HVAC invoice template, written in the driveway.
A no-cool call bills differently from a changeout: a diagnostic fee, the parts off the truck, refrigerant by the pound and the time it took. This one is set up for the service call, and every word on it is editable.
Invoice
| Item | Qty | Unit | Rate | Amount |
|---|---|---|---|---|
| Diagnostic / service call Includes first 30 minutes on site | 1 | each | $129.00 | $129.00 |
| Run capacitor, 45/5 MFD Original was bulging | 1 | each | $165.00 | $165.00 |
| Contactor, 2-pole 30 A | 1 | each | $185.00 | $185.00 |
| Refrigerant, R-410A Topped off after leak check at service valves | 3 | lb | $95.00 | $285.00 |
| Labor | 1.5 | hour | $135.00 | $202.50 |
| After-hours surcharge Call after 6pm | 1 | each | $150.00 | $150.00 |
| Maintenance plan enrollment Spring AC and fall heating tune-up, 12 months | 1 | year | $189.00 | $189.00 |
Click any text to change it. Rates and the tax rate are examples, so put in your own. Totals update as you type.
What this template covers
- A flat diagnostic fee as its own line, so the customer sees what the trip cost before the repair
- Parts listed one by one with sizes (capacitor MFD, contactor amps), the way you'd write them on the ticket
- Refrigerant billed per pound with the type named, which also keeps your 608 record straight
- An after-hours line you can delete on daytime calls
- A maintenance plan line, for the customer who signs up while you're standing there
Skip the template next time
Writing the ticket in the truck, then typing it up again at night, is how parts go unbilled. In Redline you say "invoice Okafor $1,387.09 for the no-cool call and plan" and it drafts the invoice on her file as one amount with a one-line description. Keep this sheet for the parts and pounds itemized. Approve it, then copy the card pay link from the invoice in Money and paste it into a message or an email to her before you back out of the driveway.
Invoicing is on the Solo plan, $29 a month with a 7-day free trial. Redline won't bill the maintenance plan every year on its own, but the calendar's repeat control books the spring and fall visits as a series. See HVAC invoicing or the HVAC software page.
Get paid before the next call.
Start free and turn on invoicing when you're ready. Customers pay by card on your own Stripe account, with no Redline fee on top.
Keep reading
- HVAC estimate templateChangeout estimate with equipment, line set, permit and an equipment deposit.
- HVAC invoicing softwareDiagnostic, parts, refrigerant and labor in one message, paid by card link.
- HVAC maintenance agreement softwareSpring and fall tune-ups booked as one series, with renewal reminders.
- Hourly rate calculatorTurn pay, overhead and billable hours into the rate you should charge.