Built for HVAC technicians
Free HVAC Invoice Generator
Itemize equipment, labor, and refrigerant on one invoice, add your logo, and download it as a PDF — free, no sign-up.
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Saved automatically in your browser.
Your business name
INVOICE
INV-001
Billed to
Client name
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Item description | 1 | — | $0.00 |
- Subtotal
- $0.00
- Total
- $0.00
Invoicing HVAC jobs
An install, a repair call, and a maintenance visit don't bill the same way. For an install, list the equipment as its own line — condenser, air handler, thermostat, each with a quantity and unit price — and put installation labor on a separate line so the customer sees what's parts and what's work. Repair calls break down into a diagnostic fee, replacement parts, and labor hours (quantities take decimals, so 2.5 hours at your rate just works). And refrigerant gets its own line: pounds in the quantity column, your price per pound in the rate column.
If you run seasonal maintenance agreements, invoice each visit separately — same layout, new invoice number and dates, one line like 'Spring maintenance visit — per agreement' at the flat per-visit rate. The notes field is where the HVAC-specific detail lives: equipment model and serial numbers, the refrigerant type you added, and your warranty terms for parts and labor.
The tax line is preset to a Sales Tax label with USD amounts, but whether HVAC work is taxable — and which parts of it — varies by state: some states tax equipment but exempt installation labor, others tax both. Any rate you set applies to the whole invoice (after any discount), so if your state splits the treatment, note the taxable breakdown in the notes or issue separate invoices for equipment and labor — and confirm your state's rules with an accountant.
How a changeout gets priced
A residential changeout: a 3-ton split system replaced in a day, with the first year of the maintenance agreement added at the bottom. The equipment goes on its own line so the customer can see exactly what was installed, the install is priced as flat-rate labor instead of hours, and the extra charge for the longer line set is billed the way refrigerant is measured — pounds in the quantity column, price per pound beside it. The two agreement visits sit on one line at a quantity of 2 rather than as a vague annual plan.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| 3-ton 15.2 SEER2 condenser and matched evaporator coil, R-454B | 1 | $4,250.00 | $4,250.00 |
| Changeout installation labor — flat rate | 1 | $1,950.00 | $1,950.00 |
| Line set, disconnect, whip, and condensate pad | 1 | $340.00 | $340.00 |
| R-454B refrigerant, additional line set charge — per lb | 2.5 | $75.00 | $187.50 |
| Maintenance agreement — spring and fall visits, first year | 2 | $95.00 | $190.00 |
| Subtotal | $6,917.50 | ||
| Sales Tax (6.5%) | $449.64 | ||
| Total due | $7,367.14 | ||
Tax applies to the whole subtotal here, so when your state taxes equipment but not installation labor, keep the two on separate lines, say which is which in the notes, and take the rate itself from your accountant.
Equipment, refrigerant, and the numbers that matter
Equipment on its own line
Give the condenser, coil, air handler, or motor its own line with a quantity and unit price and keep installation labor on a separate line. The invoice charges its tax on the whole subtotal, so where your state treats parts and labor differently, that split has to be readable in the lines and spelled out in the notes.
Refrigerant by the pound
Pounds go in the quantity column, where decimals like 2.5 are accepted, your price per pound goes in the rate column, and the type goes in the description — R-454B or R-32 on new A2L equipment, R-410A on the systems you are still servicing — since the amount added has to be recorded anyway.
Model, serial, and AHRI numbers
There is no equipment field, so put the model and efficiency rating in the line description and the serial number and AHRI reference in the notes field. Warranty registration and most utility rebate claims get refused without them.
Maintenance visits counted
Bill an agreement as visits rather than a plan: quantity 2 at your flat per-visit rate makes it obvious what the customer bought and what is still left to schedule.
Say what the flat rate covers
A single labor line invites the question of what it paid for, so spend the description on it — set the new condenser and coil, braze and evacuate the line set, start up and commission — and put the start-up readings in the notes, where an inspector or a warranty claim will look for them.
How to create an invoice online
- 1
Fill in the details
Add your business info, your client, line items, tax, and an optional logo or discount.
- 2
Watch the live preview
The invoice updates as you type, so you always see exactly what your client will receive.
- 3
Download the PDF
One click generates a clean, professional PDF invoice — free and without a watermark.
A simple invoice maker for freelancers and small businesses
Everything you need to bill a client properly — and nothing you don't. Create an invoice, check the live preview, download the PDF, get paid.
Instant PDF download
Generate a polished invoice PDF, on A4 or US Letter, in one click — no waiting, no email required.
No sign-up, no watermark
Completely free to use. Your invoice is yours, with no branding stamped on it.
Private by design
Everything happens in your browser. Your invoice data never touches a server.
Logo, tax & discounts
Add your logo, up to three taxes with your own labels and rates (VAT, GST + PST, sales tax), and percentage or fixed discounts.
Saves as you type
Your draft is stored locally in your browser, so an accidental tab close loses nothing.
20 currencies, local formats
Invoice in USD, EUR, GBP, INR, JPY and more, with correct rounding and your region's number and date format.
Frequently asked questions
How do I bill refrigerant on an invoice?
Give refrigerant its own line — pounds in the quantity column (decimals like 2.5 work) and your price per pound in the rate column. Put the type in the description, e.g. 'R-410A refrigerant, per lb', so there's no dispute about what was added.
Do I charge sales tax on HVAC equipment and labor?
It varies by state — some tax equipment but exempt installation labor, others tax both, and repair work is often treated differently again. Tax covers the whole invoice, so if your state splits the treatment, note the taxable portion in the notes or issue separate invoices — and check with an accountant.
How do I invoice maintenance agreement visits?
Bill each visit as its own invoice: one line at the flat per-visit rate, with the agreement referenced in the description. Your draft autosaves in the browser, so next visit you update the invoice number and dates and download the new PDF.
Where do equipment model and serial numbers go?
There's no dedicated equipment field — put the model in the line item description ('Install 3-ton condenser, model XR14') and record serial numbers and warranty terms in the notes field. Both appear on the PDF.
Invoicing guides
- How to Number InvoicesHow to number invoices: sequential, date-based, and client-prefixed schemes, what number to start at, why sequences must be gap-free, and how to fix mistakes.Read the guide →
- How to Charge Sales Tax on an InvoiceHow US sales tax works on invoices: when you must collect it, taxable goods vs services, finding the right rate, showing the tax line, and exemption certificates.Read the guide →
- How to Write an InvoiceLearn how to write a professional invoice step by step — what to include, how to number invoices, how to calculate tax, and when payment is due.Read the guide →
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