Free HVAC invoice template with refrigerant + service contract fields.
Generate a professional HVAC invoice, service report or contract estimate in 60 seconds. Built-in fields for labor, refrigerant, parts and certifications. Multi-currency, mobile-friendly, no watermark.
A free tool by Decker — flat-priced field service software. Learn about Decker →
Template & theme
Tap a template — preview updates instantly. Swipe ←→ to see all
Document details
Type "Invoice", "Quote", "Estimate", "Tax Invoice", "Receipt" — anything.
Your business
Bill to (customer)
Line items
| Description | Qty | Rate | Amount | |
|---|---|---|---|---|
Tip: every field is fully editable. Click any cell to change description, quantity or rate.
Totals
Notes & payment terms
Example: Payment via bank transfer to [details]. Late fee of 5% applies after 30 days. Thank you!
Ready to download your ?
Fill in your business name, customer name, and at least one line item to continue.
Live preview
Updates as you type
| Description | Qty | Rate | Amount |
|---|---|---|---|
Why HVAC techs love this invoice template.
HVAC invoices aren't generic service invoices. You list labor and parts separately because they're taxed differently in some states. You may need to record refrigerant added or recovered (R-410A, R-32, R-454B) for EPA 608 compliance. You bill recurring maintenance contracts that look different from one-off service calls. And you need to issue the invoice on-site, from your phone, while the rooftop unit is still warm — not at the office two days later when half the details are forgotten.
This free HVAC invoice template handles all of that. Editable line items for labor, parts, refrigerant (per pound), filters, and service contracts. Optional EPA 608 reference number field. Optional refrigerant log notes for the record-keeping you need anyway. Multi-currency, mobile-first, PDF download in seconds. Send on WhatsApp. Customer pays via Stripe link on the same phone.
Built by Decker — flat-priced HVAC field service software. If this free tool helps, the paid product tracks every machine across every customer site (rooftop, split, chiller, air handler), automates recurring maintenance contracts, and stores EPA 608 cert tracking per technician. $19/month flat for solo HVAC techs, $39/month for teams up to ten. No per-user fees.
Common line items + typical rates for a hvac invoice in 2026.
If you've ever wondered "am I charging enough?" or "what should I put on my hvac invoice?" — here's the working HVAC tech's reference. Use it to sanity-check your rates and double-check you're not leaving line items off the bill.
Standard hvac invoice line items
Most HVAC techs bill some combination of these on every job: labor (per hour or fixed), parts (capacitors, contactors, blower motors), refrigerant (priced per lb or kg), callout fee, EPA 608 cert fee, diagnostic fee, after-hours surcharge. The HVAC invoice template above includes preset buttons for each so you don't have to type them every time.
Typical hvac rates by region (2026)
Rates vary widely by city and experience level, but here's the working range most HVAC techs charge:
- United States: $75–$200/hr labor, $100–$200 callout, $50–$100 per lb of refrigerant. Sales tax varies by state (0%–10%).
- United Kingdom: £50–£100/hr labor, £100–£150 callout, plus VAT 20%.
- Australia & New Zealand: $95–$180/hr labor, $120–$200 callout, plus GST 10%.
- Canada: CAD $90–$170/hr labor, plus GST/HST.
These are working averages, not legal advice. Your local market may differ. The HVAC invoice template on this page handles VAT, GST, sales tax and IVA automatically based on the country you select — and it's editable if your region has a non-standard rate.
Related terms HVAC techs search for
If you arrived here looking for: HVAC service invoice, AC service bill, furnace service receipt, refrigerant log, EPA 608 certificate, R-410A phase-down, A2L refrigerants (R-454B, R-32), heat pump install invoice, ductwork repair bill, thermostat install quote — they're all the same thing in practice. This HVAC invoice template generates whatever format your customer expects, all from one form. Pick "Invoice", "Quote", "Estimate" or "Receipt" as the document type in the form above — the PDF label changes accordingly.
When to charge a callout fee vs hourly rate
Industry standard for hvac work: charge a fixed callout fee for the visit itself (covers your travel + first 30 minutes or 1 hour of work), then hourly beyond that. This is what most established HVAC techs do — it stops the "5-minute job" from costing you a day's revenue. The free HVAC invoice template has separate fields for callout fee and labor so you can structure it that way without re-typing.
After-hours, weekend & emergency rates
Most HVAC techs charge a premium of 50%–100% over standard rates for after-hours (typically after 6 PM weekdays), weekends and public holidays. Emergency callouts are sometimes flat-rate ($150–$250 in the US, £100–£200 in the UK) on top of standard labor. Add these as separate line items on your invoice so the customer sees exactly what the surcharge is for — easier conversation than burying it in the hourly rate.
Why this is the best HVAC invoice template for technicians and small contractor teams.
HVAC invoicing is different from every other trade in one specific way: refrigerant. The EPA requires you to track refrigerant added and recovered on every service that touches a sealed system. Different states have different sales-tax rules for labor versus parts. Service contracts (annual maintenance, biannual check, emergency-call coverage) bill on a different cadence to one-off repairs. And the customer profile varies wildly — a homeowner with a residential AC unit needs a different invoice than a commercial property manager with twenty rooftop units across five sites.
This free HVAC invoice template handles all of that without forcing you into a particular workflow. Editable line items so you can list labor (hourly or fixed), parts (compressor, capacitor, thermostat, filter, refrigerant by the pound), service call fees, and emergency surcharges separately. The tax label and rate are editable to match your state's HVAC sales-tax rules. The notes field supports bullet points and bold — perfect for refrigerant log entries (Type / Pounds added or recovered / EPA cert number).
The PDF that downloads looks like it was made by an HVAC contractor who's been doing this for twenty years — not a generic invoice generator. Your business info on top, the customer's billing address and the job site address (if different — which they often are for commercial work), every line item priced and totaled, taxes calculated, and your payment instructions at the foot.
Made free by Decker — flat-priced HVAC field service management software. Decker handles what this free tool can't: every customer with full multi-year service history, every machine (rooftop, split, chiller, air handler, furnace) with its own service log and parts list and downtime stats, every EPA 608 certified technician with cert expiry tracking, refrigerant logs aggregated per technician for compliance reporting, recurring maintenance contracts auto-generating jobs, and late invoices auto-chased on WhatsApp.
Decker for HVAC is $19 per month flat for solo HVAC techs or $39 per month for HVAC contractor teams up to ten people. No per-user fees. Learn about Decker for HVAC.
Free invoice generator — FAQ.
Is this HVAC invoice template really free?
Yes. The PDF you download is yours forever — no watermark, no expiry. You enter your email at the download step so we can occasionally update you about Decker, our flat-priced HVAC software. Unsubscribe any time.
Can I include EPA 608 refrigerant tracking on the invoice?
Yes. Use the Notes field to record refrigerant type (R-410A, R-32, R-454B etc.), pounds added or recovered, and your EPA 608 cert reference number. The Notes field supports bullet points and bold formatting for clean compliance entries. Decker's paid product handles refrigerant logs automatically per machine — see the link at the bottom of this page.
How do I bill a service contract vs a one-off repair?
The document type label is editable. For one-off jobs type "Service Invoice". For service contract billing type "Service Contract Invoice" or "Maintenance Contract". Same template, different header on the PDF.
Can I add EPA 608 cert details to the invoice?
Use the Notes field (supports formatting) at the bottom for any cert references, badge numbers, or compliance notes. They'll appear on the printed PDF below the totals.
Can I send the HVAC invoice via WhatsApp?
Yes. After PDF downloads, click "Share via WhatsApp" — opens WhatsApp with a pre-filled message and the invoice details. Customer gets it on their phone, pays via Stripe link, all without you typing anything. HVAC customers especially appreciate this when the AC's broken on a 95-degree day.
Other free invoice templates by trade.
Each tool is pre-loaded with the line items and presets that trade actually uses. Same engine, different defaults.
Universal Invoice Generator
Generate a clean PDF in 60 seconds. No signup, no watermark.
Plumbing Invoice Template
Generate a clean PDF in 60 seconds. No signup, no watermark.
Electrical Invoice Template
Generate a clean PDF in 60 seconds. No signup, no watermark.
Electrician Invoice Template
Generate a clean PDF in 60 seconds. No signup, no watermark.
Handyman Invoice Template
Generate a clean PDF in 60 seconds. No signup, no watermark.
Locksmith Invoice Template
Generate a clean PDF in 60 seconds. No signup, no watermark.