An HVAC invoice template is broadly a tool for billing, bidding, marketing, and educating clients on heating and cooling systems in their premises. The invoice template helps businesses to create a billing document to be sent out to clients with details of service costs and payments due.

Invoice templates should be flexible and adaptable to create professional bids for new construction and estimates for repairs. The template may also be customized to serve as a presentation tool that educates clients on options available in HVAC systems while marketing the business for repeat business.

The HVAC invoice template is in essence a blank invoice which when filled with desired data serves as a key business driver. There are several types and formats of freely downloadable HVAC invoice templates with accompanying software applications available on the Internet. Read on for more information on how to create your own template.

Understanding HVAC

HVAC stands for Heating-Ventilation-and-Air-Conditioning. These are cooling or heating systems that keep premises comfortable during extreme weather conditions like hot humid summers and cold winters. The HVAC industry has companies that sell and install HVAC units on premises. The installations require strict regular maintenance and repairs. 

Some companies outsource HVAC systems services to business contractors. The companies and contractors rely on HVAC invoice templates to prepare bills that clients understand with ease and pay against with minimal delay as requested. Best practice demands that the invoice is presented before leaving the premises to enhance customer experience and connectivity.

Presenting the invoice before departure provides an opportunity to personalize customer service, educate clients on the system’s efficiency, and discuss follow-up actions. A professionally formatted and easy to use HVAC invoice template is an invaluable tool for HVAC technicians working on site.

How to Price Labor Costs

Pricing labor costs will include visits to the premises to establish the condition of the HVAC systems and draw a diagnosis of needs to be attended. The cost can be on an hourly basis or made on a flat rate given the local area’s standard rates. An HVAC technician is licensed and maintains liability insurance. The billing method must factor in the extra costs such as insurance and licensing fees.

Basics Captured in an HVAC Invoice Template

A professional invoice should contain the following fields:

• Date
• Company’s name and contact details
• Invoice number
• Client’s details 
• Itemized display of all services rendered including supplies, equipment, parts, and labor.
• Total due
• Taxes
• Total due plus taxes
• Terms of payment
• Due date of payment
• Payment method: cash, credit card or online-payment with the link provided
• Billing terms
• Deposit required if any
• Balance due
• Penalties for late payment if any 
• Remarks for follow-up

This finished invoice template can be in Excel, PDF, or Word to be sent digitally or printed and sent to the client. It is useful in helping to keep an organized maintenance history record for clients in order to facilitate the growth of repeat business.

For more tips on how to runs other types of small businesses such as window cleaning and how to find jobs and create invoices for them, read the rest of our blog.