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.
Related invoice templates
Prefer a specific format? Word invoice template · Excel invoice template · PDF invoice template · Google Docs invoice template · All invoice templates
A practical guide to HVAC billing
Use the template as a starting layout, then replace its example information with the actual agreed work. The details below help you decide what to enter and what to check before sending.
Agree what this invoice covers
Separate maintenance, fault diagnosis, repair and new installation. Identify the equipment serviced and explain what a maintenance package includes. Obtain approval for replacement parts or additional repair work discovered during the visit.
Give the payer enough context
Include the property address, equipment reference, service date and work-order number. Check the legal billing name and delivery contact against the accepted work. Keep the accepted maintenance or installation scope, approved repairs and completion record available to resolve questions. An invoice records the charge; it does not replace the underlying approval or supporting documents.
Worked HVAC invoice example
Two units receive the agreed service, with one approved component billed separately. Identify the actual equipment and scope; these prices are not installation estimates or local market rates.
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Scheduled unit maintenance | 2 | 95.00 | 190.00 |
| Approved replacement component | 1 | 120.00 | 120.00 |
| Example subtotal | 310.00 | ||
Avoid this billing mistake
Charging a separate labour line when installation labour is already included in a supplied-and-fitted part can lead to a dispute. Match the invoice to the quoted supply basis.
Follow up on the right record
For managed buildings, use the work order and payer’s equipment reference. Keep warranty, maintenance schedules and technical compliance documentation separate from the payment record.
Before you send
- Match the line items and quantities to the accepted scope and approved changes.
- Check the invoice number, issue date, explicit due date and the property address, equipment reference, service date and work-order number.
- Apply only the tax treatment relevant to your business and location; check current local requirements if unsure.
- Keep earlier billing separate from actual payments. Verify the outstanding amount and payment instructions.
The free browser tool prepares the document. Saving customers, sending tracked invoices and managing reminders require an account and are subject to plan limits. Payment status needs accurate payment records; an invoice view alone does not confirm payment.