HVAC Invoice Template

An HVAC invoice is a billing form used to list charges for the installation, repair, or routine maintenance of internal heating and air conditioning systems. For company accounts, HVAC invoices are usually processed on a recurring basis, while individual or residential accounts generally require immediate payment. HVAC Work Order – This form documents a customer’s consent to have specific services provided before work begins.

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How to Create and Read Your HVAC Invoice

An HVAC invoice is used to request payment for HVAC services rendered. HVAC, which has become an accepted word based on the acronym Heating, Ventilation, and Air Conditioning, refers to a business that focuses on providing clean, cool/warm air throughout residential and commercial spaces. The HVAC invoice is a document used by a contractor or supplier of HVAC equipment and services that itemizes work completed, such as air conditioner repair or ductwork, and the cost of the work. Comparable to a receipt, the form acts as a documentation of the service.

What is HVAC?

The purpose of HVAC is to improve air quality and comfort for the people in homes and commercial spaces. The general process of HVAC includes:

  1. Bringing air from the outdoors inside via mechanical means;
  2. Filtering air to remove allergens, dust, and other unpleasant particles;
  3. Taking the clean air and either heating or cooling it; and
  4. Passing the air through ducts and vents to spread it throughout the home or building.

The equipment and types of systems used in an HVAC service vary based on the size of the building, the typical weather of the area, and the client’s budget. An HVAC system generally consists of the following:

Evaporator Coil – The evaporator coil is directly connected to the furnace’s blower and is directly responsible for cooling the air in the building/home. The air is cooled through refrigerant coils connected to the condensing unit (below) that sits in the outside air.

Condensing Unit – In split systems, the condensing unit sits on the ground outside the home or building. It houses coils that are filled with refrigerant and are connected via lines to the evaporator coil. When the evaporator coil cools the air, it turns the refrigerant into a gas, which travels to the condensing unit to be turned into a liquid state. This is then pumped back to the evaporator coil to start the process over again.

Furnace – The furnace contains the heat exchanger and is directly attached to the evaporator coil and pushes the heated or cooled air throughout the structure.

Heat Exchanger – A heat exchanger is located within the furnace and used to heat air via a gas burner or electric coils.

Thermostat – The thermostat is the “brain” of an HVAC system. This controls when certain systems are turned on to keep the desired temperature constant within the home or building.

Ducts – These are found within the walls, ceiling, and/or floor of buildings and they transport clean, conditioned air from one location to another.

Becoming an HVAC Technician

To work on HVAC systems as a certified technician, focus on getting hands-on experience. Whether this is received in a trade school that offers training (such as a certification or associate’s degree program) or through an apprenticeship, gaining the core skills required for HVAC work should be a student’s focus for one (1) to three (3) years.


While not necessary, earning certifications can lead to higher pay and access to more senior-level positions. A few of the recommended HVAC certifications are:

HVAC Technician Salary & Hourly Rate

In the United States, the average HVAC technician earns the following:

  • Salary: $54,690 /yr
  • Hourly Rate: $26.29 /hr

In addition to earning competitive wages, their job outlook is also strong, with a forecasted growth of 13% in the ten (10) year span from 2018 until 2028. The average growth rate for all professions within the same time span is 5%. (Source: BLS)

Typical Charges on an HVAC Invoice

Depending on the type of service being provided, the invoice is commonly split into two categories: labor (number of hours worked) and materials. The total amount charged on the invoice includes transportation charges, discounts, and taxes. HVAC servicing costs will depend on whether the work pertains to the entire HVAC system or just heating or AC. They will also depend on the complexity of the work; there is, for example, a considerable difference between a tuneup and a major repair. Installation of a mini-split system might cost up to $14,000, whereas replacing a thermostat can cost $500. Between companies, prices are relatively stable. One of the most common services requested by customers is AC maintenance. This service is likely to encompass the following steps:

  • Thermostat check;
  • Electrical diagnostic and amp measurement;
  • Electrical control sequence check;
  • Evaporator coil airflow test and coil fin inspection;
  • Condenser coil cleaning and fan debris removal;
  • Duct inspection;
  • Drain line inspection;
  • Refrigerant check;
  • Lubrication of moving parts;
  • Belt and seal inspection; and
  • Replacement or cleaning of the air filter.

Most HVAC servicing businesses will charge clients a flat rate for a service call, even if no work is completed. Generally, this is $50. Others charge by the hour. Some companies offer discounts for first-time customers. After-hours or on weekends, emergency service fees usually apply.

How to Create an HVAC Invoice

An HVAC invoice can be created manually or using software such as Microsoft Excel or QuickBooks. Invoice Maker offers customizable invoicing templates for all types of service work. The most important details to include on an HVAC invoice are:

  • Name of HVAC company
  • HVAC company logo (if applicable)
  • Contact information for the HVAC company
  • Customer’s name
  • Customer’s contact information
  • Date of service
  • Description of service/repairs or products provided
  • Price of service

It is important to include all of the above information so as to reduce the risk of late payment. HVAC invoices should be sent to customers as soon as the services are rendered, or within a few days. Payment is generally due upon delivery of the invoice. Late payments can result in interest charges or penalty fees.

HVAC Invoice FAQ

How do I know if my HVAC system is working properly?

One way to check if a system is functioning properly is to check the air filter. Is it clean? Other questions to consider include: Is the system blowing air as hard as it used to? Is less air coming from the vents? Is the system making noises? Has the utility bill gone up even though usage of the HVAC system hasn’t changed from month to month?

Where can I find an HVAC contractor?

Many people find HVAC contractors through word-of-mouth and by asking friends or family members for recommendations. If searching for a provider online, check for licensing and insurance to ensure protection in case of accidents or damages.

How often should you have your HVAC system serviced?

At least once a year.

Is it necessary to service AC every year?

No, but it’s highly recommended, not only because it can prevent larger problems from occurring but also because an improperly functioning HVAC system can cost a lot in electricity bills over the long term.