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HVAC invoice template

A free HVAC invoice template for heating and air conditioning work, pre-filled with an AC repair and tune-up. Edit the equipment, labor, and refrigerant lines, add a deposit for system replacements, and download or print a PDF.

Fill in your invoice

From (your business)
Bill to (customer)
Line items
  • $99.00
  • $185.00
  • $170.00
  • $150.00
  • $129.00

Preview

Comfort Air Heating & Cooling

(555) 123-4567 hello@example.com

INVOICE

Invoice #
HVAC-1001
Date
Sep 13, 2026
Due
On receipt

Bill to

Chris Morgan

123 Main St Springfield, USA

DescriptionQtyPriceAmount
Diagnostic / service call1$99.00$99.00
Replace run capacitor1$185.00$185.00
R-410A refrigerant (lbs)2$85.00$170.00
Condenser coil cleaning1$150.00$150.00
Seasonal tune-up (furnace + AC)1$129.00$129.00
Subtotal
$733.00
Total
$733.00

Notes & terms

Payment due upon receipt. Parts warrantied per manufacturer; labor warrantied for 90 days.

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Everything stays in your browser — nothing you type is sent or saved. In the print window, choose “Save as PDF” to download a file.

Skip the PDF. Get paid by card.

Send this as an invoice your customer can pay by card with Redbud Way — add a deposit if you want one up front. Redbud Way is free to start with a 0% platform fee — you pay only Stripe’s standard card processing, and payouts reach your bank about two days after your customer pays.

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What to include on an HVAC invoice

License and certification
Your contractor license number and, where relevant, EPA 608 certification for refrigerant work.
Equipment details
Make, model, and serial number of the unit you serviced or installed — handy for warranty claims.
Diagnostic fee
Service call or diagnostic charge, and whether it is credited toward the repair.
Parts, refrigerant, and labor
Itemize capacitors, motors, refrigerant by the pound, and labor separately.
Maintenance agreements
If the customer is on a maintenance plan, show the plan visit and any member discount.
Warranty and terms
Manufacturer and labor warranty terms, and when payment is due.

Tips for getting HVAC invoices paid faster

  • Record the equipment model and serial in the notes — it saves time on the next call and on warranty paperwork.
  • Bill refrigerant by the pound so the customer can see exactly how much went in.
  • For full system replacements, collect a deposit when the customer accepts the quote to cover the equipment order.
  • Offer seasonal tune-ups as a recurring monthly or yearly plan instead of invoicing each visit by hand.

Pricing the job first? Use the job cost estimator or the markup calculator. See also Redbud Way for HVAC pros.

Frequently asked questions

What should an HVAC invoice include?
Your business name, contact details, and license number; the customer and service address; an invoice number and date; the equipment serviced (make, model, serial); diagnostic fee; parts, refrigerant, and labor on separate lines; tax where it applies; the total; warranty terms; and when payment is due.
How much deposit should I take on an HVAC system replacement?
Many HVAC companies take 25–50% when the customer approves a replacement, which covers ordering the equipment. Check whether your state limits home-improvement deposits; the free deposit calculator shows the deposit, the balance, and common state caps.
Is this invoice template really free?
Yes. There is no sign-up and nothing to install. The generator runs entirely in your browser — the details you type are not sent to or saved on our servers. Fill it in, then download or print it as many times as you like.
How do I save the invoice as a PDF?
Click “Download / print PDF”. Your browser’s print window opens with only the invoice on the page; choose “Save as PDF” (or “Microsoft Print to PDF”) as the destination to save a file you can email or text to your customer.
Can my customer pay the invoice by card?
A PDF invoice can only ask for payment — your customer still has to mail a check or find another way to pay. With a free Redbud Way account you can send the invoice with a card pay link instead, optionally collect a deposit first, and the money is paid out to your bank about two days after the customer pays. Redbud Way charges a 0% platform fee; standard Stripe card processing fees apply.

Invoice templates for other trades

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