Free HVAC Invoice Template
A free, professional HVAC invoice template for Australian air conditioning, heating, and refrigeration businesses. Download as Word, Excel, or PDF — for residential install, commercial service contracts, and emergency call-outs.
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Try the live generator →What's on the hvac invoice template
| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Service call-out fee | 1 | $140.00 | $140.00 |
| Labour — licensed HVAC technician (per hour) | 3 | $165.00 | $495.00 |
| Refrigerant gas (R32, R410A) | 1 | $220.00 | $220.00 |
| Replacement parts | 1 | $380.00 | $380.00 |
| Subtotal | $1,235.00 | ||
| Sales tax (8%) | $98.80 | ||
| Total | $1,333.80 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Licensed air-conditioning installers
- ✓Refrigeration technicians
- ✓Commercial HVAC service companies
- ✓Solar HVAC and heat pump specialists
- ✓Emergency air-conditioning repair services
What to include
- ✓Business name, ABN, and ARCtick licence number
- ✓Client name and service address
- ✓Equipment make/model serviced
- ✓Labour hours and rate
- ✓Refrigerant type, amount, and price
- ✓Replacement parts
- ✓GST line and total amount due
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for hvac
- ✓ Always include your ARCtick licence number — required when handling refrigerants
- ✓ Quote refrigerant by gas type and weight (R32 vs R410A pricing differs)
- ✓ For annual service contracts, invoice quarterly in advance
- ✓ Include manufacturer warranty info on installations
- ✓ Itemise call-out fees separately from labour
HVAC invoice FAQ
Do HVAC technicians need an ARCtick licence?
Yes — to handle refrigerants in Australia. Display the licence number on every invoice that includes refrigerant work.
Should I charge GST on refrigerant gas?
Yes if you are GST-registered — refrigerant gas is a taxable supply at 10%.
How do I bill annual service contracts?
Invoice quarterly in advance (e.g., $300/quarter for 4 visits/year). Recurring invoices reduce admin and improve cash flow.
What payment terms work for HVAC?
Net 14 for residential, Net 30 for commercial. For emergency call-outs, payment is typically due on completion.
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