HVAC Invoice Template

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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.

HVAC Invoice Template
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.