HVAC Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

HVAC Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.


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First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.
First Name
Last Name
Acme LLC.
First Name
Last Name
Corporation Corp.

HVAC Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

HVAC Invoice Template

Fully editable with custom branding and pre-written offering. Send and get paid online.

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Date: March 8th 2023



Acme LLC.

Corporation Corp.

This Contract is between Client (the "Client") and Acme LLC, a California limited liability company (the "Coach").

The Contract is dated January 23, 2023.


1.1 Project. The Client is hiring the Coach to develop a coaching relationship between the Client and Coach in order to cultivate the Client's personal, professional, or business goals and create a plan to achieve those goals through stimulating and creative interactions with the ultimate result of maximizing the Client's personal or professional potential.

1.2 Schedule. The Coach will begin work on February 1, 2023 and will continue until the work is completed. This Contract can be ended by either Client or Coach at any time, pursuant to the terms of Section 4, Term and Termination.

The Coach and Client will meet by video conference, 4 days per month for 2 hours.

1.3 Payment. The Client will pay the Coach an hourly rate of $150. Of this, the Client will pay the Coach $500.00 (USD) before work begins.

1.4 Expenses. The Client will reimburse the Coach's expenses. Expenses do not need to be pre-approved by the Client.

1.5 Invoices. The Coach will invoice the Client in accordance with the milestones in Section 1.3. The Client agrees to pay the amount owed within 15 days of receiving the invoice. Payment after that date will incur a late fee of 1.0% per month on the outstanding amount.

1.6 Support. The Coach will not be available by telephone, or email in between scheduled sessions.


- A coaching relationship is a partnership between two or more individuals or entities, like a teacher-student or coach-athlete relationship. Both the Client and Coach must uphold their obligations for the relationship to be successful.

- The Coach agrees to maintain the ethics and standards of behavior established by the International Coaching Federation (ICF).

- The Client acknowledges and agrees that coaching is a comprehensive process that may explore different areas of the Client's life, including work, finances, health, and relationships.

- The Client is responsible for implementing the insights and techniques learned from the Coach.


3.1 Overview. This section contains important promises between the parties.

3.2 Authority To Sign. Each party promises to the other party that it has the authority to enter into this Contract and to perform all of its obligations under this Contract.

3.3 Coach Has Right To Give Client Work Product. The Coach promises that it owns the work product, that the Coach is able to give the work product to the Client, and that no other party will claim that it owns the work product. If the Coach uses employees or subcontractors, the Coach also promises that these employees and subcontractors have signed contracts with the Coach giving the Coach any rights that the employees or subcontractors have related to the Coach's background IP and work product.

3.4 Coach Will Comply With Laws. The Coach promises that the manner it does this job, its work product, and any background IP it uses comply with applicable U.S. and foreign laws and regulations.

3.5 Work Product Does Not Infringe. The Coach promises that its work product does not and will not infringe on someone else's intellectual property rights, that the Coach has the right to let the Client use the background IP, and that this Contract does not and will not violate any contract that the Coach has entered into or will enter into with someone else.

3.7 Client-Supplied Material Does Not Infringe. If the Client provides the Coach with material to incorporate into the work product, the Client promises that this material does not infringe on someone else's intellectual property rights.


This Contract is ongoing until it expires or the work is completed. Either party may end this Contract for any reason by sending an email or letter to the other party, informing the recipient that the sender is ending the Contract and that the Contract will end in 7 days. The Contract officially ends once that time has passed. The party that is ending the Contract must provide notice by taking the steps explained in Section 9.4. The Coach must immediately stop working as soon as it receives this notice unless the notice says otherwise.

If either party ends this Contract before the Contract automatically ends, the Client will pay the Contractor for the work done up until when the Contract ends. The following sections don't end even after the Contract ends: 3 (Representations); 6 (Confidential Information); 7 (Limitation of Liability); 8 (Indemnity); and 9 (General).


The Client is hiring the Coach as an independent contractor. The following statements accurately reflect their relationship:

- The Coach will use its own equipment, tools, and material to do the work.

- The Client will not control how the job is performed on a day-to-day basis. Rather, the Coach is responsible for determining when, where, and how it will carry out the work.

- The Client will not provide the Coach with any training.

- The Client and the Coach do not have a partnership or employer-employee relationship.

- The Coach cannot enter into contracts, make promises, or act on behalf of the Client.

- The Coach is not entitled to the Client's benefits (e.g., group insurance, retirement benefits, retirement plans, vacation days).

- The Coach is responsible for its own taxes.

- The Client will not withhold social security and Medicare taxes or make payments for disability insurance, unemployment insurance, or workers compensation for the Coach or any of the Coach's employees or subcontractors.


6.1 Overview. This Contract imposes special restrictions on how the Client and the Coach must handle confidential information. These obligations are explained in this section.

6.2 The Client's Confidential Information. While working for the Client, the Coach may come across, or be given, Client information that is confidential. This is information like customer lists, business strategies, research & development notes, statistics about a website, and other information that is private. The Coach promises to treat this information as if it is the Coach's own confidential information. The Coach may use this information to do its job under this Contract, but not for anything else. For example, if the Client lets the Coach use a customer list to send out a newsletter, the Coach cannot use those email addresses for any other purpose. The one exception to this is if the Client gives the Coach written permission to use the information for another purpose, the Coach may use the information for that purpose, as well. When this Contract ends, the Coach must give back or destroy all confidential information, and confirm that it has done so. The Coach promises that it will not share confidential information with a third party, unless the Client gives the Coach written permission first. The Coach must continue to follow these obligations, even after the Contract ends. The Coach's responsibilities only stop if the Coach can show any of the following: (i) that the information was already public when the Coach came across it; (ii) the information became public after the Coach came across it, but not because of anything the Coach did or didn't do; (iii) the Coach already knew the information when the Coach came across it and the Coach didn't have any obligation to keep it secret; (iv) a third party provided the Coach with the information without requiring that the Coach keep it a secret; or (v) the Coach created the information on its own, without using anything belonging to the Client.

6.3 Third-Party Confidential Information. It's possible the Client and the Coach each have access to confidential information that belongs to third parties. The Client and the Coach each promise that it will not share with the other party confidential information that belongs to third parties, unless it is allowed to do so. If the Client or the Coach is allowed to share confidential information with the other party and does so, the sharing party promises to tell the other party in writing of any special restrictions regarding that information.


Neither party is liable for breach-of-contract damages that the breaching party could not reasonably have foreseen when it entered this Contract.


8.1 Overview. This section transfers certain risks between the parties if a third party sues or goes after the Client or the Coach or both. For example, if the Client gets sued for something that the Coach did, then the Coach may promise to come to the Client's defense or to reimburse the Client for any losses.

8.2 Client Indemnity. In this Contract, the Coach agrees to indemnify the Client (and its affiliates and their directors, officers, employees, and agents) from and against all liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of: (i) the work the Coach has done under this Contract; (ii) a breach by the Coach of its obligations under this Contract; or (iii) a breach by the Coach of the promises it is making in Section 3 (Representations).

8.3 Coach Indemnity. In this Contract, the Client agrees to indemnify the Coach (and its affiliates and their directors, officers, employees, and agents) from and against liabilities, losses, damages, and expenses (including reasonable attorneys' fees) related to a third-party claim or proceeding arising out of a breach by the Client of its obligations under this Contract.


9.1 Assignment​. This Contract applies only to the Client and the Coach. Neither the Client nor the Coach can assign its rights or delegate its obligations under this Contract to a third-party (other than by will or intestate), without first receiving the other's written permission.

9.2 Arbitration. As the exclusive means of initiating adversarial proceedings to resolve any dispute arising under this Contract, a party may demand that the dispute be resolved by arbitration administered by the American Arbitration Association in accordance with its commercial arbitration rules.

9.3 Modification; Waiver. To change anything in this Contract, the Client and the Coach must agree to that change in writing and sign a document showing their contract. Neither party can waive its rights under this Contract or release the other party from its obligations under this Contract, unless the waiving party acknowledges it is doing so in writing and signs a document that says so.

9.4. Noticies.

(a) Over the course of this Contract, one party may need to send a notice to the other party. For the notice to be valid, it must be in writing and delivered in one of the following ways: personal delivery, email, or certified or registered mail (postage prepaid, return receipt requested). The notice must be delivered to the party's address listed at the end of this Contract or to another address that the party has provided in writing as an appropriate address to receive notice.

(b) The timing of when a notice is received can be very important. To avoid confusion, a valid notice is considered received as follows: (i) if delivered personally, it is considered received immediately; (ii) if delivered by email, it is considered received upon acknowledgement of receipt; (iii) if delivered by registered or certified mail (postage prepaid, return receipt requested), it is considered received upon receipt as indicated by the date on the signed receipt. If a party refuses to accept notice or if notice cannot be delivered because of a change in address for which no notice was given, then it is considered received when the notice is rejected or unable to be delivered. If the notice is received after 5:00pm on a business day at the location specified in the address for that party, or on a day that is not a business day, then the notice is considered received at 9:00am on the next business day.

9.5 Severability. This section deals with what happens if a portion of the Contract is found to be unenforceable. If that's the case, the unenforceable portion will be changed to the minimum extent necessary to make it enforceable, unless that change is not permitted by law, in which case the portion will be disregarded. If any portion of the Contract is changed or disregarded because it is unenforceable, the rest of the Contract is still enforceable.

9.6 Signatures. The Client and the Coach must sign this document using Bonsai's e-signing system. These electronic signatures count as originals for all purposes.

9.7 Governing Law. The validity, interpretation, construction and performance of this document shall be governed by the laws of the United States of America.

9.8 Entire Contract. This Contract represents the parties' final and complete understanding of this job and the subject matter discussed in this Contract. This Contract supersedes all other contracts (both written and oral) between the parties.



Acme LLC.

Corporation Corp.
Table of contents

When working with heating and cooling units, you need to familiarize yourself with the HVAC invoice template. That being said, not everyone can afford to get a professional to do their HVAC invoice templates, so they must learn how to do it themselves.

But how can they create their own professional invoices? And when does one actually need to issue these documents? What is the billing process? Keep reading and you will find out every necessary detail.

What Is an HVAC Invoice?

When you're doing business in the HVAC industry as an independent contractor, you must handle your own billing as well. An HVAC invoice is the official document that you will send to your customers, informing them of the total amount of money that they have to pay for your services.

When to Issue an HVAC Invoice

Invoices will usually accompany a provided service. Therefore, it doesn't make sense to issue it before you start working on the HVAC systems themselves.

An HVAC invoice is to be given at the moment of the delivery or even after that. It is proof that a certain product or service has been delivered, triggering a transaction and adding to your company's cash flow.

How Can I Create a Customized HVAC Invoice Template?

There are various tools that you may use in order to create your own custom HVAC invoice or even get a free HVAC invoice template. One such example is Bonsai, with its Bonsai Cash bank that helps the money flow.

In order to create professional invoices within just a few minutes, whether it's with Bonsai or other tools, you should follow the next steps:

  1. Download the free HVAC invoice template from Bonsai
  2. Include your brand or business logo
  3. Add your own name along with your business name and contact details as an HVAC technician
  4. List the services provided, along with the unit price that you ask for each of them
  5. Include the client's name and mailing address
  6. Put down the accepted payment methods
  7. Add the conditions and payment terms
  8. Add the privacy policy, if you have one
  9. Put down a personalized message
  10. Save and send the invoice using the email or Bonsai

The invoice template has multiple blank fields where you can add important factors such as the price for the HVAC units or the payment. If you have an air conditioning service, this will save you quite a bit of time in the long run.

Types of HVAC Invoices

When working with air conditioning systems, you need to make sure that the invoice template you use will be appropriate for the service and payment method. Here are the most common invoice types used by HVAC companies:

  • Contract
  • Hourly
  • Project-based
  • Deposit
  • Service plan

An invoice template has a number of blank fields, so you may also bill other independent contractors for their services provided. This can include a handyman, a plumber, a pest control service, and many more.

How to Bill HVAC Installation and Routine Maintenance

When billing for HVAC installation and maintenance, there are certain steps that you will have to go through. These steps include the following:

Negotiate a Price with the Client

Before you even start drafting the invoice or begin your work, you need to agree on the terms. Usually, the average HVAC service provider will have set prices including both the labor and the parts. However, on occasion, you may be able to negotiate a price.

What you need to remember is that word of mouth is very important for an HVAC business. Therefore, if they see that you are flexible and eager to make them happy, they will recommend you to other people as well. If you are self-employed, this can help improve your brand image.

Troubleshoot the Existent HVAC System

If you are conducting maintenance, you need to troubleshoot the current system as well. Find out what the source of the problem actually is.

Maybe the heat pump is iced up, or the filter is worn out. Or maybe the owner noticed an odd sound or smell coming from their air conditioning system. This will give you a better idea of what should be replaced, and what the expenses will be.

Make a List of Replacement Parts

The next step should be to make a list of all the items that need to be replaced during the maintenance. Troubleshooting is very important before this step, so make sure that you take everything in order. This way, you won't be buying parts that you do not need.

Calculate Licensing Fees and Insurance

A professional HVAC technician is called that way for a very good reason. You need to pass through various licensing exams, and make sure that your liability insurance is up to speed.

These costs can add up, especially if you are paying them on a regular basis. As a result, when billing your client, you need to put that on the customized invoice as well.

Finalize the Invoice

Professional and branded invoices always need to be double-checked for accuracy before you send them out. Make sure to always follow up with your clients, to ensure that they received your invoice.


You might still have some questions in regard to HVAC service invoices. Here are the most common questions with their associated answers.

Does Word Have a Template for Invoices?

Yes, Word does have an HVAC invoice template. However, it may not be complete, so professional platforms such as Bonsai must be used instead.

What Is the Difference Between an Invoice and a Bill?

Invoices and bills represent pretty much the same thing: the amount of money that someone has to pay for their newly added or recently updated HVAC system. It only depends on who you are: business owners call it an invoice while clients call it a bill.

Can I Get a Free HVAC Invoice Template?

Yes, there are many places such as Bonsai where you can get a free invoice template. All you have to do is download it and add the data for your air conditioning repair service.

The Bottom Line

An invoice is something that every company owner will have to send out at some point. If you have no one to handle your finances, then you should get an invoice template for your HVAC work instead. This should cut down the time while ensuring the document looks as professional as possible.

Frequently Asked Questions
Questions about this template.

How do you write an invoice for HVAC?

The invoice for HVAC services should have a date, services performed, Indicate the terms of payment, including when the balance is due and whether late payment penalties will be charged. Be sure to provide itemized charges and the total amount owing, plus taxes.

Is there a free invoice template for HVAC?

Yes, Bonsai has free invoice templates available for HVAC contractors. Simply customize and download Bonsai's pre-made template to send professional invoices today.

Is there an invoice template in Microsoft Word?

Microsoft Word is an option to create templates. However, if you want one pre-made for you and you customize, try Bonsai. Our invoice templates have all the necessary details for your payment agreement and you can personalize it for your company.