HVAC invoice template: service calls, repairs, replacements, and installs

An HVAC invoice should be easy for a customer to connect back to the work you performed. That means clear job details, readable line items, equipment notes, warranty terms, and a simple payment path.

Quick answer

An HVAC invoice should include the customer, jobsite, invoice number, service date, technician or crew, diagnosis, completed work, equipment or parts installed, labor, permits, tax, warranty notes, payment terms, and balance due. For replacements and installs, include enough equipment detail for the invoice to match the approved estimate.

Copyable HVAC invoice template

HVAC INVOICE #[INV-001]

From:
[Business name]
[License number if required]
[Phone]
[Email]

Bill to:
[Customer name]
[Billing address]
[Email]

Jobsite:
[Service address]

Service date:
Technician or crew:
Related estimate:

Diagnosis / reason for work:
[No cooling, failed capacitor, system replacement, maintenance visit, etc.]

Completed work:
[Plain-English summary]

Line items:
1. Diagnostic/service call - $[amount]
2. Labor - [hours/rate or fixed amount] - $[amount]
3. Equipment or parts - $[amount]
4. Permit/disposal/other - $[amount]

Equipment installed:
[Brand/model/capacity/serial if available]

Warranty notes:
[Parts warranty]
[Labor warranty]

Subtotal:
Tax:
Deposits or prior payments:
Balance due:

Payment terms:
[Due on receipt / Net 7 / Financing note / Payment link]

HVAC invoice examples

Diagnostic and repair

Line items:

• Diagnostic service call.
• Replace dual run capacitor.
• Clean and test outdoor unit.
• Confirm temperature split.

Notes:

• Include the part replaced.
• Include any recommended follow-up.
• Keep the explanation simple enough for the customer.

System replacement

Line items: