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Invoices and estimates for HVAC contractors

From a tune-up to a full system change-out: quote it, invoice it and get paid from your phone, with reminders that chase late payers for you.

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What to put on a HVAC invoice

An invoice that answers the client’s questions gets paid faster. Here’s what yours should show.

  1. Your business details and license number

    Your business name, phone number and HVAC or mechanical license number, where your state requires one on bids and invoices.

  2. Equipment details

    Make, model and serial number of anything you install or repair. The client needs them for warranty registration, and so will you on the next visit.

  3. Diagnostic or service call fee

    On its own line, and say whether it's credited toward the repair.

  4. Parts, refrigerant and labor

    Each part with its quantity, refrigerant by type and amount added, and labor by the hour or a flat price.

  5. Sales tax on the right lines

    Parts and equipment are usually taxable. Whether labor is depends on your state and the kind of job, so ask your accountant.

  6. Warranty and maintenance

    Manufacturer and labor warranty terms, and when the next tune-up is due.

  7. Due date and how to pay

    A due date and the ways the client can pay.

INVOICEINV-0231AC repair, unit 4B
Issued
Oct 6, 2026
Due
Oct 20, 2026
Terms
Net 14
FromCoolwave Heating & Air20 Commerce StSan Antonio, TX 78205(210) 555-0134 · License 12345
Bill toAtlas Property Mgmt1600 Broadway, Unit 4BSan Antonio, TX 78258
ItemQtyRateAmount
Diagnostic service call
1$89.00$89.00
Condenser fan motor, 1/4 HP
Replaced seized motor
1$240.00$240.00
Dual run capacitor, 45/5 MFD
1$38.00$38.00
Refrigerant R-410A
2 lb$75.00$150.00
Labor
2 hrs$110.00$220.00
Subtotal$737.00
Sales tax · 8.25%$35.31
Amount due$772.31

Condenser model XC-36, serial 2219E12345. Parts carry the manufacturer's warranty; our labor is guaranteed for 90 days.

A sample HVAC invoice made in Invoizr. Names and numbers are made up.

How Invoizr helps HVAC contractors

On your phone or computer, at the job or back at the office.

Estimates for replacements

Lay out the new system line by line, and send it while you're still on site. The client approves it from their phone.

Deposits on new systemsPremium

Ask for a deposit when the client approves the estimate, before you order the equipment. It comes off the final invoice automatically.

Model and serial numbers on filePlus

Put them in a line's description, and attach a photo of the nameplate.

Paid on the spot

Every invoice comes with a pay link. Clients pay by card, Apple Pay, Google Pay or bank transfer, and the money goes to your bank through Stripe.

Reminders that chase for youPlus

Unpaid invoices get a polite reminder on the schedule you choose, and the reminders stop the moment the invoice is paid.

Free HVAC invoice and estimate templates

Printable PDFs with the lines HVAC contractors need most, ready to fill in by hand. No sign-up needed.

Rather fill them in on your phone, send them and get paid online? Invoizr does that, free for 14 days.

Invoice templateEstimate templateMake one online

New to writing estimates? Read how to write an HVAC estimate.

Questions, answered

Can I list model and serial numbers?

Yes. Type them in a line's description or in the notes, and with Plus attach a photo of the nameplate.

Can I take a deposit on a new system?

Yes, with the Premium plan. Ask for a deposit on the estimate; the client pays it when they approve, and it's taken off the final invoice automatically.

Does Invoizr send maintenance agreement invoices automatically?

Not yet. Save the agreement as an item and send its invoice when it renews; it takes a minute.

Are the HVAC invoice and estimate templates really free?

Yes. Download the printable PDFs on this page and fill them in by hand; there's nothing to sign up for. To fill them in on your phone, send them and get paid online, try Invoizr free for 14 days.

Send your next HVAC invoice from your phone

Make the invoice. Get paid. Done.

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