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Free HVAC Invoice Template

A free HVAC invoice template for service calls, repairs and installs. Bill the diagnostic, parts, refrigerant by the pound and labor on separate lines, then the deposit and the balance due. Download it as a PDF, Word or Excel file. No sign-up. Fasite is all-in-one, operations-first software for home service businesses.

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Published by Fasite. Questions: support@fasite.org.

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Your business

Invoice INV-0001

Customer

Issued — · Due — · Due on receipt

DescriptionQtyUnitPriceTaxAmount
Diagnostic visit1eachNo
Labor1hourNo
Replace run capacitor1eachNo
Refrigerant1lbNo
Clean condenser coil1eachNo
Install smart thermostat1eachNo
Replace blower motor1eachNo
Remove and dispose of old unit1eachNo
Permit1eachNo
Subtotal
$0.00
Discount
$0.00
Tax
$0.00
Total
$0.00
Deposit paid
$0.00
Balance due
$0.00

Thank you. Please pay by the due date.

Please pay the balance by the due date.

Made with Fasite's free template · fasite.org/tools/invoice-template

What to put on an HVAC invoice

  • The diagnostic or service call fee on its own line
  • Each part, and the refrigerant by the pound with its type
  • Labor as hours times your rate, or a flat rate
  • For an install: the model and serial number of the new equipment
  • Removal and disposal, and the permit, if they applied
  • Warranty terms and when payment is due

What late invoices look like

56% of US small businesses are owed money from unpaid invoices, averaging $17.5K. 47% have invoices more than 30 days overdue. Intuit QuickBooks, Small Business Late Payments Report 2025.

How to write an HVAC invoice

  1. Add your business. Enter the business name, phone, email, website and license number. A logo stays on this device.
  2. Add the customer. Enter the customer name, service address, email and phone.
  3. Add the line items. Enter a description, quantity, unit and price for each line. Tick taxable on lines that should be taxed.
  4. Set the due date, tax and any amount already paid. Choose Due on receipt, Net 15, Net 30 or custom terms. Enter your tax rate, any discount and any deposit already paid.
  5. Download or print. Use Download PDF or Print. The browser saves the file. Nothing is sent to a server. Turn off the Fasite line if you do not want it on the page.

Get paid by card from the invoice link

More for HVAC businesses

Questions

Questions about the template.

  1. Yes, in the notes. The customer needs them to register the equipment warranty, and you have them for the next service call.

  2. If that is your policy, show the diagnostic line and a discount for the same amount, so the customer sees the credit.

  3. One line for the visit under the plan, and separate lines for any repair parts or labor the plan does not cover.

  4. The subtotal is quantity times unit price. A discount comes off before tax and is spread across lines by each line's share of the subtotal. Tax applies to taxable lines after that discount. The total is the subtotal, minus the discount, plus tax. Balance due is the total minus the deposit already paid.

  5. No. Download or print from this page, or copy a link that keeps the document in the URL hash. Fasite does not store the document. The small Fasite line on the PDF can be turned off.

Sources & method

Published by Fasite. Questions: support@fasite.org. Every default on this page comes from a source below. A field with no default is one you fill in.

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