PaidCraneHVAC invoice template
Itemize diagnostics, labor, refrigerant and parts on HVAC service invoices, or quote full system replacements with equipment and installation broken out. 🔒 No sign-up. Everything stays on your computer.
How to make an HVAC invoice
- Add your logo and business details in From. They're remembered for next time.
- Fill in who you're billing, the date and payment terms. The due date fills in from the terms.
- Edit the example line items to match the job.
- Add discount, tax or shipping if they apply, then Download PDF and send it.
What to put on a HVAC invoice
- Show the diagnostic fee as its own line, and say on the invoice if it's credited toward the repair.
- List refrigerant by the pound with its type (R-410A, R-454B) for transparency and compliance records.
- Include model numbers on equipment lines so warranty registration and future service are easier.
- Mention your maintenance plan in the notes. It's the easiest recurring revenue in HVAC.
Example line items
| Item | Qty | Rate |
|---|---|---|
| Service call / diagnostic fee | 1 | $95.00 |
| Labor (hours) | 2.5 | $125.00 |
| Capacitor, 45/5 MFD | 1 | $65.00 |
| R-410A refrigerant (lbs) | 2 | $85.00 |
| Air filter, 16x25x1 MERV 11 | 2 | $18.00 |
Example prices only. Rates vary a lot by region, so use your own.
Questions
What should an HVAC invoice include?
The service address, date, technician, diagnostic or trip fee, labor hours, parts with part numbers, refrigerant type and amount, warranty terms and payment terms.
Should HVAC companies charge a diagnostic fee?
Most do, typically $75–$150, and many credit it toward the repair if the customer approves the work. State that clearly on the invoice.
Is this invoice generator free?
Yes. Make and download as many invoices as you like, with no account.
Where is my data stored?
Only in your own browser, so your work isn't lost if you close the tab. It is never uploaded. Every invoice you make is listed under "My documents", where you can download a backup. Use "Forget everything" to erase it all, for example on a shared computer.
Can customers pay from the invoice?
Yes. Paste a payment link from Stripe, Square or PayPal under "How to pay" and the PDF shows it with a QR code to scan. You can also write Zelle, check or bank details there.
What does Net 30 mean?
Payment is due 30 days after the invoice date. Net 15 means 15 days, and "Due on receipt" means right away.