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HVAC Technician Invoice Template

HVAC Technician Invoice Template

Create professional HVAC invoices with our template. Includes dedicated sections for diagnostic fees, labor rates, refrigerant charges, and equipment installation. Perfect for heating, cooling, and ventilation services. Download instantly in PDF, Word, or Excel format.

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Industry Standard
Your Business
Bill To
Invoice Details
Additional Information
Line Items
Description
Qty
Rate
Amount
$89.00
$125.00
$200.00
$0.00
Tax & Discount
Notes & Terms

HVAC Billing Methods Explained

HVAC businesses typically use these billing approaches:

1. Flat Rate Pricing
Fixed prices for common services (tune-ups, filter changes, standard repairs). Customers know the cost upfront, and you avoid disputes over time spent.

2. Diagnostic Fee + Repair Quote
Charge for the service call and diagnosis ($75-150), then provide a separate quote for the repair. The diagnostic fee may be waived if they proceed with the repair.

3. Time & Materials
Hourly labor plus parts and refrigerant. Best for commercial work or complex residential repairs where scope is uncertain.

4. Service Agreements
Monthly or annual contracts for preventive maintenance with discounted service rates. Provides recurring revenue and customer retention.

What to Include on an HVAC Invoice

A complete HVAC invoice should document:

Business Credentials
  • HVAC contractor license number
  • EPA Section 608 certification (required for refrigerant handling)
  • Insurance information
  • Emergency contact number
Equipment Information
  • Manufacturer, model, and serial number
  • System age and warranty status
  • Refrigerant type and amount added
  • Filter size and MERV rating
Service Details
  • Date and time of service
  • Temperature readings (supply/return)
  • Pressure readings if applicable
  • Work performed and parts replaced
  • System test results
Itemized Charges
  • Service call/trip charge
  • Diagnostic/inspection fee
  • Labor hours and rate
  • Parts with part numbers
  • Refrigerant (type and pounds)
  • Disposal fees if applicable
Maintenance Recommendations
  • Suggested follow-up services
  • Seasonal maintenance reminders
  • Filter replacement schedule

How to Bill for Refrigerant

Refrigerant pricing requires special consideration:

Track by Pound
Bill refrigerant by the pound, not by "recharge." Document the exact amount added for EPA compliance.

Current Market Rates (per pound)
  • R-410A: $40-75
  • R-22 (freon): $90-150
  • R-32: $50-80
  • R-134A: $25-40
Recovery & Disposal Charge separately for refrigerant recovery and disposal when required. This is an EPA-mandated service that costs you time and resources.

EPA Compliance
Keep records of refrigerant purchased, used, and recovered. Your invoice serves as part of this documentation.

HVAC Service Pricing Guide

Industry standard pricing ranges:

Hourly Labor Rates
  • Apprentice technician: $55-80/hr
  • Journeyman technician: $85-125/hr
  • Master technician: $100-150/hr
  • Emergency/after-hours: 1.5-2× standard rate
Service Call Fees
  • Standard trip charge: $75-125
  • Diagnostic fee: $89-150
  • Emergency service call: $150-300
Common Services
  • AC tune-up: $79-150
  • Furnace tune-up: $79-150
  • Capacitor replacement: $150-400
  • Contactor replacement: $150-300
  • Blower motor replacement: $400-800
  • Compressor replacement: $1,200-2,800
Equipment Installation
  • Central AC unit: $3,000-7,000
  • Furnace: $2,500-6,000
  • Heat pump: $4,000-8,000
  • Ductless mini-split: $2,000-5,000

Frequently Asked Questions