HVAC
HVAC Invoice Calculator
Build an invoice total from parts, labour, tax and any discount, with the discount visible rather than buried.
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.
Open the HVAC invoicing demoWhat moves the number
- Tax applied to the correct base, since labour and parts are not always treated the same.
- Discounts, which should appear as a line rather than as a reduced price.
- Whether a diagnostic fee already paid is being credited.
Where this one goes wrong
Burying a discount in the price. Hidden, it cannot be measured and it teaches customers nothing; shown as a line it is visible in reporting and reads as a concession rather than as the real price.
Questions
About this calculator
Is labour taxable?
It varies by state and sometimes by the type of work. Applying one rule everywhere is a common source of both underpayment and awkward corrections, so check the jurisdiction you work in.
Why show the discount separately?
Because a discount inside the price is invisible in your reporting, and discounting is one of the largest unexamined leaks in contractor margin.
Should the equipment appear on the invoice?
Yes, identified well enough to know which unit it was. It helps the customer and it means your own record attaches to the right machine.
Put this calculator on your site
Free to embed. Paste this where you want it to appear. It stays up to date automatically because it loads from BDEVY.
Please keep the attribution line. It is the only thing we ask in return.
How to use this calculator
- Labour charged ($). Hours on site at the rate you bill, not what the hour costs you.
- Parts ($). Enter your own figure; the page starts at $214.
- Equipment ($). Enter your own figure; the page starts at $0.
- Materials ($). Enter your own figure; the page starts at $0.
- Diagnostic, trip and service fees ($). Enter your own figure; the page starts at $129.
- Of that, how much is taxable ($). In most states parts and equipment are taxable and labour is not, but this varies by state and county. Check your own treatment.
The result updates as you type, so you can try a figure, see what it does to invoice total, and change it back. Nothing you enter is sent anywhere or saved.
A worked example
These are the figures the calculator opens with. Every number in the results column below is produced by the same calculation the page runs, so you can follow it through before putting your own figures in.
What goes in
| Input | Value |
|---|---|
| Labour charged | $375 |
| Parts | $214 |
| Equipment | $0 |
| Materials | $0 |
| Diagnostic, trip and service fees | $129 |
| Of that, how much is taxable | $214 |
| Discount | A percentage |
| Discount value | 10 |
| Sales tax rate | 7.25% |
What comes out
| Result | Value |
|---|---|
| Invoice total main result | $660.16 |
| Subtotal | $718.00 |
| Discount | $71.80 |
| Sales tax | $13.96 |
Subtotal $718.00, less $71.80 discount, plus $13.96 tax on a reduced taxable base of $192.60: the invoice totals $660.16.
How sensitive the answer is
Holding everything else steady and changing only labour charged, this is what happens to invoice total. It is worth knowing which of your inputs the answer actually hinges on, and which barely move it.
| Labour charged ($) | Invoice total |
|---|---|
| $188 | $491.86 |
| $281 | $575.56 |
| $375 example above | $660.16 |
| $563 | $829.36 |
| $750 | $997.66 |
Every other input is held at the example value while this one changes, which is not how a real job behaves. Treat it as a guide to which number matters most, not as five separate quotes.
What each figure means
- Labour charged ($)
- Hours on site at the rate you bill, not what the hour costs you.
- Parts ($)
- A money amount, starting at $214.
- Equipment ($)
- A money amount, starting at $0.
- Materials ($)
- A money amount, starting at $0.
- Diagnostic, trip and service fees ($)
- A money amount, starting at $129.
- Of that, how much is taxable ($)
- In most states parts and equipment are taxable and labour is not, but this varies by state and county. Check your own treatment.
- Discount
- Choose from A percentage, A fixed amount, No discount.
- Discount value
- A number, between 0 and 100000, starting at 10.
- Sales tax rate (%)
- A percentage, between 0 and 25, starting at 7.25%.
What the results tell you
| Result | What it is |
|---|---|
| Invoice total | The headline result. A money figure. |
| Subtotal | A money figure. |
| Discount | A money figure. |
| Sales tax | A money figure. |
Before you rely on this number
Sizing, capacity and load figures here are planning estimates. A real installation depends on the manufacturer's data for the specific equipment, the duct system it is going into, and a proper load calculation for the building. Use this to sanity-check a number or price a job, not to select equipment.
Keep going
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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.