What a HVAC receipt is for
HVAC customers ask for receipts more than most, because of manufacturer registration, utility rebates and tax credit paperwork. A receipt that names the equipment, the install address, the date paid and the payment method is what the rebate form asks for. For deposits on installs, it also records that the equipment is ordered and what remains due on install day.
What to put on a HVAC receipt
- The amount, the date and how it was paid.
- The equipment and model numbers when the payment is for an install.
- The install address, which rebate programs check.
- Whether this is a deposit, a repair payment or the final balance.
- The balance due on completion, if any.
A worked example
The homeowner signed the heat pump estimate and paid the deposit by card. Type the deposit in Amount received; the receipt shows the rest due on install day.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Heat pump outdoor unit, 3 ton | 1 | each | Your price |
| Variable speed air handler | 1 | each | Your price |
| Installation, line set and thermostat | 1 | each | Your price |
Add the model numbers to the lines once the equipment is ordered. When the job is done and paid, a second receipt for the balance with the same model numbers is what the customer attaches to rebate and tax credit forms.
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
- Fill in who paid and which job or invoice the payment is for.
- Check the lines; they show what the payment covers.
- Pick how they paid and add the check or reference number.
- Type the amount received, or leave it blank when it pays the whole total.
- Print it, download it, or hand it over as a PDF.
Free tools for HVAC
- HVAC load calculator
- HVAC replacement cost calculator
- Duct size calculator
- Maintenance plan pricing calculator
- HVAC labor rate calculator
The same receipt 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.