HVAC Invoice Template

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# Invoice

**[Company Name]**
[Address]
[City, State ZIP]
[Phone] | [Email] | [Website]

**HVAC License #:** _______________
**EPA Certification #:** _______________
**Tax ID:** _______________

---

| | |
|---|---|
| **Invoice #** | INV-[YYYY-MM-NNN] |
| **Invoice Date** | _______________ |
| **Due Date** | _______________ (Net 15 unless agreed otherwise) |
| **Work Order #** | _______________ |
| **Service Date** | _______________ |
| **PO # (if applicable)** | _______________ |

---

## Bill To

**Customer Name:** _______________________________
**Billing Address:** _______________________________________
**Service Address:** _______________________________________
**Phone:** _______________ **Email:** _______________

---

## Equipment Serviced

| Equipment | Brand | Model | Serial | Location |
|---|---|---|---|---|
| | | | | |
| | | | | |

---

## Service Performed

### Description of Work

_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________

### Technician(s)

| Name | NATE/Cert # | Hours On-Site |
|---|---|---|
| | | _____ |
| | | _____ |

---

## Labor

| Description | Hours | Rate | Subtotal |
|---|---|---|---|
| Standard service call | _____ | $_____/hr | $_____ |
| Diagnostic time | _____ | $_____/hr | $_____ |
| After-hours emergency | _____ | $_____/hr | $_____ |
| Trip charge | 1 | $_____ | $_____ |
| **Labor Subtotal** | | | **$_____** |

---

## Parts & Materials

| Part # | Description | Qty | Unit Cost | Total |
|---|---|---|---|---|
| | | | $_____ | $_____ |
| | | | $_____ | $_____ |
| | | | $_____ | $_____ |
| | | | $_____ | $_____ |
| **Parts Subtotal** | | | | **$_____** |

### Refrigerant

| Type | Quantity (lbs) | Unit Cost | Total |
|---|---|---|---|
| R-410A | _____ | $_____/lb | $_____ |
| R-22 (legacy) | _____ | $_____/lb | $_____ |
| R-454B | _____ | $_____/lb | $_____ |
| **Refrigerant Subtotal** | | | **$_____** |

*All refrigerant handled per EPA Section 608. Recovery, recycling, and disposal performed in compliance with federal regulations.*

---

## Other Charges

| Item | Amount |
|---|---|
| Permit fee (at cost) | $_____ |
| Disposal / EPA fee | $_____ |
| Other: _______________ | $_____ |

---

## Service Plan / Contract Discount

| | |
|---|---|
| Service plan member discount | -$_____ |
| Plan: _______________ (Tier: _____) | |

---

## Totals

| | |
|---|---|
| Subtotal | $_____ |
| Sales tax ( _____ %) | $_____ |
| **TOTAL DUE** | **$_____** |

---

## Payment Information

**Accepted methods:**
- Check payable to [Company Name]
- ACH transfer: Routing _______________ Account _______________
- Credit card: + 3% processing fee
- Online portal: [website]/pay

**Late payment policy:** Accounts past 30 days subject to 1.5% monthly finance charge.

**Returned check fee:** $35

---

## Warranty

This service includes the following warranties:

**Parts:** Per manufacturer warranty (typically 1-5 years on parts, 5-10 years on compressors)
**Labor (this repair):** 90 days from invoice date
**Refrigerant:** No warranty on refrigerant levels unless leak identified and repaired

**Excluded:**
- Repairs needed due to other system issues not addressed
- Damage from customer modifications or improper operation
- Continued failure if customer declined recommended repairs

---

## Next Service Recommendation

Based on today's service:

☐ Annual maintenance recommended (next visit: _______________)
☐ Filter change due (size: _____, MERV _____)
☐ Refrigerant levels normal — no action needed
☐ Coil cleaning recommended in _____ months
☐ Replace [component] within _____ months
☐ System replacement recommended within _____ years

**Sign up for our maintenance plan** and save 15-25% on future repairs. Ask for details.

---

## Customer Acknowledgment

By signing below, I confirm:
- The work described above was completed satisfactorily
- I authorize charges to be billed as shown
- I received an explanation of the work performed and warranty terms

**Customer Signature:** _______________________________ **Date:** __________

**Technician Signature:** _______________________________ **Date:** __________

---

## Tax & Compliance

Sales tax collected and remitted per state regulations.
This invoice serves as documentation for warranty claims and tax records.
Retain for your records.

**Refrigerant tracking (EPA compliance):**
- Refrigerant added: _____ lbs of _______________
- Refrigerant recovered: _____ lbs of _______________
- Reason for service: _______________________________

---

*Thank you for choosing [Company Name]. We appreciate your business.*

*Refer a friend and receive $25 credit on your next service. Ask for our referral card.*

*Schedule your next service online: [website]/schedule*
*Emergency line (24/7): [phone]*