How to Create Your Own HVAC Invoice Template

hvac invoice template

If you’re starting an HVAC business, you will need an invoicing system to collect the income from your new clients. HVAC jobs can be simple or complicated depending on the job, but invoicing doesn’t have to be. Here is how to create your own HVAC business invoice with a template.

How To Create Your Own HVAC Invoice Template

Every time you invoice an HVAC client, some elements of your invoice will be the same. To start invoicing your clients, create a template you can reuse for every job by customizing the details that change.

For HVAC, you might set up one invoice template for big installation or renovation jobs, and a separate invoice template for repair jobs. That way, you can create sections for materials and labor, or to split up different parts of each job to show clients what they’re paying for.

If you want to create your own HVAC invoice template, you can use Microsoft Word or Macintosh Pages with some simple formatting to create an invoice. Click on the templates menu, which pops up when you open a new file. Fill out your new template with the following details.

  1. HVAC Business Name/Logo
  2. Client Name
  3. Client Name or Business Contact Name
  4. Client Address
  5. Date of Billing
  6. Project Name
  7. Details on project contents
  8. Total of each service/product and Total Payment Due
  9. HVAC Business Contact Information
  10. Types of Payment accepted
  11. Late Fees or Payment Processing Fees assessed

Ways To Charge For HVAC Services

Some HVAC businesses charge by the project, bidding out materials and labor. Others will charge by the hour for repair jobs. Here are some ways that HVAC businesses can include charges on an invoice so clients see what they’re paying for.

  1. Price per hour for repairs, plus materials
  2. Price per job or part of job (installing furnace, rerouting ductwork, cleaning air ducts, etc.)
  3. Materials and labor for an installation job (price of new air conditioner, price to remove old A/C and install new)

You can charge extra for unexpected repairs or extra work that pops up during the job, just make sure you let your client know what’s happening and get their authorization before billing them. One convenient way to do this these days is to text a photo of the problem/job and ask the client to authorize the additional charges, so you have a paper trail on the approval.

How To Keep Your HVAC Business Invoicing Organized

HVAC clients sometimes rehire the same business the next time they need the furnace inspected or the air ducts cleaned. The easiest way to keep repeat clients organized is to use a CRM that helps you manage contact info. Software like Yottled manage your contacts, scheduling, payment processing, invoicing, and marketing.

With all your contacts and invoicing in one place, it’s easy to stay organized.

HVAC Business Invoice Templates

Yottled allows you to send simple invoices with job details. If you would like a simple invoicing system to give you a head start and keep your invoices all in one place, check out Yottled for a free trial. Once you get the hang of invoicing and tracking client invoices when they’re paid, you can focus on running your business and never worry about invoicing again.


Laura Cowan

Laura Cowan

Laura K. Cowan is a tech editor and journalist whose work has focused on promoting sustainability initiatives for automotive, green tech and conscious living media outlets. A deep study of narrative journalism, storytelling and sustainable technology allows Ms. Cowan to draw out the meaningful stories of best practices from diverse professionals in an exploration of the culture and trends in emerging industries. She is currently Co-Founder and Executive Editor of Midwest tech news blog, Cronicle Press. Ms. Cowan’s writing and speaking have appeared with Automobile Quarterly, Writer Unboxed, Inhabitat, CNBC, The Ann Arbor Observer and The National Society of Newspaper Columnists.

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