A repeatable HVAC invoice process can help your cash flow, make your business look professional, and save you time from pen and paper inefficiencies. Our free HVAC invoice template can help with all of the above.
Invoice templates are key for maintaining consistency and efficiency. They help you run your HVAC business, make it more organized, while informing your clients about what they’re paying for.
Use the invoice template below to get pre-set formatting, information fields, automated calculations, and business information. Once you have it downloaded, your invoicing will be smooth sailing.
Let’s get started!
When should you send an HVAC invoice?
You should send an invoice immediately after the service is complete (unless there is a special maintenance agreement or contract that requires a different invoicing strategy).
For example, email them the invoice right away once you’ve completed the service. If you’re able to invoice on the spot you’re able to collect payment on the spot with an online payments option which keeps your cash flow healthy.
The longer you wait to send the invoice, the longer it’ll take to get paid. And similarly, the easier you make it to get paid, the longer they’ll take to pay you.
Finally, before you send off the invoice, always make sure that you’re sending your client an updated version. If you made changes to the original quote because you had to order specific HVAC parts once you started the job, then that should be included in the most recent invoice.
If you have to go straight to another job, hand-writing an invoice will take too much time and make you look unprofessional.
Instead, use HVAC invoicing software to create invoices in seconds, text or email them straight to your customers, and collect payment on the spot or online.
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When should your client pay their invoice?
Standard HVAC invoice payment is within two weeks of the service date. However, you can test payment deadlines that range between fifteen, ten, five, and two days to see what works best for your business’ cash flow.
Since heating and cooling services can be quite expensive, some business owners prefer to accept a deposit beforehand, and final payment the day of the service.
Pro Tip: You can offer financing to your customers — this makes expensive services more affordable, plus it helps you look more professional and stand out from the competition.
Remember: There’s no right way to structure invoice payments — it has to work for your HVAC business.
HVAC Invoice Template: Free Download
Use this free HVAC invoice template to create customized invoices for your customers. Look more professional, organize your processes, and get paid faster. Download the free template below!
Try Our Free HVAC Invoice Template [PDF]
Fully customizable, automatically calculates, and is email friendly. Organize your HVAC invoicing.Download Now
How to use this HVAC Invoice Template PDF
1. Download the PDF template to your computer or tablet
2. Customize the template by adding your company information, logo, and company website.
3. Save the file.
4. When you are ready to create and send an invoice, make a copy of the original template.
5. Edit the file name so it is unique (For example, ‘[Business name]_Invoice_[invoice number]”).
6. Customize the fields with the service or parts name, brand, serial number, code, and other important details regarding what was done during the service call (for example service charge,brazing charge, nitrogen, refrigerant, ignitor electrode, etc.) based on the job you are estimating
7. Calculate the total parts, labor, and time required, then add on taxes, fees, discounts, etc.
8. Add an invoice number. This will help you keep track of client accounts, invoice history, and all the business that comes in and out of your business.
9. Include a due date for payment. This will help you communicate payment urgency, and encourage your clients to pay within a reasonable timeline.
10. Do a thorough check of the invoice before you send it to make sure all of the information is included and accurate.
11. Save the file again and export it as a PDF.
10. Send the invoice to your client via email.
READ MORE: Looking for more HVAC invoice tips? Learn how to write a simple and professional invoice so you can spend less time billing and get paid faster.
Replace HVAC Invoice Templates with this Free CRM, Quote, and Invoice Tool
If you want to skip HVAC invoice templates forever, here’s an alternative: the free CRM, quote, and invoice tool by Jobber.
This 100% free and easy-to-use software lets you:
- Build custom quotes and templates, designed with your company branding, contact information, warranty information, and custom line items
- Enable customers to view and approve quotes online
- Convert quotes to invoices
- Send professional quotes and invoices via email or text message
- Manage your client information in one place
- Get notified when a customer views quotes or invoices
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