Free HVAC invoice generator
Diagnostics, repairs, tune-ups and installs, itemized clearly, in a PDF the customer can read without calling you. No account, no card.
- Free to use
- Nothing to sign up for
- Deleted 30 days after you last open it
What to put on an HVAC invoice
Put the equipment in the description
Make, model and serial number on the line for the unit you worked on. It makes warranty claims and repeat visits much simpler.
List refrigerant by the pound
A line for the amount used, with the price per pound, shows the customer what they paid for and why the total moved.
Be clear about the diagnostic fee
Show it on its own line and say if it's credited toward the repair. That is the line customers question most when it isn't explained.
Invoice maintenance agreements on a schedule
A tune-up plan billed the same way each time is easy to forget to send. Set a date to send it, or let software repeat the invoice for you.
Line items HVAC contractors often use
- Diagnostic visit
- AC tune-up
- Furnace repair (labor)
- Refrigerant (per pound)
- Parts and materials
- Filter replacement
- Thermostat installation
- After-hours or emergency fee
Tired of rebuilding the same invoice?
Koteshen can send a maintenance-agreement invoice on a schedule you set, so tune-up customers are billed without you remembering (Basic plan and up). Customers pay by card from the email, and Koteshen can remind them if they forget.
14 days free, no card. Then keep the Free plan or pick one with reminders.
Questions about HVAC invoices
Can I put the equipment model and serial number on the invoice?
Yes. Type them into the line description, for example "AC tune-up, Carrier 24ACC636, serial 1234567".
Should I charge after-hours work as a separate line?
If you charge a premium for nights or weekends, list it on its own line and tell the customer the rate before you start.
Do I charge sales tax on HVAC parts and labor?
It depends on your state and what is being sold. Check with your state's tax agency or your accountant. This generator doesn't calculate tax, so add it as its own line if you charge it.