HVAC
HVAC Invoice Calculator
Build an HVAC invoice total from labour, parts, equipment, materials and fees, with the discount applied before tax, which is where most hand-built invoices go wrong.
Result
A discount reduces the taxable base as well as the subtotal, so it is applied before tax is worked out. Applying the discount after tax overcharges the customer and leaves you holding tax you collected on money nobody paid. This calculator does not decide what is taxable, labour, repairs and capital improvements are treated differently from state to state.
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About this calculator
Should sales tax be charged on HVAC labour?
It depends entirely on where the work was done. Many states tax parts and materials but exempt labour; several tax repair labour while exempting installation on a capital improvement; a few tax everything. Because the rule is jurisdictional there is no universal answer, and getting it wrong is your liability rather than the customer's. Confirm your own treatment with your accountant or your state revenue department.
Should a discount be applied before or after tax?
Before. The customer is only paying the reduced amount for the goods, so tax is due on the reduced amount. Applying it afterwards means you have collected tax on money that was never charged.
What should an HVAC invoice show beyond the total?
The work performed, the specific system it was done to, the technician, the line items with quantities, the tax shown separately, any payments already received and the balance due. An invoice that shows only a total is the one that generates the phone call.
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Open calculatorSee the invoice this builds
The BDEVY invoicing demo turns a completed job into an invoice with the parts, hours and work performed already filled in, then tracks the payment against it.