC-36, serial 0000000000
| Description | Qty | Price | Amount |
|---|---|---|---|
| Diagnostic service call | 1 | $95.00 | $95.00 |
| Run capacitor, 45/5 MFD | 1 | $65.00 | $65.00 |
| Refrigerant R-410A (pounds) | 2 | $85.00 | $170.00 |
| Labor (hours) | 1.5 | $120.00 | $180.00 |
| Condenser coil cleaning | 1 | $129.00 | $129.00 |
How to pay
Card: use the payment link we text you.
Warranty and notes
Parts: 1-year warranty. Labor: 90 days.
- Balance due
- $639.00
Thank you for your business.
Four ways to get paid sooner
Send it before you leave
Fill it in on your phone in the driveway and send the PDF while the job is fresh.
Add a photo of the equipment label
It has the model and serial number, so the customer has them for the next visit or a warranty claim.
List every way you take payment
Card link, check, cash or bank transfer. The fewer steps it takes, the easier it is to pay you.
Keep your numbers in order
New invoice remembers your last number and adds one, so no two invoices share a number.
Questions about this template
Every trade’s invoice and estimate is on the free templates page.
Is this HVAC invoice template free?
Yes. There’s no account, no trial and no email address to give. Fill it in and download the PDF as often as you like.
Where does what I type go?
Nowhere. It stays in this browser on this device, so it’s there next time you open the page. Wakeman never sees it, and Clear everything removes it.
Will the invoice say Wakeman on it?
No. The PDF shows only your business: your name, your logo if you add one, and your details.
How do I send it to a customer?
Tap Download PDF and attach the file to an email or a text. On a phone that can share files, Send PDF opens your phone’s share menu instead.
Should the equipment’s model and serial number be on it?
Yes. Put them in the Equipment box. They’re what you and the customer need for a warranty claim or the next service visit.
Do I charge sales tax on HVAC work?
It depends on your state, and sometimes on the job. Check with your state’s tax department, then put the rate in the Sales tax box, or leave it empty.
What’s the difference between an estimate and an invoice?
An estimate is the price before you start, for the customer to approve. An invoice is the bill once the work is done. To quote first, use the HVAC estimate template.
Can I print a blank one to fill in by hand?
Yes. Blank copy to print downloads a page with lines to write on, with your business details at the top if you’ve typed them.
More free templates
Can’t answer the phone with your hands full?
Wakeman answers the calls you miss as your business, takes down the job and texts you the details. Hear it answer as your business first, with no account needed.
Plans and what each one answers are on the pricing page. More free tools and phone setup guides.