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# HVAC Invoice Template: What to Include on a Professional Service Invoice
Below is a template you can copy into a word processor, a spreadsheet or an invoice tool, plus two filled-in examples — a repair and a changeout — and the formulas that make the totals correct.
If you want the element-by-element reasoning instead, that is in what should an HVAC invoice include.
The template
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[COMPANY NAME] INVOICE
[Street address]
[City, State ZIP] Invoice # [INV-0000]
[Phone] · [Email] Invoice date [DD Mon YYYY]
License [#] Due date [DD Mon YYYY]
Terms [Net 15]
Job # [JOB-0000]
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BILL TO SERVICE ADDRESS SERVICE
[Customer name] [Property name] [Repair]
[Billing address] [Property address] Attended by
[Phone] · [Email] [Equipment: make, [Technician]
[PO #, if commercial] model, serial,
location]
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REPORTED PROBLEM
[In the customer's words.]
WORK PERFORMED
[What was found, what was done, what was verified.
Include the measurements.]
----------------------------------------------------------------
ITEM QTY UNIT PRICE AMOUNT
----------------------------------------------------------------
[Description] [ 0] [$0.00] [$0.00]
[Sub-description]
[Category · taxable or not]
[Description] [ 0] [$0.00] [$0.00]
----------------------------------------------------------------
RECOMMENDATION Subtotal [$0.00]
[What should happen next, Discount — [-$0.00]
and why.] [reason]
Sales tax [$0.00]
PAYMENT INSTRUCTIONS [0.00% on $0.00]
[How to pay. Quote the ----------------------------
invoice number.] TOTAL [$0.00]
TERMS Payment received [-$0.00]
[Labour warranty period. [date]
Parts warranty terms. ============================
Late payment policy.] BALANCE DUE [$0.00]
============================
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Example 1 — a repair
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SUMMIT COMFORT HEATING & AIR INVOICE
4100 Kestrel Industrial Pk
Fairmont Valley, CO 80816 Invoice # INV-1043
(555) 0134-8800 Invoice date 8 Sep 2026
License MC-448120 Due date 23 Sep 2026
Terms Net 15
Job # JOB-4271
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BILL TO SERVICE ADDRESS SERVICE
John Smith Home Repair
123 Main Street 123 Main Street Attended by
Fairmont Valley, CO Carrier 24ABC6 Mike Johnson
(555) 0197-4412 3 ton · CA-5512943
john.smith@example.com Side of house
Installed 2016-04
----------------------------------------------------------------
REPORTED PROBLEM
No cooling. Outdoor unit humming, fan not turning.
WORK PERFORMED
Dual run capacitor reading 18.2 µF against a 45/5 µF rating —
failed on the fan side. Replaced with a matched 45/5 unit.
Verified compressor and condenser fan amp draw within nameplate.
Temperature split 19°F at the return on departure.
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ITEM QTY UNIT PRICE AMOUNT
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Diagnostic / service call 1 $129.00 $129.00
Attend site, diagnose the fault and report findings.
Diagnostic · not taxed
Run capacitor (dual 45/5) 1 $118.00 $118.00
Supply and fit, test microfarad against rating.
Parts · taxable
Service labor 1.5 $125.00 $187.50
Diagnosis and repair at the standard rate.
Labor · not taxed
----------------------------------------------------------------
RECOMMENDATION Subtotal $434.50
Contactor is beginning to pit. Discount — -$43.45
Not urgent. Monitor at the Maintenance
next maintenance visit. agreement, 10%
Sales tax $7.70
PAYMENT INSTRUCTIONS 7.25% on $106.20
Pay online from the link in ----------------------------
this email, or by cheque TOTAL $398.75
payable to Summit Comfort.
Please quote INV-1043. ============================
BALANCE DUE $398.75
TERMS ============================
30 days on labour. Parts per
manufacturer terms.
================================================================
Where the $7.70 comes from. Only the capacitor is taxable. The 10% discount comes off the whole invoice, so it comes off that line too: $118.00 × 0.90 = $106.20. Tax is $106.20 × 7.25% = $7.70.
Tax is charged on what the customer actually pays for the goods — not on the list price, and not after tax has already been added.
Example 2 — a changeout
Same skeleton, different shape. Note the deposit, the permit passed through at cost, and that most of the value is taxable.
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ITEM QTY UNIT PRICE AMOUNT
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AC condenser 3 ton, 14.3 SEER2 1 $3,980.00 $3,980.00
Evaporator coil, cased 1 $1,590.00 $1,590.00
Line set & fittings 1 $420.00 $420.00
Equipment pad 1 $110.00 $110.00
Disconnect & whip 1 $165.00 $165.00
Installation labor 8 $125.00 $1,000.00
Mechanical permit 1 $95.00 $95.00
Old equipment removal 1 $125.00 $125.00
----------------------------------------------------------------
Subtotal $7,485.00
Discount $0.00
Sales tax $454.21
7.25% on $6,265.00
----------------------------
TOTAL $7,939.21
Deposit received -$2,500.00
2 Sep 2026
============================
BALANCE DUE $5,439.21
============================
The taxable base is $6,265.00, not $7,485.00 — the condenser, coil, line set, pad and whip. Labour, the permit and disposal are not taxed in this jurisdiction. $6,265.00 × 7.25% = $454.21.
This is one jurisdiction's treatment, invented for the example. Yours may tax installation labour, or exempt the whole job as a capital improvement. Check.
The spreadsheet formulas
If you are building this in a spreadsheet, these four are the ones to get right.
Assume line amounts in E2:E20 , a taxable flag ( TRUE / FALSE ) in F2:F20 , the discount percentage in B24 and the tax rate in B25 .
Subtotal
=SUM(E2:E20)
Discount
=MIN(B23*B24, B23)
The MIN matters. Without it, a fixed discount larger than the subtotal produces a negative invoice.
Taxable base after discount
=SUMIF(F2:F20, TRUE, E2:E20) * (1 - B26/B23)
Where B26 is the discount amount and B23 the subtotal. This spreads the discount across the taxable lines in the same proportion it was applied to the invoice as a whole.
Tax, and total
Tax =B27 * B25
Total =B23 - B26 + B28
The one people get wrong is the third. Applying the tax rate to the full taxable amount and then discounting the total charges the customer tax on money they never paid.
Rather not maintain that: HVAC invoice calculator →
Making the template work harder
A template produces a document. It does not do any of these, and all of them are the actual work:
- Track whether the invoice was paid
- Tell you the balance across every customer
- Show what is overdue and by how long
- Remember to follow up
- Attach the job to the equipment so next year's technician can read it
- Tell you whether the job made money
For a handful of invoices a month, the template is genuinely the right answer — see invoicing software vs spreadsheet for where that stops being true.
See the same invoice inside a working system →
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