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Free HVAC invoice template

For heating and cooling technicians billing repairs, installs and maintenance visits. One page, US Letter, no sign-up.

Download XLSX
Spreadsheet with automatic totalsDownload DOCX
Word processor, US LetterDownload PDF
Print and fill by hand, US Letter

Also free: Contractor invoice template | Work order template

What is on the invoice

  • HVAC lines already set up: diagnostic fee, labor hours, refrigerant by weight, parts, equipment, maintenance visit and permit fee.
  • Customer and job address, job description, subtotal, discount, tax rate and balance due. In the spreadsheet the totals add up for you.
  • A second sheet lists line items to think about, such as diagnostics, refrigerant, parts and equipment.
  • Payment terms and accepted payment methods at the bottom.

How to use it

  1. Pick a format below. The spreadsheet works in any spreadsheet program, the Word file in any word processor, and the PDF is for printing.
  2. Put your business name and license number (if you have one) at the top and save a copy as your own master.
  3. Replace the preset lines with what you actually did and charged. Delete the ones you do not need.
  4. Enter your own tax rate if one applies where you work, then send or print the invoice.

Questions

Is it really free?

Yes. No sign-up, no email, no watermark.

Which program do I need?

Any spreadsheet program opens the XLSX file and any word processor opens the DOCX. The PDF is for printing and filling in by hand.

Can I bill refrigerant by weight?

Yes. The refrigerant line is set up with pounds as the unit. Put the type in the description, then the quantity and your rate per pound.

Does it calculate tax for me?

It multiplies the rate you type in. Which tax applies, and at what rate, depends on where you work. Check with a local adviser. This is a blank form, not legal or tax advice.

Can I add my logo?

Yes. Insert it at the top of the spreadsheet or Word file.

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