What a HVAC invoice is for
Most HVAC invoices are written in a hot attic or a dark basement and handed over at the door. The customer wants to see what was wrong, what you replaced and why it cost what it did. An invoice that names the failed part, lists refrigerant by the pound and separates the diagnostic fee from the repair answers the call-back question before it comes. On installs, the invoice should match the estimate line for line, with the deposit taken off.
What to put on a HVAC invoice
- The complaint the customer called about, in their words.
- What you found, briefly: the failed part or the reading that was off.
- Diagnostic or service call fee as its own line.
- Each part replaced, and refrigerant by the pound when you added any.
- Labor, by the hour or flat rate, whichever you use.
- Any deposit or membership discount already applied.
A worked example
A July call: no cooling. The capacitor was swollen and the contactor pitted. Both were replaced, and the system was low on refrigerant, so you added some after checking for an obvious leak.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Service call and diagnosis | 1 | each | Your price |
| Dual run capacitor | 1 | each | Your price |
| Contactor | 1 | each | Your price |
| Refrigerant added | 2 | lb | Your price |
| Repair labor | 1 | hour | Your price |
Put what you found in the notes: the capacitor reading, the low charge, and a recommendation for a leak search if it comes back. That note is what keeps a second visit from turning into a dispute.
Line items HVAC companies use
| Line item | Unit | How to write it |
|---|---|---|
| Condenser or heat pump outdoor unit | each | Brand, model number, tonnage and efficiency rating, so the customer can look it up. |
| Furnace or air handler | each | Model number, fuel type and the BTU or blower size. |
| Evaporator coil | each | Matched to the outdoor unit; say so, since a mismatched coil hurts the rating. |
| Line set, new or flushed | ft | Say whether you are replacing the copper or reusing and flushing it. |
| Thermostat | each | Model, and whether it needs a common wire run. |
| Pad, stand or wall brackets | each | Where the outdoor unit sits. |
| Electrical disconnect and whip | each | New disconnect and conduit to the unit. |
| Condensate drain and pump | each | Include a safety float switch where the drain sits over a finished ceiling. |
| Ductwork modifications and transitions | hour | Plenum and transition work to fit the new equipment. |
| Refrigerant | lb | Charge beyond what the unit ships with, by the pound. |
| Permit and inspection | each | Mechanical permit, and electrical if the city requires a separate one. |
| Haul away old equipment | each | Includes recovering the old refrigerant. |
| Diagnostic or service call | each | The trip and the first stretch of diagnosis. |
| Repair labor | hour | Hourly labor on repairs, separate from parts. |
| Tune-up, cooling or heating | visit | The seasonal check, listed as one visit. |
Terms and deposit language for HVAC
- Deposit. On a system replacement, a deposit when the customer signs reserves the equipment and the install date. Repair calls are usually paid on completion with no deposit. Check your state's rules on deposits for home improvement work.
- Payment. Balance due when the system is running and the customer has seen it heat or cool. If the customer is financing, say that the lender pays you directly and when.
- Warranty. Separate the manufacturer's parts warranty, which often depends on online registration, from your own labor warranty. Say who registers the equipment and by when.
- Equipment prices can change between the estimate and the order; say how long the equipment price holds.
- If the old system turns out to have problems the new one cannot fix, such as undersized return ducts, those are quoted separately.
- Utility rebates and tax credits are the customer's to claim; say that you will provide the paperwork, not the money.
How to fill it in
- Your business details carry over from any template you used before.
- Fill in who you are billing and the job.
- Check the lines against what you actually did, and add your prices.
- Put any deposit in Already paid, so the balance is right.
- Print, download or send it from Koira with a pay-by-card link.
Free tools for HVAC
- HVAC load calculator
- HVAC replacement cost calculator
- Duct size calculator
- Maintenance plan pricing calculator
- HVAC labor rate calculator
The same invoice for other trades: appliance repair, auto detailing, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, drywall, electrical, fence, flooring, garage door, general contractor, gutter, handyman, irrigation, junk removal, landscaping, lawn care, locksmith, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, roofing, septic, snow removal, solar, tree service, waterproofing, window cleaning.
More for HVAC companies: how HVAC companies run on Koira.