HVAC Invoice Template

This HVAC invoice template has a diagnostic fee, labour and a parts line already set up. Change the numbers to match your jobs, then print it or save it as a PDF. It runs in your browser and stores nothing.

See invoice software Book a 15-minute demo

Reviewed October 2026 · by the BrickByClick team

At a glance

What it is: a free invoice maker that runs in your browser. Fill it in, then print or save a PDF.
What it costs: nothing. No sign-up, and nothing you type is sent or stored.
What it does not do: it does not email the invoice, take payment or remember your customers. Estimate and invoice software does.

Make your HVAC invoice now

Fill in the left side. The invoice on the right updates as you type.

Runs in your browser. Nothing you type is sent or saved. In the print window, choose “Save as PDF”.

Use Print or save as PDF, then choose Save as PDF in the print window. Attach the file to an email or text it to your customer.

What should a HVAC invoice include?

Your business name and contact details. The customer needs to know who to pay and how to reach you.
The customer's name and the job address. It ties the invoice to the visit.
An invoice number and two dates. The number lets you find it later. The due date tells the customer when to pay.
Each line with a quantity and price. Separate labour from materials so the total is easy to check.
Tax, if you charge it. Rules differ by place, so check with your accountant or tax office.
How to pay. Say whether you take cards, bank transfer, cheque or cash.

A clear invoice gets paid sooner because the customer has no questions to ask first.

How to write an HVAC invoice

Diagnostic, labour, equipment and parts

Diagnostic fee: one line, and say if it is credited to the repair.
Labour: hours and rate, or a flat price.
Equipment: model and price on its own line for installs.
Parts: each part or a grouped line.

The example numbers are placeholders. Replace them with your own rates.

What this free invoice maker does not do

It does not save anything. Close the page and the invoice is gone, so save the PDF first.
It does not send the invoice by email. You attach the PDF yourself.
It does not take payment. The customer pays you however you write in the notes.
It does not remember your customers or price list, and it does not chase late payments.

If you invoice more than a few times a month, those gaps cost time. BrickByClick's estimate and invoice software sends the invoice from the customer's record, takes card and bank payments to your own Stripe account, and sends the reminders for you. It starts at Starter, $99 a month.

When is it time to use invoicing software?

You retype the same customer and line items every week.
You wait on late payers and forget to follow up.
Customers ask to pay by card and you have no easy way to take it.
You want to see what each job made, not just what you billed.

Card payments through the CRM add Stripe's processing + 0.5% per card payment (max $25), with no BrickByClick fee on bank payments.

Questions people ask

What should an HVAC invoice include?

Your business name and contact details, the customer and the job address, an invoice number, dates, each line for labour, equipment and parts with a quantity and price, any tax, the total and how to pay.

How do I list equipment on an HVAC invoice?

Give the equipment its own line with the model and the price, and keep labour and small parts on separate lines.

Should I invoice a diagnostic fee separately?

Yes. A separate line makes the fee visible, and you can say whether it is credited toward the repair.

How do I handle a deposit on an install?

Invoice the deposit first or add a deposit line, and state when the balance is due. Software can take the deposit online when the customer accepts the estimate.

Can I use this HVAC invoice template for free?

Yes. It is free, needs no sign-up and nothing you type is stored or sent.

Do I add tax to an HVAC invoice?

That depends on where you work. Enter the rate that applies to you and ask your accountant or tax office if you are unsure.

How long should an HVAC customer have to pay?

Many HVAC companies use due on receipt for repairs and 14 or 30 days for installs. Put the due date on the invoice.

What is better than a template for an HVAC company?

Software that builds the invoice from the job, keeps your price list and takes card and bank payments. BrickByClick's estimate and invoice software starts at Starter, $99 a month.

Invoice from your phone and get paid by card

Take fifteen minutes with us and we will show you estimates, invoices and card payments running for your kind of business.

Book a 15-minute demo Read the help guide

Your Website ID