HVAC invoice template
An HVAC invoice should show the diagnostic or service fee, labour, each part, refrigerant by quantity and any maintenance plan, with equipment model and serial numbers. Download the free Excel template; it totals tax, deposits and any CIS deduction. Then keep supplier receipts and invoices together for your accountant.
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What to put on a hvac invoice
- Your business details and licence number, or Gas Safe number for gas heating in the UK.
- The customer, property address and the equipment serviced, with make, model and serial number.
- Diagnostic or service-call fee.
- Labour time and the fault found.
- Parts itemised, and refrigerant by type and quantity.
- Maintenance plans or agreements, and any warranty on the work.
- Tax, deposit paid, amount due and payment details.
Create it online or in Excel
FigureLane’s free invoice generator makes a PDF with your lines, tax and any deposit deducted, and saves it in Income with your receipts. It counts in your reports once you mark it paid.
Prefer a spreadsheet, or need a CIS deduction shown? Download the Excel template above and fill the yellow cells; it works out the amount due.
Example hvac invoice
A fictional job, in US dollars before tax. The template’s first sheet holds this example; the second is blank for your own invoice.
| Item | Amount |
|---|---|
| Diagnostic service call (call-out): 1 visit × 95.00 | 95.00 |
| Replace capacitor and test system (labour): 1.5 hours × 110.00 | 165.00 |
| Run capacitor 45/5 µF (materials): 1 each × 42.00 | 42.00 |
| Refrigerant top-up (materials): 2 lb × 65.00 | 130.00 |
| Annual maintenance plan, 2 visits (other): 1 plan × 180.00 | 180.00 |
| Subtotal | 612.00 |
| Amount due | 612.00 |
Bookkeeping for HVAC and heating engineers: what to keep
- Parts and refrigerant: supplier receipts, with refrigerant quantities logged by job.
- Equipment: gauges, recovery machines, vacuum pumps and their servicing.
- Licences, certification and insurance: renewals and liability cover.
- Van and travel: fuel and servicing for a stocked van.
- Maintenance-plan income: record when each plan is paid and which visits it covers.
Subcontractors, CIS and 1099s
- UK, working for a contractor: under the Construction Industry Scheme the contractor deducts 20% from your labour if you are registered, 30% if not, or nothing with gross payment status. Materials you bought, VAT, plant hire and fuel are left out of that calculation. The template works out the deduction on labour and service-call lines only.
- UK, working for a homeowner: homeowners are not CIS contractors, so leave the CIS rate at 0%.
- UK reverse charge: if you are VAT-registered and invoice a VAT- and CIS-registered business that is not the end user, the domestic reverse charge usually applies. Set the tax rate to 0% and state that the customer accounts for the VAT.
- US, paying subcontractors: for 2026 payments, the IRS asks for a Form 1099-NEC when you pay a nonemployee $2,000 or more, filed and sent by 31 January. Collect a W-9 before the first payment.
- Keep each CIS statement or 1099 with the invoices it covers, and check your own position with your accountant.
A ten-minute monthly routine
- Forward emailed receipts and supplier invoices to your FigureLane collection address as they arrive.
- Photograph paper receipts on the day and upload them.
- Mark invoices paid when the money lands.
- At month end, check each figure against its original, then download an Excel or PDF report and a ZIP of originals for your accountant.
Common questions
How should I invoice a maintenance plan?
Put the plan on its own line with what it covers and the period. Record it as income when it is paid, and note which visits are still due.
Should I show refrigerant separately?
Yes. Listing the type and quantity explains the charge and helps you track how much you buy and use.
Can I use FigureLane’s invoice generator instead of Excel?
Yes: it creates a PDF with your line items, one tax rate and any deposit already paid, and saves it in Income until you mark it paid. Use the Excel template if a contractor needs a CIS deduction shown.
Is this hvac invoice template free?
Yes. Download and reuse it without an account. FigureLane’s invoice generator and 10 document uploads are also free to try, with no card.