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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
Oct 16, 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.

Powered by Redbud Way · redbudway.com

Everything stays in your browser. Nothing you type is sent to our servers. In the print window, choose “Save as PDF” to download a file. When you download, this browser remembers your business details, invoice number, and customers so your next invoice is quicker.

Skip the PDF. Get paid by card.

Click “Send as a payable invoice” and this invoice carries over to Redbud Way, so your customer gets an email with a Pay button instead of a PDF. Nothing to retype. Redbud Way is free, with a 0% platform fee. Stripe's standard fees apply, billed by Stripe, and payouts reach your bank about two business days after each payment.

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Adam Williams

Who's behind it

I'm Adam Williams, a software engineer. I built Redbud Way so small service businesses can get paid by card without paying for software they don't need. Your payments run on your own Stripe account, so your money never passes through us. Questions? Email me at adam@redbudway.com and I'll answer myself.

Why Redbud Way is free

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.

Fill this invoice from a link (for AI assistants)

Ask ChatGPT, Claude, or any AI assistant to “make an invoice with redbudway.com”. It can put the details in a link to this page, and you open a filled-in invoice you can check, edit, and download. The details go after the #, which your browser never sends to our servers.

  • from, from_contact, license: your business name, contact details, and license number
  • to, to_contact, site: the customer’s name and address, and the job site if different
  • item=description|qty|price: one per line item, repeat for more (up to 50)
  • no, date, due: invoice number, and dates as YYYY-MM-DD
  • tax, deposit: percentages. state: two-letter code to check deposit limits. notes: payment terms

Example: https://redbudway.com/tools/invoice-template/hvac#from=Joe%27s+Plumbing&to=Jane+Doe&item=Replace+water+heater%7C1%7C1200&item=Labor+%28hours%29%7C3%7C85&tax=7&due=2026-10-01

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 the caps in the states it lists.
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 ChatGPT or another AI assistant fill in this invoice for me?
Yes. Tell the assistant your business, customer, and line items and ask it to make an invoice with redbudway.com. It can build a link to this page with the details filled in (the format is described on the page); you open the link, check and edit the invoice, and download it as a PDF. The details sit after the # in the link, which browsers do not send to our servers.
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, or send a quote that collects a deposit first, and the money is paid out to your bank about two business days after each payment. Redbud Way charges a 0% platform fee. Stripe’s standard fees apply, billed to your own Stripe account: 2.9% + 30¢ per card payment plus 0.4% Stripe Invoicing on an invoice or quote, so a $300 invoice costs $10.20. The full fee table is at redbudway.com/pricing#fees.

Invoice templates for other trades

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